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HomeMy Public PortalAbout032414publicpacketCROSBY MANSION REVENUE SHEET: Revolving Accounts: 53 E 1/2 Balance (as of 3/24/2014)$51,475.00 GIFT Balance (as of 3/24/2014)$54,152.98 Total:$105,627.98 2014 Pending Accounts Receivable Final Cottage deposits due (as of 3/24/2014)$30,225.00+ Wedding deposit $1,750.00+ Total:$31,975.00 2014 Pending Accounts Payable Cost to complete new restroom (est)$20,000- Balance due to Cape Cod Tech High School $5,500.00? - Total:$25,500.00 Fiscal Year (2015) Accounts Receiveable Frederick / Simmons Wedding (August 16,2014)$1,750.00 Gorey / Searles Wedding (Sept.13 , 2014)$1,750.00 Struna / Bassett Wedding (Oct.22,2014)$1,750.00 Cottage Rental's $64,000.00 Corbett/Heisler Wedding (August 8, 2015)$3,500.00 Katuska / Chad Wedding (August 22,2015)$3,500.00 Total $76,250.00 Fiscal Year (2015) Accounts Payable $100,000.00 SEPTIC LOAN $32,500.00- Payment Schedule: 2013 = $0.00 2014 = $25,000.00 2015 = $10,000.00 2016 = $32,500.00 2017 = $32,500.00 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 A B C D E F G H I J K L M N O P CROSBY MANSION OPERATING BUDGET FOR FY 2015 (JULY 1, 2014 - JUNE 30,2015) 2014 2015 JULY AUG.SEPT.OCT.NOV.DEC.JAN.FEB.MARCH APRIL MAY JUNE Property Manager Salary $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 $2,500.00 Town portion of Health Insurance $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 $499.50 Town portion of Life Insurance $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 $3.22 NSTAR (Electricity) Mansion (163 Crosby Lane)$70.00 $70.00 $65.00 $65.00 $35.00 $35.00 $35.00 $35.00 $35.00 $35.00 $65.00 $65.00 #222 Weathervane Way $130.00 $130.00 $90.00 $12.00 $12.00 $12.00 $12.00 $12.00 $12.00 $12.00 $50.00 $90.00 #235 Weathervane Way $130.00 $110.00 $90.00 $50.00 $12.00 $12.00 $12.00 $12.00 $12.00 $12.00 $40.00 $80.00 COMCAST: TV,Phone,Internet Mansion (163 Crosby Lane)$75.00 $75.00 $75.00 $75.00 $75.00 $75.00 $80.00 $80.00 $80.00 $80.00 $80.00 $80.00 #222 Weathervane Way $156.75 $156.75 $156.75 $23.05 $23.05 $23.05 $23.05 $23.05 $23.05 $23.05 $156.75 $156.75 #235 Weathervane Way $136.00 $136.00 $136.00 $23.05 $23.05 $23.05 $23.05 $23.05 $23.05 $23.05 $136.00 $136.00 WATER USAGE Mansion (163 Crosby Lane)$115.00 #222 Weathervane Way $150.00 #235 Weathervane Way $90.00 Alarm Company $81.00 $81.00 $81.00 $81.00 Rubbish Removal $331.50 $390.00 $175.50 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $117.00 Cleaning Company $1,400.00 $1,400.00 $1,050.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $350.00 Heating Fuel (#235)$800.00 Insurance (HARTFORD)$425.00 TOTAL MONTHLY EXPENSES:$5,431.97 $5,470.47 $5,346.97 $3,250.82 $3,982.82 $3,263.82 $3,187.82 $3,542.82 $3,268.82 $3,187.82 $3,530.47 $4,158.47 TOTAL:$47,623.09 TOTAL YEAR OPERATING BUDGET: $47,623.09 Summer 2014 Reservations Shoulder Shoulder Shoulder Shoulder Shoulder Shoulder Shoulder May 30 - June 7 June 7 - June 14 June 14 - June 21 June 21 - June 28 June 28 - July 5 July 5 - July 12 July 12 - July 19 July 19 - July 26 Jul 26 - Aug 2 Aug 2 - Aug 9 Aug 9 - Aug 16 Aug 16- Aug 23 Aug 23- Aug. 30 Aug. 30 - Sept 6 Sept 6- Sept 13 Sept 13- Sept 20 Crosby WATERFRONT Jim & Penny Viscussi Jim & Penny Viscussi Jill Howards Jill Howards Jill Howards Liz Wert Meg Walters Jon & Pat Hlafter Len & Cheryl Avery Steve McCarthy Alice Labella Anne & Dave Vilas Donna Hale Crosby RANCH Bradley & Leslie Wright Kristen Garvin Susan Napierata Catherine Pagano Brian Donnelly Frederick Good Katie & Eric DeMeo Jim McCabe Ellen Wilson Chris & Gayle Lang Mary Kelly Donna Hale 2014 CONTRACTED REVENUE for CROSBY COTTAGES As of MARCH 01, 2014 WEEK:NAME:WATERFRONT: May 31 - June 7 (Shoulder) June 7 - June 14 (Shoulder)JIM & PENNY VISCUSSI $1,550.00 June 14 - June 21 (Shoulder)JIM & PENNY VISCUSSI $1,700.00 June 21- June 28 (Shoulder) June 28 - July 5 July 5 - July 12 JILL HOWARDS $3,125.00 July 12 - July 19 JILL HOWARDS $3,125.00 July 19 - July 26 JILL HOWARDS $3,250.00 July 26 - August 2 LIZ WERT $3,250.00 August 2 - August 9 MEG WALTERS $3,250.00 August 9 - August 16 JON & HIAFTER $3,250.00 August 16 - August 23 LEN & CHERYL AVERY $3,250.00 August 23-August 30 STEVE McCARTHY $3,250.00 August 30 - September 6 ALICE LaBELLA $1,700.00 September 6 - September 13 DAVID VILAS $1,700.00 September 13 - September 20 DONNA HALE $1,700.00 TOTAL:$34,100.00 WEEK:NAME:RANCH: May 31 - June 7 (Shoulder) June 7 - June 14 (Shoulder) June 14 - June 21 (Shoulder)BRAD & LESLIE WRIGHT $1,450.00 June 21- June 28 (Shoulder) June 28 - July 5 KRISTIN & SCOTT GARVIN $2,750.00 July 5 - July 12 SUSAN NAPIERATA $2,750.00 July 12 - July 19 CATHERINE PAGANO $2,750.00 July 19 - July 26 BRIAN DONNELLY $2,750.00 July 26 - August 2 FREDERICK GOOD $2,750.00 August 2 - August 9 KATIE & ERIC DeMEO $2,750.00 August 9 - August 16 JAMES McCABE $2,750.00 August 16 - August 23 ELLEN WILSON $2,750.00 August 23-August 30 CHRIS & GAYLE LANG $2,750.00 August 30 - September 6 September 6 - September 13 (Shoulder)MARY KELLY $1,450.00 September 13 - September 20 (Shoulder)DONNA HALE $1,450.00 TOTAL:$29,100.00 COMBINED TOTAL:$63,200.00 BUNGALOW (In Season) = $3,100.00 BUNGALOW (Off Season) = $1,550.00 Cleaning Fee Per Week = $150.00 RANCH (In Season) = $2,600.00 RANCH (Off Season) = $1,300.00 Cleaning Fee Per Week = $150.00 Mansion Functions for 2014: 1) Open House (Brewster in Bloom) May 3 2) Tasha/Oliveira Wedding June 28 3) Open House July 6 4) Open House July 20 5) Open House August 3 6) Simmons/Fredrick Wedding August 16 7) Open House August 17 8) Brewster (C.O.A) (F.O.B.E) Cookout September 3 9) Gory / Searles Wedding September 13 10) Open House Early Fall 11) Struna / Bassett Wedding October 18 TOWN OF BREWSTER Liquor License Hearing In accordance with MGL Chapter 138, Sections 4 – 17C, the Brewster Board of Selectmen will hold a public hearing on Monday, March 24, 2014 at 8:00 p.m., at The Brewster Town Office Building, 2198 Main Street, Brewster, MA, in Room A, in order to review and renew the following 2014 renewal applications in the Town of Brewster. All interested parties are invited to attend. Seasonal All Alcoholic Restaurant J.T.’s Seafood El Guapo’s Taqueria Cape Cod Fresh Morello’s Taverna Seasonal All Alcoholic Club Cape Cod National Golf Club Seasonal Beer & Wine Breakwater Lobster & Fish Market Page 1 of 1 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator To: Board of Selectmen From: Susan Broderick Date: March 20, 2014 RE: March 24, 2014 Seasonal Liquor License Renewals Below are motions for the renewal of the seasonal liquor licenses. I move that the Board vote to approve the following Seasonal All Alcoholic Restaurant Liquor License renewals pending they have passed their inspections, have the required liability insurance and all financial obligations have been paid to the Town: Fishack Corporation d/b/a JT’s Seafood Restaurant Full Circle Concepts, LLC d/b/a El Guapo’s Taqueria Trail & Sail, Inc d/b/a Morello’s Taverna Cape Cod Fresh, LLC d/b/a Cape Cod Fresh I move that the Board vote to approve the following Seasonal All Alcoholic Club Liquor License renewals pending they have passed their inspections, have the required liability insurance and all financial obligations have been paid to the Town: Cape Cod National Golf Club, LLC d/b/a Cape Cod National Golf Club I move that the Board vote to approve the following Seasonal Wine & Malt Beverages Liquor License renewals pending they have passed their inspections, have the required liability insurance and all financial obligations have been paid to the Town: Breakwater Lobster & Fish Market, Inc. d/b/a Breakwater Fish & Lobster Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: December 16, 2013 TIME: 7:00 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman Hughes, Selectman Foley, Selectman Norton, Selectman deRuyter, Chairman Dickson, Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Rob Harris, Kathy Sherman, Patty Daley, Chris Miller Call to Order