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Home My Public Portal AboutBay Parcel Planning -- 2024-02-06 Minutesx,40 gRE.WSTF9�': m _U y� p:. 6� Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: February 6, 2024 TIME: 4:00 PM PLACE: Hybrid Participation — Zoom/2198 Main Street, Brewster, MA PARTICIPANTS: Town Manager Peter Lombardi, Chair Amanda Bebrin, Vice -Chair Katie Jacobus, Selectperson Mary Chaffee, Selectperson David Whitney, Karl Fryzel (remote), Caroline McCarley, Thomas Wingard, Patricia Hughes (remote), Peter Johnson, John Phillips, Clare O'Connor -Rice (remote), Liaisons/Representatives: Bill Meehan, Jan Crocker, Sharon Tennstedt, Catie Fyfe, Kathleen Walker, Gary Christen, Town Staff: Donna Kalinick (Assistant Town Manager), Mike Gradone (Recreation Department Director), Griffin Ryder (DPW Director), Elton Cutler (COA Director), Chris Miller (Natural Resources Director) Call to Order Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Chair Amanda Bebrin called the meeting to order at 4:00 pm. Ms. Bebrin read the meeting participation and Clerk Karl Fryzel read the recording statement. Ms. Bebrin announced all members of the committee who were present, a quorum was declared. There were no public announcements or comments. Public Announcements and Comments None Follow-up Discussion on Housing & Future Municipal Uses in Secluded Zone Town Manager Peter Lombardi said that the committee should have the opportunity today to discuss this issue further. Feedback from residents on housing at the bay property has been mixed, even though there is a consensus that housing at one of the properties is necessary. If housing was constructed at the bay property, as part of "future municipal uses", this would have to take place in the fifth phase, 8-10 years from now. Chair Bebrin said that the site visit on February 5 was helpful in terms of refreshing the memories of committee members about the geography of the property. Mr. Fryzel asked for clarification on which structures in the plan are proposed for renovation for staff housing. Mr. Lombardi responded that they are proposing to renovate for staff housing the infirmary and the small cabin to the south of the infirmary, as well as the 3 cabins on the bluff of the east side of the property just south of the shooting range for Audubon seasonal workforce housing. Additionally, Westcott House, in the secluded zone, is carved out for housing reuse. The administration building would be used for interim recreational uses — cost estimates are carried in the phasing and financing plan to rehabilitate this building for 2+ million dollars. Mr. Fryzel asked for clarification on "staff housing" — Mr. Lombardi responded that he was referring to Town employees, be they seasonal or year-round. BPPC 02.06.2024 www.brewster-ma.gov Page 1 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 Ewsr9,,, Town of Brewster o Q° 9Fy' �; 2198 Main Street 2 f A_�S g� ; > = Brewster, MA 02631-1898 0% __ __ ::' y r Phone: (508) 896-3701 ` — Fax: (508) 896-8089 Pat Hughes asked for clarification that, although housing is not mentioned in the map for the secluded area for "future municipal uses", it is still possible that housing could be one of these future municipal uses. Mr. Lombardi responded that housing remained a possible future municipal use. Selectperson Mary Chaffee said that it is important to make clear to residents that "future municipal uses" includes all the options that residents voted for when they voted to purchase the property back in 2021. Clare O'Connor -Rice asked if once these "future municipal uses" had been decided on by staff, would they brought back to the Town for a vote. Mr. Lombardi responded that this was the case, and it would be made clear at the upcoming forum. Caroline McCarley asked if the Town could find ways to remind residents of the number of buildings on the property, and the plans for all of them. Mr. Fryzel asked if it is the case that there are an additional 7-9 buildings that will remain on site, although the uses of these structures is thus far undetermined. Mr. Lombardi responded that this is correct – it does not make sense to make any plans for these cabins until the specific plans for "future municipal uses" are decided upon. Vice -Chair Katie Jacobus said that while she was in favor of housing on both properties, it made sense to start with housing on the pond property to begin with. Ms. O'Connor -Rice agreed that housing on both properties was a good idea, but that the current version of the plans is a good place to start. Mr. Lombardi said that, as the plans have changed slightly in relation to the secluded zone, the committee should vote on this latest iteration. The Select Board will then vote on the committee's recommendations at their February 12 meeting in advance of the forum. Vote to ClarifV Future Municipal Uses in Secluded Zone Selectperson Whitney moved that the committee approve the map of what is called the secluded zone with the existing borders, as outlined in the packet. Vice -Chair Jacobus second. A roll call vote was taken. Clare O'Connor -Rice – yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. Update on Financing & Phasing Details and Format