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Home My Public Portal AboutSelect Board -- 2023-07-21 MinutesV,EW.9 Town of Brewster ,""'40U'6 alC �tcna. F I qQ= 2198 Main Street MA 02631-1898 Brewster, o� y Phone: (508) 896-3701 www.brewster-ma.gov MINUTES OF THE SELECT BOARD MEETING DATE: July 21, 2023 TIME: 8:30 AM PLACE: Brewster Ladies Library, 1822 Main Street Office Select Board Town Manager Rii REGULAR SESSION Participants: Chair Chatelain, Selectperson Bingham, Selectperson Hoffmann, Selectperson Chaffee, Town Manager Peter Lombardi, Assistant Town Manager Donna Kalinick Remote Participants:5electperson Whitney Call to Carder and Declaration of a Quorum Chair Chateiain called the meeting to order at 8:37am and declared a quorum. Public Announcements and Comment None Business Meeting: Review of FY23-24 Select Board Strategic Plan Discussion of Progress Made on Priont Goals and Feedback from Staff Town Board Committees and Residents on Potential Chan- es Additions and identification of FY24-25 Consensus Goals Mr. Lombardi reviewod the retreat schedule and the development of the FY24-25 Strategic Plan. Noting that residents had the opportunity to add input broadly in what they see as important for the Board to keep in mind. All the responses have been included in the packet. Feedback was requested from Department Heads and boards/committees through their respective Chairs. Mr. Lombardi offered -a recap of the FY23-24 Select Board Strategic Plan which included 39 goals, which was 6 more than the previous year. About half of the goals were specific to FY23 and the other half had a 2 -year time horizon, and there are two goals that were on the pian but remain for FY24. The group needs to think about a more even distribution as there are 19 goals that are this year specific and 2 goals for next year specific. There are 27 -goals that were carried over and 12 new goals. About three-quarters of the goals are referenced in the Vision Plan and/or Local Comprehensive Pian (LCP). Mr. Lombardi stated That now more than ever we need to do our best to manage expectations, the draft LCP includes 100+ action items to be accomplished over next 10+years, the Housing Production Plan includes many strategies and goals and there are other recent plans from staff, boards/committees. Mr. Lombardi suggested when determining goals for this plan, to look at other plans that have been developed, for example, the Open Space and Recreation Plan and lean on those plans and use them as a guide as there is a lot of value in this plan as well as others that were developed by the community. Mr. Lombardi reviewed high-profile infrastructure projects over the next few years, noting that leadership is aware of the staff impact, community perception and the financial realities of these projects: • Long Pond Boat Ramp Upgrade • Millstone Road improvements Select Board 7.21.2023.;. www.brewster-ma.gov Page 1 of 7 EVII3U/iii Ice of: Town of Brewster Select Board 2198 Main Street Town Manager 3 —; �\ Brewster, MA 02631-1898 Ok. Phone: (508) 896-3701 www.brewster-ma.gov • Stony Brook Millsite fishways improvements • Stony Brook Elementary School upgrades (HVAC, roof, and code compliance) • Sea Camps The feedback from the residents had two themes which were: concerns about taxes/spending and the rate/pace of change, as they want to maintain the community character. Mr. Lombardi reviewed the potential changes to the FY24-25 Plan, including identifying 1-2 goals per building block (up to 3 for the most important ones) and goals should be slightly broader in scope and not as project/task oriented. Selectperson Chaffee presented her idea on including Town mission and vision statements to guide strategic planning. The Board deferred action on inclusion of a mission or vision statement at this time. Mr. Lombardi clarified that we need to convey that just because items are on the plan, it doesn't mean that all these things will happen, however there will be a public process. The Select Board discussed each building block of the FY25-25 Strategic Plan. 1. Sea Camps Mr. Lombardi reviewed the status of the FY23-24 goals, including the completed goals and goals that require continued work. The suggested goals for FY24-25 (6 total) were reviewed with the purpose of reducing to 2-3 goals total. i. Prioritize interim public access to and activities on the properties ii. Continue community planning process and develop long-term comprehensive plans for both properties iii. °.Further explore potential partnerships and revenue generating opportunities iv. Updated committee charges once comprehensive plans have been adopted v. Incorporate climate mitigation considerations into Sea Camps planning processes vi. Foster communication to residents and Town committees about latest Sea Camps developments and opportunities for participation Mr. Lombardi noted tkat Selectperson Whitney had to step away from the meeting. There was discussion regarding the Local Comprehensive Plan, noting that it was referred to the Vision Planning Committee and will be brought to ToWn Meeting in the fall. There was consensus to have the Strategic plan to align with the LCP as there is a benefit in conveying that the LCP is a great guiding document which has targeted goals around communication. The Select Board agreed to the following goals for the Sea Camps Vision Building Block: • Provide interim public access to and activities on both Sea Camps properties. • Continue community planning process, engaging residents, and stakeholders, to develop long-term comprehensive plans for both Sea Camps properties. Select Board 7.21.2023 ,w www.brewster-ma.gov Page 2 of 7 �\\ARE W sTF9�� Office Town of Brewster Select Board 2198 Main Street Town Manager 3 a a = Brewster, MA 02631-1898 o = _ ��, = Phone: (508) 896-3701 www.brewster-ma.gov 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. 