Chairman Dickson called the meeting to order at 7:00 p.m. Executive Session Chairman Dickson announced that the Board would go into executive session to consider the purchase, exchange, lease or value of real property as an open meeting may have a detrimental effect on the negotiating position of the Town. Selectman Hughes moved that the Board dissolve open session at 7:00 p.m. and go into executive session to consider the purchase, exchange, lease or value of real property as an open meeting may have a detrimental effect on the negotiating position of the Town, and to return to open session, Selectman Foley second. The vote was unanimous in favor: Selectman deRuyter – Yes, Selectman Hughes – Yes, Selectman Foley – Yes, Selectman Norton – Yes, Chairman Dickson – Yes. Selectman Hughes moved that the Board dissolve executive session at 7:39pm and return to open session, Selectman deRuyter second. The vote was unanimous in favor: Selectman deRuyter – Yes, Selectman Hughes – Yes, Selectman Foley – Yes, Selectman Norton – Yes, Chairman Dickson – Yes. Citizens Forum Kathy Sherman asked about an issue before the DPU that has to do with energy efficiency. She stated that a person’s home energy use is a very small amount of fossil fuel use. The DPU case decreased residential costs by 2%, but increases the Compacts revenues 28%. She hopes that the Board will take a close look at CLC’s aggregation plan. Discussion on Possible Action on NSTAR Spraying Patty Daley from the Cape Cod Commission stated that in 2010, NSTAR filed their yearly operation plan and www.town.brewster.ma. BoS Minutes December 16, 2013 Page 1 of 4 stated that they were going to spray herbicides. The Cape Cod Commission spoke to NSTAR and agreed on a moratorium on spraying. In the meantime, together with AmeriCorp, the ROW’s were walked and private wells and other environmental sensitive areas were marked and those maps where given to NSTAR and the Towns. What NSTAR proposed was within the law, but CCC recommended additional analysis on the herbicides that were to be used. The next phase was for baseline monitoring and testing, but unfortunately that was never funded. The next step was to quantify Cape wide the use of herbicides, pesticides and fertilizer. That study was just finalized. The last part of this plan is for education and outreach. They do not support NSTAR using herbicides on ROW’s. The Commission has limited regulatory authority and there is nothing more that they can do, but continue studies and public education. She recommends citizens and Towns now turn to the State for help, specifically the Mass Department of Agriculture. Selectman Hughes agrees with Ms. Daley in that Towns should now contact MDAR, especially in asking for more information from NSTAR. Selectman Foley suggested that the Board should use the MMA conference to talk with MDAR and State Legislatures. Chairman Dickson asked what percentage of the herbicides and pesticides applied to the Cape on a yearly basis belong to NSTAR. Ms. Daley stated that it is approximately 1%. Chairman Dickson asked if the Commission will look at adopting a DCPC for herbicide use, similar to what they did regarding fertilizer regulations. Ms. Daley stated that they most likely will not as the fertilizer use regulations came from the State. Selectman Norton agreed with Selectman Foley’s suggestion of using MMA for discussions and he suggested notifying Senator Murray and Representative Deleo. Ms. Douglass will draft a letter to send to MDAR. Selectman Hughes stated that the Brewster Conservation Trust cleared a small area of their property and notified NSTAR that clearing has been done and they do not need to spray there. Chris Miller also has a similar plan for some of the conservation land in Brewster. Selectman deRuyter suggested including this in letter to MDAR and the Towns legislative officials. Chris Miller stated that Conservation has properties in the ROWs. These ROWs have been cleared for years and the Department of Natural Resources has the equipment to clear rapidly. Perhaps the Town could clear the areas themselves and then NSTAR would not spray, as they would not need to spray. Selectman Foley feels that this is a great idea and the Town could approach NSTAR with the idea that we are saving them money by them not having to spray and perhaps they would be willing to reimburse the Town for this work at a lesser cost to them. Discuss Application for Hurricane Sandy Coastal Resiliency Competitive Grant Chris Miller stated that the Town has the opportunity to apply for a grant. There has been $1 million dollars put aside for this. The Town should make the effort to apply for these funds and he feels the money could be used to assist in the Town’s coastal plan. There is also money for implementation, which could be used to plan for additional parking or a bike path to Nickerson. The deadline is the end of January. Mr. Miller stated that he could not write the proposal by himself, but would need some help. Mr. Sumner stated that we would need to hire help for this, ie engineering. Selectman Foley moved to support the grant application process, Selectman Hughes second. Selectman Hughes stated that Town does not have to have a match for the grant. Selectman deRuyter asked if the Town could apply for funds under more than one category. Mr. Miller stated that that is possible. Mr. Sumner stated that it would cost approximately $4,000-$5,000 for the support services to apply for this grant. The Board voted 5-Yes, 0-No, Government Study Discussion Chairman Dickson stated that this is a continuation of the discussion from the last meeting and the Board should establish a committee. A committee could be charged with investigating whether or not the Town wants to create a charter. Mr. Sumner stated that he attended a Town Managers meeting last week and was discussing this issue. Yarmouth & Sandwich have been through this process before and those Town Managers volunteered to come to a Selectmen’s meeting to discuss how they handled this subject. The Board was in agreement that they would like them come to a January meeting to discuss this. Selectman deRuyter suggested setting aside a separate meeting to discuss only this issue. Chairman Dickson stated that he would prefer to have them into a regular meeting first and then discuss if a separate meeting is necessary. www.town.brewster.ma. BoS Minutes December 16, 2013 Page 2 of 4 Discuss FY15 Financial Forecast & Set Budget Guideline for Departments Mr. Sumner provided 3 scenarios. One was a level funded budget, other than contractual obligations. Mr. Sumner stated that that only saved approximately $30,000 and the deficit would be $165,000. Selectman Foley suggested a 2.5% increase. This will allow for more play as the budgets comes together. Selectman Norton is concerned that that number will require large cuts to the Schools; he prefers to adopt Administrations’ suggestion of a 2.75% increase. Selectman deRuyter asked for clarification on the process after the budget guideline is set. Mr. Sumner stated that he and Lisa Souve will meet with each department head to go over the departments budgets. The initial budget is to keep the same level of services and the budget is in a constant state of flux as a lot of numbers from the State come in in February. Chairman Dickson clarified that it does not mean that every budget must come in at a maximum of 2.5% increase, some will be higher and some may be lower. It is the total budget. He also stated that he feels that a 2.5% increase will not be able to sustain level services and is more comfortable with the 2.75% increase. Selectman Norton moved that the Board approve a budget guideline of a 2.75% increase, Selectman Hughes second. The Board voted 4-Yes, 1-No. Discussion on & Possible Adoption of Remote Meeting Participation Policy Mr. Sumner stated that the guidelines are set by the Attorney General and it really only requires adoption by the