for February 15 Forum Mr. Lombardi explained that the presentation for the February 15 forum will be 90 slides. Reed Hilderbrand has included a timeline slide to show the key elements of each phase of the plans for the bay property. A slide has been included at the end of the presentation to show the costs for each phase. Offsets, grants and contributions will also be shown. Ms. McCarley suggested that Phase 6 should be deleted from the entire packet, there should only be 5 phases – Phase 6 is 12 years away– she does not understand why this phase, which pertains to the removal of the beach parking lot and the dune restoration, needs to be included. Chris Miller, Natural Resources Director, said that the parking lot will likely last for more than 10 years, at a conservative estimate, but the erosion rates are not currently known. BPPC 02.06.2024 www.brewster-ma.gov Page 2 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 E ws r/i,,,,�j 'Town of Brewster ,... F "ELDER 2198 Main Street Brewster, MA 02631-1898 o Phone: (508) 896-3701 - 4 — Fax: (508) 896-8089 FBP PB Peep Selectperson Mary Chaffee said that slide 82, which shows the overall cost estimation, will get a lot of attention from the public and the media. She suggested that each phase should have the years attached to them, so that the expenditure on a yearly basis is clear. The proposed cost of a potential community center should also be identified as a major cost driver in Phase 5 so that it is clear why the cost in this phase is so la rge. Ms. Hughes said, in response to Ms. McCarley's earlier comment, that there used to be a swimming pool where the current parking lot is, and that had to removed as a result of erosion. The future of the parking lot therefore needs to be considered. Mr. Fryzel asked where people would park if the parking lot were eventually removed. Mr. Lombardi responded most of the cabins will be removed to the south of the loop access road, meaning that there will be room to construct a new parking lot. Mr. Lombardi said that, if there is a Phase 6, it should include the removal of the current lot and the construction of a new one, but that he would be personally inclined to remove Phase 6 from the plans. Mr. Fryzel asked, in terms of financing, if the slides will show the amount of debt to be taken on for each phase. Mr. Lombardi responded that the slides would show three tranches of debt issuances, the first to include all phases for the pond and Phase 1 & 2 for bay, the second to include Phases 3 & 4 for the bay, and the third would include Phases 5 and/or 6 for the bay. Vice -Chair Jacobus asked if the slides would also show what debt was coming off the books, in order to lessen resident sticker shock. Mr. Lombardi responded that this has not been decided yet, but that the Town is carrying very little debt, so it is not possible to claim that there is a significant offset. Ms. McCarley said she understood the reasons for the inclusion of Phase 6, but that people will react negatively to the idea of removing a parking lot that was just recently installed. Mr. Fryzel said perhaps Phase 6 could be kept, but that the removal of the parking lot could be identified as conditional on future rates of erosion. Ms. O'Connor -Rice agreed that Phase 6 should be removed – what could happen in 10 years is too difficult to predict, and this is too much information to include. Thomas Wingard also stated his agreement with Ms. McCarley that this Phase should be removed from the plans. Ms. McCarley moved to remove Phase 6 from the final plans. Selectperson Whitney second. A roll call vote was taken. Clare O'Connor -Rice – yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus –yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. In terms of the format of the forum, Mr. Lombardi noted that it will be on Zoom and will last approximately 2 hours. The presentation will be approximately 90 minutes, and pre-emptive FAQs will be scattered throughout the presentation. Time will also be set aside for Committee Chair introductions, and there will be opportunities for staff and committee members to present a number of slides. The pond property will be presented on first. Reed Hilderbrand will review the plans for the bay property in a similar way to the third forum. They will then examine the community center, future municipal issues, the Massachusetts Audubon BPPC 02.06.2024 www.brewster-ma.gov Page 3 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 partnership, phasing and costing, financing, and next steps. After the presentation is finished, there will be a Q&A session for residents – the questions will be entered into the chat feature and answered by appropriate staff or consultants. Vice -Chair Jacobus said it should be made clear that there is not a survey or any other kind of feedback opportunity after this forum, unlike the previous ones. Mr. Lombardi agreed, and said the purpose of this forum is to share information –the plans will not be refined further after this forum. Mr. Fryzel asked if the forum would be recorded and made available for residents to view later if they are unable to attend on the night. Mr. Lombardi responded that the forum would be recorded and made