2. Housing Ms. Kalinick pr"ovided a status review of the FY23-24 goals which included the development of a five- year financial flan for Affordable Housing Trust, the implementation of the updated Housing Production Pln priority strategies, continued support services for residents and the Millstone Road Community Housing Project. Selectperson Whitney rejoined the meeting. Ms. Kalinick reviewed the suggested additions/changes for FY24-25 to be discussed with the intention to reduce to i-3 priority goals for this building block. • 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. Mr. Lombardi shared,that there may be a citizen's petition at Fall Town meeting regarding short-term rentals. The Board discussed ways that some of these initiatives are included in other Town plans and how to keep the goals high-level. The Select Board agreed to the following goals for Housing: • Promote ar�d encourage support programs that help residents stay in their home • Continue implementing Housing Production Plan • Continue 4provide support for Millstone Community Housing initiative 3. Water Resources Mr. Lombardi reviewed that part of his goals for this fiscal year included Water Quality and provided an overview of the work that has been completed and work that is ongoing. He presented the suggested goals for the Strategic Plan for this building block. The Board discussed the suggestions, and the importance of the watershed permits and Title V regulations for our residents. N Select Board 7.21.20230 a, www.brewster-ma.gov Page 3 of 7 The Select Board agreed to the following goals for Water Resources: *Continue to implement Integrated Water Resource Management Plan and update as needed to reflect current alternatives analyses, prioritize pond water quality, and identify timelines. • 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. 4. Climate Mitigation and Adaptation Mr. Lombardi doted that the committee has been reconstituted and the charge has been updated. He also provided an update on the Energy Manager position noting that the Town currently is communicating with Cape Light Compact who is interested in picking up the partnership where it left off and possibly including other Cape towns. The idea is that the new Energy and Climate Action Committee would look across the actions and goals in Town plans to identify which ones are critical to work on. The Select Board agreed to the following goal for Climate Mitigation and Adaptation: • Identify and implement priority energy and climate mitigation/adaptation goals and strategies consistent with the Municipal Vulnerability Preparedness Plan, Green Communities Energy Redcution Plan, and Hazard Mitigation Plan. S. Solid Waste Management Mr. Lombardi Noted that a site assessment of the Department of Public Words and the Recycling Center is beim completed by a consultant. The Select Board will be presented with the findings over the next couple of months. Mr. Lombardi provided an update on the hydration station project. The Select Board agreed to the following goal for Solid Waste Management: • Determine next steps to improve Department of Public Works and Recycling Center campus based on results of site assessment. S Mary O'Neil was in attendance as a resident and asked Chair Chatelain if she could comment. She commented on the Recycle Center and whether non -recyclable products are getting mixed in with the recyclables. She also commented as a former member of the Coastal Advisory Committee that one of their initiatives was to have a pilot shuttle to beaches on the west end of town. r 6. Coastal Management Mr. Lombardi ;reviewed the Board's goals on the previous Strategic Plan, noting that the Town would not be taking any more actions or steps relative to the Wing Island Boardwalk. Mr. Lombardi presented the "two goals for Coastal Management which are based on several data points, feedback, and conversations. u The Select Board agreed to the following goals for Coastal Management: 4 Select Board 7.21.2023'. www.brewster-ma.gov Page 4 of 7 i Town of Brewster Office of: % Select Board 2198 Main Street Town Manager 3 ~ Brewster, MA 02631-1898 —'' Phone: (508) 896-3701 www.brewster-ma.gov *%/r.... L.RPOR The Select Board agreed to the following goals for Water Resources: *Continue to implement Integrated Water Resource Management Plan and update as needed to reflect current alternatives analyses, prioritize pond water quality, and identify timelines. • 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. 