Board. Selectman Foley moved to adopt the remote meeting participation policy as set forth by the Attorney General’s office, Selectman Norton second. Selectman Foley asked if there should be a deadline on when additional equipment should be purchased. James Paul Ludwig stated that he does not see it as an additional investment, as the Town already owns most of the equipment. It would just be a matter of the best way to use the equipment. The biggest issue at this point is sound. Selectman Foley suggested Mr. Ludwig contact other communities that have been using it to see how they manage it. The Board voted 5-Yes, 0-No. Review & Approve May 6, 2013 Regular Session Meeting Minutes Selectman Norton moved to approve the regular session meeting minutes of May 6, 2013, Selectman Foley second. The Board voted 3-Yes 0-No, 2-Abstain Action Items Action item 1, was held. Selectman Norton moved to approve action items 2-4 as recommended by Administration, Selectman Hughes second. The Board voted 5-Yes, 0-No. FYI Items In regards to item A, letter from FEMA, the instruction from FEMA for the Town to apply for a letter of map revision in regards to the floodplain delineation between Long Pond, Greenland Pond and Smalls Pond, Selectman Hughes feels that the Town should move forward on that. The Board was in agreement to have Jim Gallagher follow up on that issue Liaison Reports Selectman Hughes attended the Planning Board hearing on medical marijuana. The State has some very strict guidelines on where a dispensary can be set up. The Planning Board is moving forward on this issue and it appears that they do want to add additional regulations, but will use the State’s guidelines. Selectman deRuyter attended the BNAC meeting. The RFP for designer services for the Fire Station has gone out and bids are due back next week. Mr. Sumner added that the feasibility study on the Eddy School Roof will be in next week and it will be presented at the January 6, 2014 Selectmen’s meeting. Selectman Hughes also attended the WQRC meeting and Dave Bennett gave a report on the wells at the golf course and he is recommending that some of the wells be repaired. There was a discussion on who would pay www.town.brewster.ma. BoS Minutes December 16, 2013 Page 3 of 4 for these repairs and Dave Bennett will speak with Mark O’Brien. There is not yet a cost estimate, but it should not be that expensive Topics the Chair did not Reasonably Anticipate None Discuss Possible Future Agenda Items Eddy School feasibility study, Response to DCR on Nickerson Management Plan, golf rates for 2014, a first quarter report on PAYT. Media Questions None Future Meetings December 20, 2013, January 6, 13 & 27, 2014 Chairman Dickson read the public service notice on the Barnstable County styrofoam recycling project. Chairman Dickson stated that the Board would go into executive session to discuss litigation as an open meeting may have a detrimental effective on the negotiating position of the Town. Selectman Hughes moved to dissolve open session and move into executive session at 9:05pm, to discuss litigation as an open meeting may have a detrimental effective on the negotiating position of the Town and not to return to open session, Selectman Foley second. The Board voted unanimously: Selectman deRuyter – Yes, Selectman Hughes – Yes, Selectman Foley – Yes, Selectman Norton – Yes, Chairman Dickson – Yes. Respectfully submitted, Susan Broderick Administrative Supervisor Approved: _______________ Signed: _______________________________________ Date Patricia Hughes, Clerk of the Board of Selectman Accompanying Documents in Packet: agenda, article from Cape Codder on NSTAR spraying, white paper from January 21, 2011 on NSTAR, minutes of January 28, 2011 meeting of Barnstable County committee on risk analysis vegetation management, article from Oct 8, 2010 Barnstable Patriot on controversy over spraying, copy of February 9, 2011 article from Cape Cod Times on spraying herbicides, updated financial forecast, article on AG’s authorization or remote participation for meetings, 29.10 rules for remote participation for meetings, May 6, 2013 meeting minutes, action items, FYI items www.town.brewster.ma. BoS Minutes December 16, 2013 Page 4 of 4 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: January 27, 2014 TIME: 7:00 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman Hughes, Selectman deRuyter, Chairman Dickson, Selectman Norton, Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Ellen Bearse, Rollie Bassett, Chief Moran, Deputy Harrison, Captain LaBonte, Kathy Cockcroft, Chris Miller, Robert Bersin, George Dunham, Robert Lawton, Ralph Ingegneri, Rob Harris, Rich Eldred, Ellen St. Sure, Diane Rome, Mary Mauterstock, Lisa Gerrish NOT PRESENT: Selectman Foley Call to Order Chairman Dickson called the meeting to order at 7:01 p.m. Citizens Forum None Project Update from Brewster Historical Society This item was postponed. Discussion on Government Studies Chairman Dickson stated that the Board is considering developing a Town Charter. Bob Lawton, the former Town Administrator in Yarmouth is currently acting as the Town Administrator in Harwich. George (Bud) Dunham is the Town Administrator in Sandwich. Mr. Lawton stated that Yarmouth has done two rewrites to their charter. The Town Moderator was put on their committee. Harwich used a consultant, Yarmouth did not. Mr. Dunham stated that Sandwich used the special act charter method. You can also elect people to serve on the charter committee. Selectman Hughes asked what the reasoning behind the Towns developing a charter was. Mr. Lawton stated that in 1978 when the Board of Selectmen was increased from 3 to 5 members and policies from the Selectman were created. As time went by, it was discovered that those policies were outdated and it was decided to put those into a charter. The charter also delineates who is elected versus appointed. It also put down in writing what the duties of the Town Administrator and Board of Selectmen are. Mr. Dunham stated that Sandwich was in a similar situation. The Town realized that polices were not sufficient. The best www.town.brewster.ma. BoS Minutes January 27, 2014 Page 1 of 6 part of establishing the charter was establishing authority for both the Board of Selectmen and the Town Administrator. Each time the charter was reviewed or updated, the Town Administrator was given more authority. One experience from Sandwich was to make sure the Town reached out as much as possible to the Town’s people for feedback and inclusion in the process. What was helpful for Sandwich is that their Town Counsel, Kopleman & Paige, had an expert in Town Charters on their staff. Selectman deRuyter asked for suggestions on how a Town Charter committee should be created. Mr. Dunham stated that you don’t want people with axes to grind. The Selectman in Sandwich had detailed interviews with people before they were appointed to the committee. In Sandwich, committee members were appointed by the Selectmen as opposed to Yarmouth, were they were appointed by the Town Moderator. Mr. Lawton stated that in Yarmouth the moderator chose people that served on other Town Boards. In both Sandwich and Yarmouth, the committee would bring the charter to the Selectmen for review and discussion, and then it would go to Town Meeting. Mr. Dunham stated that one of the key items to put in the Town Administrator’s role is the responsibility for staffing. Union contracts, grievance, hiring, firing, now lies with the Town Administrator. Another key item to place in the Charter is to give the Town Administrator the authority to reorganize departments. Mr. Lawton stated that their committee was a nine member committee and Sandwich was either nine or eleven. Selectman Norton asked what some challenges were in transitioning to a charter. Mr. Lawton stated that it was transitioning the Selectmen’s policies into a charter and dealing with who would have appointing authority in terms of certain