available just like the third forum. Ms. O'Connor -Rice said she was conscious of not sharing her opinions at the last forum, and asked Mr. Lombardi if he had guidance for how he would like committee members to add or not add their own opinions. Mr. Lombardi responded that the forum was probably not the appropriate time for committee members to express their views, but that in the lead -up to Town Meeting it would be entirely appropriate for committee members to speak to residents about their support for the plans. Kathleen Walker asked if a Zoom link has already been created for the forum. Mr. Lombardi responded that there has, and that it has already been posted on the Town website, and a further reminder would be posted on February 8. Update on Shooting Range Remediation Mr. Lombardi reported that this work is underway and should be complete by February 14. The work is proceeding according to plan. Review Upcoming Approved Interim Uses and Vote on Proposed New Interim Uses Mike Gradone, Recreation Director, reported that the Recreation Department would like to host a number of spring and summer programs at the bay property. Wheel Good Time is a 5 -week program on Wednesdays beginning on April 3, where children would bring scooters, bikes and cycle around the property. Audubon Camp will be held during April vacation from Tuesday to Friday –they would like to use the bay property on one of these days and do a beach clean-up. Spring Soccer will be a 6 -week program on Sundays, beginning April 28 – one of these Sundays will coincide with Brewster in Bloom, and parents will therefore have to park on the upper lot near the administrative building on that day. The Recreation Department would also like to host the three summer nights on the lawn events: the Family Dance Party on Thursday, July 25 from 6-8pm, Family Movie Night on Friday, August 9 from 8-10pm, and Touch -a -Truck on Friday, August 23 from 5-7pm. Elton Cutler said that the seniors would like to continue to use the Arts Center for one day a week during the summer months for the Seniors Without Walls program. Ms. Bebrin said that when Mr. Cutler had more details, the committee would be happy to consider his proposal. Mr. Fryzel moved to approve the aforementioned proposed interim uses for the Recreation Department for the spring and summer. Ms. McCarley second. A roll call vote was taken. Clare O'Connor -Rice –yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selecterpson Chaffee - yes. BPPC 02.06.2024 www.brewster-ma.gov Page 4 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 Town of Brewster 2198 Main Street o� a = Brewster, MA 02631-1898 r� ti Phone: (508) 896-3701 — — ///, Fax: (508) 896-8089 partnership, phasing and costing, financing, and next steps. After the presentation is finished, there will be a Q&A session for residents – the questions will be entered into the chat feature and answered by appropriate staff or consultants. Vice -Chair Jacobus said it should be made clear that there is not a survey or any other kind of feedback opportunity after this forum, unlike the previous ones. Mr. Lombardi agreed, and said the purpose of this forum is to share information –the plans will not be refined further after this forum. Mr. Fryzel asked if the forum would be recorded and made available for residents to view later if they are unable to attend on the night. Mr. Lombardi responded that the forum would be recorded and made available just like the third forum. Ms. O'Connor -Rice said she was conscious of not sharing her opinions at the last forum, and asked Mr. Lombardi if he had guidance for how he would like committee members to add or not add their own opinions. Mr. Lombardi responded that the forum was probably not the appropriate time for committee members to express their views, but that in the lead -up to Town Meeting it would be entirely appropriate for committee members to speak to residents about their support for the plans. Kathleen Walker asked if a Zoom link has already been created for the forum. Mr. Lombardi responded that there has, and that it has already been posted on the Town website, and a further reminder would be posted on February 8. Update on Shooting Range Remediation Mr. Lombardi reported that this work is underway and should be complete by February 14. The work is proceeding according to plan. Review Upcoming Approved Interim Uses and Vote on Proposed New Interim Uses Mike Gradone, Recreation Director, reported that the Recreation Department would like to host a number of spring and summer programs at the bay property. Wheel Good Time is a 5 -week program on Wednesdays beginning on April 3, where children would bring scooters, bikes and cycle around the property. Audubon Camp will be held during April vacation from Tuesday to Friday –they would like to use the bay property on one of these days and do a beach clean-up. Spring Soccer will be a 6 -week program on Sundays, beginning April 28 – one of these Sundays will coincide with Brewster in Bloom, and parents will therefore have to park on the upper lot near the administrative building on that day. The Recreation Department would also like to host the three summer nights on the lawn events: the Family Dance