4. Climate Mitigation and Adaptation Mr. Lombardi doted that the committee has been reconstituted and the charge has been updated. He also provided an update on the Energy Manager position noting that the Town currently is communicating with Cape Light Compact who is interested in picking up the partnership where it left off and possibly including other Cape towns. The idea is that the new Energy and Climate Action Committee would look across the actions and goals in Town plans to identify which ones are critical to work on. The Select Board agreed to the following goal for Climate Mitigation and Adaptation: • Identify and implement priority energy and climate mitigation/adaptation goals and strategies consistent with the Municipal Vulnerability Preparedness Plan, Green Communities Energy Redcution Plan, and Hazard Mitigation Plan. S. Solid Waste Management Mr. Lombardi Noted that a site assessment of the Department of Public Words and the Recycling Center is beim completed by a consultant. The Select Board will be presented with the findings over the next couple of months. Mr. Lombardi provided an update on the hydration station project. The Select Board agreed to the following goal for Solid Waste Management: • Determine next steps to improve Department of Public Works and Recycling Center campus based on results of site assessment. S Mary O'Neil was in attendance as a resident and asked Chair Chatelain if she could comment. She commented on the Recycle Center and whether non -recyclable products are getting mixed in with the recyclables. She also commented as a former member of the Coastal Advisory Committee that one of their initiatives was to have a pilot shuttle to beaches on the west end of town. r 6. Coastal Management Mr. Lombardi ;reviewed the Board's goals on the previous Strategic Plan, noting that the Town would not be taking any more actions or steps relative to the Wing Island Boardwalk. Mr. Lombardi presented the "two goals for Coastal Management which are based on several data points, feedback, and conversations. u The Select Board agreed to the following goals for Coastal Management: 4 Select Board 7.21.2023'. www.brewster-ma.gov Page 4 of 7 i E"'Sr4% Town of Brewster 0§eC Af4'&2198 Select Board Main Street Town Manager 3 an nJ Brewster, MA 02631-1898 o . y Phone: (508) 896-3701 -- www.brewster-ma.gov G B�O * Identify and implement priority goals and strategies of Coastal Resource Management Plan (Phase 1) • Advance intermunicipal shoreline management plan initiative with Dennis and Orleans 7. Open Space Mr. Lombardi reviewed the two goals on the FY23-24 Strategic Plan, stating that Town Meeting has reconstituted the Drummer Boy Park Advisory Committee that is tasked in reviewing the Master Plan and is to report back next Spring. Mr. Lombardi shared four suggested changes for this topic, including a process to evaluate potential land acquisitions, targeted accessibility improvements to Town owned conservation land and identify priority goals for the 2021 Open Space and Recreation Plan. The Board discussed last year's goals to find consensus for goals for FY24-25. The Select Board agreed to the following goals for Open Space: . Develop standard criteria and process to evaluate potential land acquisitions and consider establishing municipal land acquisitions committee. • Identify priority goals of 2021 Open Space and Recreation Plan and begin implementation The Board decided to�bring the Sea Camps building block front and center and bring Governance up in the plan. Though these are not listed in priority order, it may be perceived that way to the public. 8. Governance ' Mr. Lombardi started with the review of the ten goals from the current plan, pointing out which ones are completed; which have been partially completed and ones that should be tabled or planned for FY24-25. Topics of conversation included the Nauset School budget, the new Town website, the potential amendments to the noise bylaw, and the accessibility of Town finance information, and childcare subsidies. The Board reviewed the suggested changes and additions for the FY24-25 Strategic Plan'sharing their comments and discussing ways to incorporate them into the Governance goals or to other building blocks. The Select Board spent time discussing the importance of education and mitigating financial impacts, personnel needs, and potential new revenue sources. The Select Board agreed to a version of the following goals for Governance: • Identify priority areas to increase organizational capacity to meet enhanced service needs and expand project demands and develop long-term financing plan to fund necessary personnel • Conduct assessment of community recreation needs, develop implementation plan, and provide staffing support to deliver enhanced recreation services. (This goal in particular will be completed once the Sea Camp comprehensive plans are completed). • Evaluate strategies to reduce tax burden on residents, including targeted local tax relief options, and controlling/managing school budgets. • Develop and implement communications plan, with focus on municipal finance and taxes, to best inform residents and local business owners about Town