staff positions. Mr. Dunham stated that Sandwich did not experience any big problems in the transition. The biggest issue was the issue of whether certain elected boards should now be appointed. Mr. Lawton and Mr. Dunham stated that one of the biggest hurdles was specific language that the State legislature wanted. Mr. Lawton stated that Yarmouth ran into issues with the Department of Revenue as the Selectmen wanted to give the Town Administrator authorization to transfer funds. Mr. Dunham stated that the charter should be a higher level document and not a human resources manual. Chairman Dickson inquired about subcommittees. Neither Town had subcommittees. Mr. Dunham stated that their first charter took approximately 12-18 months and Yarmouth had a similar time line. Mr. Lawton added that the State’s approval added at least an additional 6 -12 months to the time line. Mr. Lawton stated that in Yarmouth, the Town Charter came from the Selectmen’s policy book and did replace a lot of the policies. Selectman Hughes asked how the committee was supported and if they had a budget. Mr. Lawton stated that the Yarmouth committee worked independently and he believes they had a budget of $10,000. Mr. Dunham stated that in Sandwich, he was the person to work with the committee and the first year there was a budget of $15,000 as they wanted to send a copy to every registered voter before Town Meeting. Chairman Dickson thanked Mr. Lawton and Mr. Dunham for their time. Mr. Sumner stated that the MMA does have a library of Town Charters which could be helpful. Update from Dog Park Development Committee This item was postponed. Review & Approve Recreation Department FY15 Budget & Review Capital Requests Ellen Bearse stated that the Recreations budget is made up of two budgets, the operating budget and the revolving budget. The operating budget usually represents 40 – 48% of the total budget. The 7% increase in wages comes mainly from the seasonal wages, as the programs have increased which requires staff to be increased. Selectman deRuyter asked why the seasonal wages went from the revolving budget to the operational budget. Mrs. Bearse stated that programs in the operational budget have the wages coming out of the operational budget. Tennis, sailing and other part time seasonal help are in the revolving budget. Mr. Bassett stated that the assistant director wages also comes out of the revolving account. The Board questions why the three positions were moving from the revolving account to the operational budget this year. The current balance of the revolving fund is $82,000. Mr. Bassett stated that there is an issue with the fields this year and they will need to spend money from the revolving account to work on the fields that was part of the reason for moving www.town.brewster.ma. BoS Minutes January 27, 2014 Page 2 of 6 the positions to the operational budget. The DPW has not been able to do the work on the fields in the last 4-5 years. They have been dragging and mowing only, not fertilizing. There is some serious work that needs to be done on the fields before they can be used this coming season. There is an application for a grant, but they will not know until Town Meeting if they receive a grant. Mr. Sumner stated that there was a meeting scheduled for last Thursday to tour the fields, but it snowed and the meeting was rescheduled to this Friday. The fields are in a zone 2, so they must be careful of what they use on them. The Board agreed to wait to vote on this budget, due to the 6% increase. Selectman Hughes also would like to determine where the annual $5,000 line item in the DPW budget for the fields has been spent. Review & Approve Fire Department FY15 Budget & Review Capital Requests Chief Moran stated that there was a $28,000 check received from MEMA for the NEMO storm. He also thanked the DPW for their work during the recent snow storms. There is $2,990 increase in the computer line item in the station expenses due to the County Dispatch going to a new CAD system and this will require the department to purchase license and annual fee. There is also an increase in the contracting services line item, some of which was taken from other line items. Both of these requests will come from the ambulance revenue account. Chief Moran presented new requests. In FY13, the department shifted to always having 3 people per shift during the summer, the request for the $20,000 would allow the department to have the 3 men per shift approximately 10 months out of the year. Selectman Norton asked what was currently left in the overtime budget. Chief Moran stated that there is current $172,000, which is 25% less than last year. Chief Moran would also like to create an hourly rate for a senior call fire fighter position. He would like to add this to the call fire fighters, which would require it to be added to the personal bylaw. This is a $2,000 request and would be approximately 400 hours. He would still like to transition the part-time deputy to full time, which would require $45,000 used from the call budget. The last item on his wish list is to discuss the day time EMS officer position. Captain Labonte is currently the EMS officer, but he works on a shift. The majority of the calls require an EMS. This would require an override. Some support for this program are that MP Renaissance is going to be coming to Town, which will increase the calls to the fire department as well as the fact the Outer Cape Health is looking to build a facility in Brewster as well as the housing projects. Captain LaBonte is getting ready to retire and this would be a good time to put in this position. The cost would be approximately $67,000. Selectman deRuyter asked with the EMS office could it reduce the amount of overtime. Chief Moran stated that it would and it would also help fill the 3 persons per shift. In reviewing the capital request, Chief Moran stated that all of these items are funded by the ambulance revenue account. The first three items are annual requests. There is a request for $15,000 to replace hoses. This is usually taken out of the operation budget, but this year the hoses are in very bad shape and must be replaced. The last item for the mobile computer software license has to do with the Sherriff’s department CAD system for dispatch. As of December 1, 2013 the balance of the ambulance revenue account is $356,000. The projected income from December 1 – May 1 is $300,000. This makes funds available at time meeting $656,000. Total projected expenses total $498,000, leaving a balance of $157,000 in the account. If the ambulance revenue account continues to be managed in the same way, it will be viable until FY18. Review & Approve Ladies Library FY15 Budget & Review Capital Requests Kathy Cockcroft, Mary Mauterstock and Lisa Gerrish. The Library budget has a 4.32 % increase. In October 2012, the State deemed that Library employees were employees of the Town and this is part of the reason for the increase in the budget as they are now showing on the Town’s budget. There is also an increase in the repair & maintenance of the building. The building is 140 years old and is in need of repairs. The Association has always paid more in repairs than the Town. The holiday pay was always paid out of the budget, but before it was paid by the library and the Town would reimburse the Library. Now, since they are on the Town payroll, it is broken out separately. There is approximately a 4.4% increase in wages, part of it is due to a lower payroll in FY14 due to a retirement and hiring the new employee at a lower rate. There is a request for 3 new programs, www.town.brewster.ma. BoS Minutes January 27, 2014 Page 3 of 6 one being the stipends for employees with masters degrees, which is a contractual obligation. The second new request has to do with the library custodian, who works 33 hours a week; 24 as a custodian and 9 at the front desk. The Library needs a 35 hour a week custodian. The library