Party on Thursday, July 25 from 6-8pm, Family Movie Night on Friday, August 9 from 8-10pm, and Touch -a -Truck on Friday, August 23 from 5-7pm. Elton Cutler said that the seniors would like to continue to use the Arts Center for one day a week during the summer months for the Seniors Without Walls program. Ms. Bebrin said that when Mr. Cutler had more details, the committee would be happy to consider his proposal. Mr. Fryzel moved to approve the aforementioned proposed interim uses for the Recreation Department for the spring and summer. Ms. McCarley second. A roll call vote was taken. Clare O'Connor -Rice –yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selecterpson Chaffee - yes. BPPC 02.06.2024 www.brewster-ma.gov Page 4 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Ms. O'Connor -Rice said that the Cultural Council would like to host an Earth Day event at the Arts Center on the Sea Camps property on Saturday, April 20. Last year the Pollinator Party was well received, and the plan is to do another arts project that focuses on the environment. It would be held from 10pm-fpm, with time for set up and clean up before and after. This would be done with the cooperation of the Recreation Department. Ms. McCarley moved to approve the use of the Arts Center for the Cultural Council's Earth Day event. Selectperson Chaffee second. A roll call vote was taken. Clare O'Connor -Rice – yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. Chair Bebrin said that the Brewster Garden Club would like to hold their annual meeting on Wednesday September 4 on the bay property. They would have a bagged lunch and would invite 40 attendees. Vice - Chair Jacobus moved to approve the Brewster Garden Club's use of the bay property for their annual meeting. Mr. Fryzel second. A roll call vote was taken. Clare O'Connor -Rice – yes, Selectperson Whitney– yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. Mr. Lombardi noted that the Town is planning on hiring two members of staff to help support the extra work associated with the Sea Camps properties – a part-time assistant to help recreation programming, and a full- time, 32 -week a year position, to assist with Sea Camps maintenance. Vote on Meeting Minutes: January 9 and Janua 23 2024 Selectperson Chaffee moved to approve the meeting minutes from January 9, 2024. Ms. Hughes second. A roll call vote was taken. Clare O'Connor -Rice –yes, Selectperson Whitney – yes, Pat Hughes – yes, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. Selectperson Chaffee moved to approve the meeting minutes from January 23, 2024. Selectperson Whitney second. A roll call vote was taken. Clare O'Connor -Rice – yes, Selectperson Whitney – yes, Pat Hughes – abstain, Karl Fryzel – yes, Caroline McCarley – yes, Katie Jacobus – yes, Thomas Wingard – yes, Amanda Bebrin – yes, John Phillips – yes, Peter Johnson – yes, Selectperson Chaffee - yes. Discuss Future Meeting Agenda Items Mr. Lombardi stated that the initial recommendations on the summer pool program will be provided at the meeting on February 27. Mr. Fryzel asked if the next meeting would involve discussion about how to pivot from the recent forum to Town Meeting. Mr. Lombardi responded that this was the case, and that the role of committee members in terms of outreach in the lead up to Town Meeting would also be discussed. _Next Meetings February 27, March 12 and March 26, 2024 BPPC 02.06.2024 www.brewster-ma.gov Page 5 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5 ,p°LL''\OE'"sTF��%; Town of Brewster EL PRS ,. 2198 Main Street 3 a _ Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Matters Not Reasonably Anticipated by the Chair: Mr. Lombardi provided an overview of the press release that was sent out on the morning of February 6. Mass Audubon has pledged a total of $3.5 million to the Town to protect and enhance both Cape Cod Sea Camps properties in Brewster. Brewster Conservation Trust, Brewster's private land trust (BCT), is also a partner in this effort. Mass Audubon's Board of Directors recently approved $2 million for the bay property, the former main campus of Cape Cod Sea Camps which contains numerous buildings and other public amenities. As part of its commitment to the bay property, Mass Audubon would hold a conservation restriction on approximately 10 -acres of the bay property that includes natural coastal dunes, a pond, woodlands, and trails areas, offer nature -based educational programming in partnership with the Town, establish an informal nature center with office space, and lease three renovated cabins for seasonal Mass Audubon employees. FYIs None Adjournment Ms. Jacobus moved to adjourn at 5:23pm. Selectperson Whitney second. The committee unanimously voted to adjourn the meeting. Respectfully submitted by Conor Kenny, Project Manager Approved: 03/13/2024 Signed: I<° -k V --�w Accompanying Documents in Packet: Agenda, Forum 3 Takeaways, Bay Property Plan, Forum 3 Presentation, Minutes of Bid Opening, CCSC Shooting Range Remediation Notice to Proceed, Project Schedule, Email Re: COA 50`h Anniversary, BPPC 11.14.23 Minutes, BPPC 12.18.23 Minutes BPPC 02.06.2024 www.brewster-ma.gov Page 6 of 6 Doc ID: b1175872b3f10179a3a2714057946bc3760cd7f5