affairs The Select Board took a lunch break for about thirty minutes. Select Board 7.21.2023°, www.brewster-ma.gov Page 5 of 7 i� 9. Community Character Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov office of: Select Board Town Manager Mr. Lombardi reviewed that the three goals from the FY23-24 goals were all completed. The suggested addition is specific to the Diversity, Equity, and Inclusion audit. In the feedback received, we heard a lot about community character and the Town currently doesn't have a good goal that calls this out. In response to Selectperson Chaffee's inquiry about the 6A sidewalk program, Mr. Lombardi suggested thaiAhe Town completes the Millstone Road project before this is introduced. Ms. Kalinick suggested thatthe Council on Aging needs assessment should be incorporated into this building block. There was discussion on including the impacts of short-term rentals on the community as one of these goals.. The Select Board agreed to the following goals for Community Character: • 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 • Develop and implement FY24-28 Age -Friendly Community Action Plan based on 2023 COA community needs assessment • Evaluate impacts of short-term rentals on the community and consider potential policy solutions 10. Community Infrastructure Mr. Lombardi reviewed the status of the FY23-24 goals. There was review of the next steps by the Nauset Schoohofficials to clarify the process regarding the Elementary School Consolidation Feasibility study and some more discussion on the installation of sidewalks on Route 6A. Mr. Lombardi shared that amendments will be brought to Fall Town Meeting to update the private road betterment bylaw to make the process clearer. As a result of the pavement management plan, the Town has completed research to determine which roads are public and which are private. Mr. Lombardi stat6d that most surrounding towns have minimum public safety standards for private roads, the challenge is that 80% of the private roads fail to meet the minimum standard and about 40% of public toads fail to meet the standard. The standard's three major elements are clearance (width and height), road surface and turn arounds. The Select Board agreed to the following goals for Community Infrastructure: • Collaborate with Brewster Ladies Library Association Board to determine priorities for library renovations an Id possible funding options/opportunities • Lead approved capital projects through to successful completion and continue to communicate and engage with residents 11. Local Economy Mr. Lombardi reviewed the status of the FY23-24 goals, noting that the electronic permitting is implemented with about 80% of volume is through our Building Department, with the Health Department coming along, but they have a different kind of permitting process. To date, the Town has not moved forward with the digitization of Town records. There was discussion regarding the Select Board 7.21.2023'' i www.brewster-ma.gov Page 6 of 7 \\\`� s ° a"'0"O.,...E.W..,n /,/y Town of Brewster toe of: 9F4�3 2 Select Board 2198 Main Street Town Manager �up° y Brewster, MA 02631-1898 o _ = Phone: (508) 896-3701 Y www.brewster-ma.gov RPO 10. ist guide to Doing Business in Brewster as well as amendments to the noise bylaw and update to entertainment license policies. The Select Board agreed to the following goal for Local Economy: • Develop Guide to Doing Business in Brewster The group went over �ny suggested goals that were discussed but not placed under a building block, these included tax goals, coynmunications plan, staffing goals and recreation. Then there was a review of each goal under the building blocks that have been agreed upon. There are a total of 25 goals on the Strategic plan. 11 Mr. Lombardi reviewed the next steps, noting that the updated draft will be reviewed at the August 21st Select Board meeting;` Once formally updated, the Plan will be distributed to Town board/committees and staff, it will also be available on the website. Updating the format to be more forward' -facing was also discussed. On a frequent basis, the Select Board will include goals and action items for discussion as agenda items during regularly scheduled meetings. There was discussion about whether the Select Board should add additional meetings throughout the year to use as mini workshops to focus on the goals and initiatives laid out in the Strategic Plan. These meetings would not focus on regular administrative tasks that appear on regular agendas. AdIournment Selectperson Hoffmann moved to adjourn at 2:38pm. Selectperson Bingham second. A roll call vote was taken. Selectperson Chaffee -yes, Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Whitney -yes, Chair Chatelain-yes. The Board vote was 5 -Yes, 0 -No. r 5. Respectfully submitted by Erika Mawn, Executive Assistant R lid Approved: _� Y3 _ Signed: Date Selectperson Hoff in, Clerk of the Select Board Accompanying Documents, in Packet: Schedule, development of Strategic Plan, Recap of FY23-24 Plan, Review of Potential changes to FY24-25 Plan, Next Steps, Review of LCP, Comments on the Strategic Plan. i� r, Select Board 7.21.2023`, www.brewster-ma-gov Page 7of7