would then hire a new entry level library assistant for the 9 hours a week at the front desk. This would be a great help for library maintenance. Another new request is to increase the pay for the substitutes from $12.00 an hour to $13.00 an hour. The substitutes are under the personell bylaw. There is a capital request for $5,000 for parking lot repairs. This is an opportunity to work with the Brewster Baptist Church, using their land and connecting their parking lot with the Library. This request is for a feasibility study to see how traffic patterns would flow, etc. There may also be a $10,000 request for technology. Review & Approve Natural Resources Department FY15 Budget Chris Miller stated that the majority of the increase is in wages. There is an increase in the overtime budget to cover night meetings. The repair & maintenance on the buildings and boats has been increased. The general expense section of the budget was increased by $600. Selectman Hughes commented on the millions of dollars that the Natural Resources Department has brought to the Town in grant money and she thanked them for that work. Review & Approve FY15 Alewives, Mill Sites, Town Moderator & Constable Budgets Mr. Sumner stated that he is an abutter to the Mill Site. Selectman Hughes also thanked all the volunteers that work on the Mill Site every year. Selectman Norton moved to approve the FY15 Town Moderator budget in the amount of $300.00, Selectman deRuyter second. The Board voted 4-Yes, 0-No. Selectman Norton moved to approve the FY15 Town Constable budget in the amount of $250.00, Selectman Hughes second. The Board voted 4-Yes, 0-No. Selectman Norton moved to approve the FY15 Alewives Budget in the amount of $3,400.00, Selectman deRuyter second. The Board voted 4-Yes, 0-No. Selectman deRuyter moved to approve the FY15 Mill Sites budget in the amount of $4,000.00, Selectman Hughes second. The Board voted 4-Yes, 0-No. Status of FY14 Snow Removal Budget Robert Bersin handed out a memo with a request to expend in excess of the snow & ice budget. The estimated balance in the account as of 1/27/14 is a deficit of $14,334.58. Mr. Sumner stated that under the law, the Towns are allowed to spend over the budget in the snow and ice budget. It does require a vote from the Selectmen and the Finance Committee. Some of the shortfall will have to come out of the FY2015 budget. Selectman deRuyter asked why the $12,000 in order on blades/bolts. Mr. Bersin stated that due to the amount of snow the blades on the plows must be replaced. Selectman Hughes thanked Mr. Bersin and the DPW staff for their work during the storms. She also asked if there were any lessons learned from the storms or any changes that can be made to help reduce the cost. Mr. Bersin stated other than having it snow from 7am – 7pm only, there really isn’t. In the future, there could be more road inspections before storms to look for hazards that may damage a plow. The snow and ice budget for next fiscal year has been increased by $15,000. The Town looks at the five year weather history when planning the snow and ice budget. Mr. Sumner stated that road standards, especially on private roads, need to be looked at and worked on. This will require a lot of work, including inspections and public hearings. Selectman deRuyter moved to authorize the Department of Public Works to deficient spend in the snow & ice budget, Selectman Hughes second. The Board voted 4-Yes, 0-No. Review & Approve December 2, 2013 Executive Session Meeting Minutes & December 9, 2013 Regular Session Meeting Minutes Selectman Norton moved to approve the executive session minutes of December 2, 2013, Selectman Hughes second. The Board voted 4-Yes, 0-No. Selectman Norton moved to approve the regular session minutes of www.town.brewster.ma. BoS Minutes January 27, 2014 Page 4 of 6 December 9, 2013, Selectman Hughes second. The Board voted 4-Yes, 0-No. Appointments Selectman deRuyter moved to appoint the following as the senior volunteers; Dorothy Anderson, Jean Bryant, Caroline Davenport, Suzanne Dean, Margot Fitsch, Dot Fleischer, Myles Franklin, John Guiliano, Rosamond Hyde, Aline Johnson, Jane Ker, Phil Larson, Paul Marai, William Mills, David Quinn, Mary Ann Reynold, Gary Robinson and Robert Swanson, Selectman Hughes second. Selectman deRuyter moved to appoint senior volunteers in the property tax abatement program as special municipal employees, Selectman Hughes second. The Board voted 4-Yes, 0-No. Action Items Selectman deRuyter moved to approve action items 1-9 as recommended by administration, Selectman Norton second. In regards to action item #7, signature on license agreement, Selectman Hughes asked if the Town could condition the NSTAR easement to prevent herbicide spraying. Mr. Sumner stated this is better suited for the easement which will be on the warrant for the May 5th, Town meeting, as this is just a temporary license. Selectman deRuyter thanked Selectman Hughes for her work on the grant application and Selectman Hughes thanked Chris Miller. The Board voted 4-Yes, 0-No. FYI Items None Liaison Reports Selectman deRuyter stated that he met with Representative’s Peake and Turner and Chief Koch and the MassDOT officials to discuss the situation of the storm response on December 31. There was a combination of problems that lead to a delay in the State’s response in dealing with the black ice on Route 6A. The procedures for call-outs for the Towns on the Cape were clarified. The district office in Tauton did respond and there will be some additional training in the next week. Mr. Sumner stated that a lot has changed with the budget process. Health care costs will be voted on shortly. A 6% increase was projected, but it will be a 2% increase. He did include the Governor’s state aid in the budget. There will still be a deficit due to the decrease in revenue. There will also be some deficits in the current budget year. He and Lisa Souve will start working on adjusting the budget and free cash expenditures. Topics the Chair did not Reasonably Anticipate None Discuss Possible Future Agenda Items Next steps in the Commerce Park project will be discussed sometime in February. Selectman Hughes stated that the Board must also decide how to move forward with the Government Studies project; including outlining a process on how to form a committee. Media Questions Rich Eldred asked the status of the Commerce Park project. Chairman Dickson stated that the contractor to develop the project is dissolving. There is no reasonable prospect to complete this project by June 30, 2014. This reduced the revenue for FY15 by $236,000. Mr. Eldred asked if this project could be assigned to another contractor. Chairman Dickson stated that at this time there are no other contractors for this project. This project will be looked at for the S-Rec 2 program. www.town.brewster.ma. BoS Minutes January 27, 2014 Page 5 of 6 Future Meetings February 3, 10, 12 – Tri-Town & 24, 2014 Selectman Hughes moved to adjourn at 10:11pm, Selectman Norton second. The Board voted 4-Yes, 0-No. Respectfully submitted, Susan Broderick Administrative Supervisor Approved: _______________ Signed: _______________________________________ Date Patricia Hughes, Clerk of the Board of Selectman Accompanying Documents in Packet: agenda, Town Charter for Yarmouth, Harwich & Sandwich, ledger report for snow removed FY14 budget, December 2, 2013 executive session minutes, December 9, 2013 regular session minutes, appointments, action items, FYI items www.town.brewster.ma. BoS Minutes January 27, 2014 Page 6 of 6 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: February 3, 2014 TIME: 6:30 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman Hughes, Selectman Foley, Selectman deRuyter, Chairman Dickson, Selectman Norton (arrived 6:35pm), Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Lisa Vitale, Lisa Souve, Denise Rego, Sue Leven, Victor Staley, Tom Thatcher, Mark Nelson, Rich Eldred, Mike Fitzgerald, Lem Skidmore, Madhavi Venkatesan, Chris Powicki, Greg Levasseur Call to Order Chairman Dickson called the meeting to order at 6:32 p.m. Chairman Dickson announced that the Board would be going into executive session to consider the purchase, exchange, lease or value of real property as an open meeting may have a detrimental effect on the negotiating position of the Town. Selectman Foley moved that the Board dissolve open session at 6:32pm and go into executive session to consider the Purchase, Exchange, Lease or Value of Real Property as an open meeting may have a detrimental effect on the negotiating position of the Town and to return to open session, Selectman deRuyter second. The vote was unanimous in favor: Selectman deRuyter – Yes, Selectman Hughes – Yes, Selectman Foley – Yes, Chairman Dickson – Yes. Selectman Hughes moved to dissolve executive session at 7:02 pm and to return to open session, Selectman Foley second. The Board voted unanimously; Selectman Hughes- Yes, Selectman Foley-Yes, Selectman Norton – Yes, Selectman deRuyter-Yes, Chairman Dickson- Yes Citizens Forum Chris Powick invited the Public and the Board to attend the 6:30pm forum at the Brewster Ladies Library regarding issues to do with CVEC, CLC and the Commerce Park Solar Project Review & Sign Temporary Note for the Crosby Mansion Septic System Lisa Vitale presented a note totaling $65,000.00 for the Crosby Mansion septic system loan. The interest rate is .50%. There will be a payment of $10,000 from the Crosby Mansion revolving fund. It will be due in www.town.brewster.ma. BoS Minutes February 3, 2014 Page 1 of 6 February 2015. Selectman deRuyter moved to execute the note, Selectman Hughes second. The Board voted 5-Yes, 0-No. Update on Integrated Water Resources Management Plan Mark Nelson went over the Comprehensive Water Planning Committee’s (CWPC) recent work. One, being the decrease in nitrogen released into Pleasant Bay. Mr. Nelson went over the nitrogen management alternatives that have been examined, including a shellfish propagation program for Pleasant Bay. The only alternative that has a cost associated with it, is the shellfish propagation program. It would be approximately $700,000 – $1,300,000 over 20 years. He also went over the Town wide actions to improve pond quality. Selectman Foley noted that Cliff Pond is identified as a pond that is in trouble, but stated that it is owned by the State and asked how can the Town work on that? Mr. Nelson stated that is very difficult. The State has hired someone to look at the status of this plan and work on a management plan. This process usually takes a year. Long Pond is also listed as impaired. Selectman Foley asked if they had considered the joint Harwich/Brewster anon program. Mr. Nelson stated that they did, but the pond is still in trouble and more work needs to be done. Selectman Foley inquired about the shellfish program at Pleasant Bay, as Brewster only has 40 feet of frontage on Pleasant Bay and how would work. Mr. Nelson stated that this still has to be determined, but it would start with the Pleasant Bay Alliance. Brewster can also approach the other Towns saying that all the open space Brewster has protected around Pleasant Bay has helped. Selectman deRuyter inquired about the credit the Town will receive in terms of the shellfish program and that the State will be involved in assigning credit. Mr. Nelson stated that the State will play a role, but ultimately the Towns will decided how to allocate the rights/credits. The science on how much nitrogen the oysters take up has been well documented. Selectman Hughes stated that this is complementary to all the work the Town and CWPC has been doing. Property maintenance of septic systems is still going to be a priority. Mr. Sumner stated that with some new programs at the Captains Golf Course, there may be an even greater reduction in the nitrogen load. There was a conversation on the Cape Cod National Golf Course reducing their nitrogen load. Mr. Nelson did state that if National will reduce their nitrogen load, Brewster can take credit for the part of the course that is in Brewster. Chairman Dickson asked about goals for the ponds. Mr. Nelson stated that each pond has its own individual goals and targets. Chairman Dickson asked about the status of rivers, i.e. Herring River. Mr. Nelson stated that there is now a report on the rivers and some of the work can be done at the same times as the ponds, for instance the Herring River. Selectman Foley asked about Namskaket Marsh, as the water flow does not start in Brewster, even though the majority of it is in Brewster and the Town should keep this in mind in future conversations, especially regarding Tri-Town. Madhavi Venkatesan asked about the ongoing policing of these policies/issues. Mr. Nelson stated that there will be the need for self policing and the Town should keep this in mind when new issues/projects arise in Town, for example a new housing development. Ms. Venkatesan also wants the program to keep in mind the fact that Brewster is a seasonal Town and that will greatly affect the policing factor. Chairman Dickson asked about the Fertilizer Bylaw and where the Town stands with it. Ms. Leven stated that it is being looked at and discussed. Whether it will be a bylaw or a Board of Health regulation still needs to be determined. Also, the biggest piece of it will be the education piece. Selectman deRutyer asked if MDAR had released their regulations that the Town must follow. It has not. This could be a deciding factor in the Town having it as a regulation rather than a bylaw. Update on FY15 Financial Forecast Mr. Sumner stated that the goal for FY15 is a 2.75% increase. The Towns operating budget is up 3.39%, which is an overage of $107,000. The Elementary Schools are over by $191,419, Nauset Region is over by $158,696. This creates a total overge of $457,000. The current difference in revenue vs. expenditures is a deficient of $316,000. If the $457,000 can be cut, it would create a small surplus. The loss in revenue of the solar project at Commerce Park is a factor and the reduction of PILOT payment from the State. Some www.town.brewster.ma. BoS Minutes 02-03-14 Page 2 of 6 improvements include only a 2% increase in health care costs; saving approximately $100,000. There was also a reduction in the cost for school choice. There was an increase to the snow and ice deficit. Mr. Sumner believes the 2.75% is still a reasonable number to work with, but we should still cut the $457,000. The bigger issue facing the Town is the warrant articles. Free cash in the warrant should really be cut to $600,000, the current request total $1.2 million. Ms. Souve has begun looking at old allocations to see if they have been used and if they haven’t, they can be applied to help offset current request. The process is underway to look at alternative funding sources and delaying projects. The Town should be able to cut $107,000 from the budget; the problem will lie with the elementary schools and Nauset Regional Schools. Review & Approve FY15 Council on Aging Budget Denis Rego stated that the general expense request has not changed. The Focus for FY15 will be to breathe new life into the senior center, perhaps staying open at night to bring in the younger seniors. June 10th will mark the 40th anniversary of the COA. Ms. Rego stated that the COA and the Recreation Department will begin working on a survey regarding a community center. In 2016 there will be a request for a new vehicle. There has been a discussion on having one of the outreach workers go to full time. Selectman Foley suggested reaching out to the RTA when the time comes to purchase a new vehicle. Selectman deRuyter is very supportive of increasing one of the outreach workers to full time in 2016. The other issue is building maintenance, more specifically the steps to the side entrance. It is a hazard at this time. Tom Thatcher is looking at fixing this issue, and what product could be used. If this were to come out of the maintenance budget, Mr. Thatcher may have to go for a reserve fund transfer. Mr. Sumner stated that there is a problem with the ceiling in the upstairs meeting room, it needs to be repainted. There is $2,700 left in an article for exterior painting that can be used for this paining. It will require an article in the Special Town Meeting Warrant to use the remainder of the funds. Review & Approve FY15 Planning Department Budget Sue Leven stated that the expense budget is $3,690, a .54% increase over last year. The printing line item was increased, but the training line item has been reduced. Chairman Dickson stated that the Board will not vote on budgets this evening. Refer May 5, 2014 Annual Town Meeting Warrant Zoning Articles to Planning Board for Public Hearing: Zoning Bylaw Amendmnt/Signs, Zoning Bylaw Amendment/Museum Definition, Zoning Bylaw Amendment/Floodplain Regulations & Zoning Bylaw Amendment/Medical Marijuana Dispensary Ms. Leven stated that this is the first four, out of eight zoning bylaws that will be in the warrant. February 26, 2014 is the date for the public hearing. Selectman Hughes moved to refer Zoning Bylaw Amendment/Signs, Zoning Bylaw Amendment/Museum Definition, Zoning Bylaw Amendment/Floodplain Regulations & Zoning Byl aw Amendment/Medical Marijuana Dispensary of the May 5, 2014 Town Meeting Warrant to the Planning Board for public hearings, Selectman Foley second, the Board voted 5-Yes, 0-No. Review & Approve Maintenance Department FY15 Budget Tom Thatcher stated that he is requesting a total budget of $118,990, an increase of 2.96%. It is a two man department. Mr. Sumner stated that Tom and Shawn do a great job. They take care of the Town Hall, the COA and have recently begun work at the Police Station and the Swap Shop. Tom is very well respected among Town employees. Review & Approve Building Department FY15 Budget Victor Staley stated that he has not spent all money allocated in the past so he did reduce his request, but he is reluctant to lower it further due to unknowns that come in during the year. For example, the state can assign www.town.brewster.ma. BoS Minutes 02-03-14 Page 3 of 6 new duties to the building department/commission. He does have a request to increase the part-time inspectors from $34.00 per inspection to $35.00 per inspection. This will require a meeting with the Personnel Board. The Town does receive money from this department, in terms of fees. Mr. Sumner stated that part of the reason for the large increase in the wage line item is due to the increase in building, this number is directly linked to the increase in permits. Selectman Foley asked what the time line was for when a gas or plumbing inspection requests comes in and when the inspection is done. Mr. Staley stated that it is anywhere from one day to a week. Review & Approve FY15 Drummer Boy Museum & Town Reports Budget Selectman deRuyter moved to approve the FY15 Drummer Boy Museum budget in the amount of $500.00, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve the FY15 Town Reports budget in the amount of $3,800.00, Selectman Hughes second. The Board voted 5-Yes, 0-No. Discussion on & Possible Vote on Road Safety Policy Chairman Dickson stated that Ms. Douglass provided a draft of the policy. Ms. Douglass stated that the idea behind this policy was to promote safety and to involve and coordinate with various departments and committees. Selectman Hughes asked where Staff Review would fall in this. Ms. Douglass stated that Staff Review has members of Planning, Fire and Police on it, but Bikeways, All Access and the Chamber are not on Staff Review. Selectman deRuyter asked if there is regular process/notification for staff review. Ms. Douglass stated that there is. Selectman deRuyter suggested that perhaps committee such as Bikeways and All Access could be notified when there is a staff review that they may have an interest in. Chairman Dickson stated that part of this policy should include a non-binding statement that road improvements should include an improvement in pedestrian and bike safety. Selectman Foley stated that it could be included in the policy, or just be part of the goal of the policy. Selectman Hughes noted that the policy does state ‘to enhance the safety of pedestrian and bicyclists’. Selectman Norton agreed. Selectman Hughes moved to approve the Selectmen’s policy related to coordination of road improvement projects with Town committees, Selectman Foley second. The Board voted 5-Yes, 0-No. Discuss May 5, 2014 Special & Annual Town Meeting Warrant Articles Mr. Sumner stated that Board will need to have a conversation soon on the free cash warrant articles. Selectman deRuyter stated that two Selectmen can work on this project together. Chairman Dickson stated that in the past the Board has worked on this. The Board could work on this at the February 10th meeting. Chairman Dickson inquired about funds for the project between the All Citizen’s Access Committee and AmeriCorps. Mr. Sumner stated that he will speak with Chris Miller on this, but he believes this may be in the Natural Resources budget. Discuss Forming a Committee for the Government Studies Project Chairman Dickson stated that the topic is to discuss the make-up of the committee. Selectman Norton stated that he believes it should be no more than 7 citizens and a diverse group. Selectman Hughes created a document on her suggestions of the committee makeup. There was also a discussion on the Board interviewing committee members. Perhaps there should also be a specific inquiry form for those that are interested in serving on the committee, a more in-depth form. Mr. Sumner stated that this committee will also need resources and funds, for example they will need someone to take the minutes. There are consulting firms who do this work, including the Collins Center. There should be an article placed in the Special Town Meeting Warrant for $10,000. Selectman Hughes stated that the Collins Center will come and speak to the Board at no cost and this is something the Board would be interested in taking advantage of at a later date. There was a discussion on whether or not there should be a Selectman Liaison to this Committee. It was decided to form the committee and develop a specific charge for the committee at the same time and address it www.town.brewster.ma. BoS Minutes 02-03-14 Page 4 of 6 on the February 24th meeting. Selectmen Hughes & deRuyter will work on developing a specific charge. Discussion on Commerce Park Solar Project Chairman Dickson stated that on Friday there was a meeting with State Legislature and this was one item discussed. There was also a conference call with CVEC on Thursday. The Board needs to decide if they want to keep pursuing this project. Selectman deRuyter feels that this project is not worth pursuing at this point. It was a difficult decision to make. Broadway is no longer solvent, so this project is no longer in S-Rec 1. Perhaps this project could be pursued for S-Rec 2, but it may be that clear cutting will not be favorable under the next round. Also NSTAR came back, after delivering a number of $1.03 million, but then corrected it and the new estimate for the interconnect fee is $1.493 million. He feels this number represents too much risk to the Town. Chairman Dickson stated that he would like to attempt to get this project back into S-Rec 1. Representative Peake suggested that the Town look into how many other Towns, including off Cape, have been affected by this. If it is a large number, it could be taken up by our legislature. In the call with CVEC, they discussed two developers, one who may be willing to make the first $11,000 payment to keep the Town in the S-Rec 1 project. The Town has been contacted by other developers interested in pursuing the project. It could also be a scaled down version of the project. Chairman Dickson would like the Board to vote to continue to pursue this project. Selectman deRuyter stated that he is open to entertaining a proposal, but the Board must be aware of the risk to the Town. A large unknown is still whether NSTAR will go with the cash out or go with net-metering credits. Selectman Norton feels that the project is only viable under S-Rec 1. He feels the Town should reach out to Secretary Sullivan and Mark Pacheco. He supports more limited inquiry, looking for a specific outcome. Senator Wolf will bring something to Secretary Sullivan. Mr. Sumner stated that he is leaning towards trying to explore some alternatives. He is disappointed in some of the issues with NSTAR and CVEC. He also wants to satisfy Brewster’s electrical needs only and not worry about trying to sell the excess power. This will also reduce the size of the project and help with some of the land clearing issues. Selectman Hughes stated that the Board wants to make Brewster as green as possible. The connection cost of NSTAR was a large part of the problem with the project. She expressed concern over their ability to change the connection cost. She would like to take it step by step to see if it is viable. She also expressed concern over CVECs Boards’ decision not to make the first payment and not discuss it with the Town first. Selectman Foley would also like to hear from some of the vendors who are willing to take over this project and he believes that the project may still be considered for S-Rec 1. He does, however, have no faith in NSTAR. He would also like some answers from CVEC. S-Rec 2 is not favorable for land clearing projects, but could there be a trade off in planting as much as is cut. This agenda item will be kept on future agendas. The Board was in agreement to hear from other vendors to see if the project is still viable. Review & Approve January 6, 2014 Regular Session Meeting Minutes Selectman Foley moved to approve the January 6, 2014 regular session meeting minutes, Selectman deRuyter second. The Board voted 5-Yes, 0-No. Appointments Selectman Hughes moved to appoint Jeffrey Hayes to the Brewster Historical Commission for a term of 3 years, expiring June 30, 2017, Selectman Foley second. The Board voted 5-Yes, 0-No. Action Items Mr. Sumner asked to hold on action item 2, request for waiver of fee from the Animal Rescue League. Selectman Norton moved to approve action items 1 as recommended by Administration, Selectman Foley second. The Board voted 5-Yes, 0-No. www.town.brewster.ma. BoS Minutes 02-03-14 Page 5 of 6 FYI Items None Liaison Reports Selectman Foley asked for numbers from PAYT for the February 24th meeting. There was a discussion at MMA with Covanta and they have taken over management of the Yarmouth facility. They will also be taking over the railroad and will be working with the Army Corp of Engineers. He would like a future discussion on when Brewster can have waste taken via the railroad. Topics the Chair did not Reasonably Anticipate None Discuss Possible Future Agenda Items Selectman Foley would like to discuss goals to bring to the Tri-Town meeting, which is scheduled for February 12th. Media Questions None Future Meetings February 10, 12- Tri-Town, 24, 2014 Selectman Norton moved to adjourn at 9:49 pm, Selectman Foley second. The Board voted 5-Yes, 0-No. Respectfully submitted, Susan Broderick Administrative Supervisor Approved: _______________ Signed: _______________________________________ Date Patricia Hughes, Clerk of the Board of Selectman Accompanying Documents in Packet: agenda, memo from Lisa Vitale to Board on temporary note for Crosby Mansion septic system loan, Powerpoint presentation from Horsley Witten on Integrated Water Resources Management Plan, financial forecast and warrant tracking spreadsheet, draft zoning articles: signs, museum definition, floodplain regulations, medical marijuana dispensary, draft policy on road improvement projects, January 6, 2014 regular session meeting meetings, action items. www.town.brewster.ma. BoS Minutes 02-03-14 Page 6 of 6 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: February 10, 2014 TIME: 7:00 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman Foley, Selectman deRuyter, Chairman Dickson, Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Don Poole, Chronis Kalivas, Kathy Lambert, Lisa Vitale, Lisa Souve, Dave Tately, Sally Gunning, Rob Williams, Sandra Tubman, Steve Ellard NOT PRESENT: Selectman Norton & Selectman Hughes Call to Order Chairman Dickson called the meeting to order at 7:00 p.m. Citizens Forum None Project Update from Brewster Historical Society Steve Jones stated that they are really a guest of the Town located in the ‘old Town Hall” they lease the house on Spruce Hill. Now they have the opportunity to move into the Elijah Cobb house on Lower Road. The Society would like to purchase the house as a museum and home for operations. It will require considerable funds and grants. They are in the process of making an offer. They will be required to meet with the Planning Board due to a zoning bylaw, which states that a museum is only permitted in an RM zone. This house is not in an RM zone. They would need either a zoning change or a special permit. There is a $50 fee for an informal meeting with the Planning Board and they are asking the Board to waive that fee. Selectman Foley moved to waive the $50 fee, Selectman deRuyter second. The Board voted 3-Yes, 0-No. They also asked the Board for a letter of support. Selectman Foley moved that Administration draw up a letter of support for the entire Board to sign, Selectman deRuyter second. The Board voted 3-Yes, 0-No. They will be going to the Community Preservation Committee, Cultural Council, Cape Cod 5 and others for grant money. Chairman Dickson suggested they contact Representative Peake for ideas of other organizations to contact for funds. There will also be a zoning article added to the warrant. Mr. Jones pointed out that this is the 50th year of the Brewster Historical Society. www.town.brewster.ma. BoS Minutes 2-10-14 Page 1 of 5 Review & Approve FY15 Capital Plan Don Poole thanked the other members of the Capital Planning Committee for their work. The committee reviewed all departments’ capital requests. Mr. Poole stated that he did ask the DPW to prioritize the road work as money is carried for that every year. For FY15, there is $1.6 in free cash expenditures. Selectman Foley asked if the numbers in the capital plan are agreed upon by the committee and the departments. They are. Projects are now listed separately after capital requests. Mr. Poole stated that, for the DPW, chapter 90 funds are also listed separately. Selectman Foley stated that the Board does approve the capital plan, but things can be moved, cut and changed as circumstances change. It is a living document. Selectman deRuyter would like to include a larger number in the long term funding for road repairs. Selectman Foley would prefer to wait until the road report from the consulting company is complete. Selectman deRuyter asked about the funds for the middle school roof. The number in debt did not match the expenses. Mr. Sumner stated that we discounted by our percentage share, which we shouldn’t have. Selectman Foley asked about the line item under Selectmen for the demolition of Tri-Town. This may change, as the plant may not be demolished, but renovated. It was decided to change the name to simply Tri-Town. Mr. Sumner also stated that under Selectman the name of thrift shop foundation should be changed to simply thrift shop. Also, under Natural Resources, the design for a new building was pushed out to FY18 – 19. Selectman Foley asked if the Town could start to look at gas saving vehicles as they look at purchasing new vehicles. Mr. Poole stated that Mr. Staley has asked for a Prius vehicle every year. Selectman Foley moved to adopt the FY15 Capital Plan as amended, Selectman deRuyter second. The Board voted 3-Yes, 0-No. Review & Approve Change in Manager and Change in DBA of Liquor License for Trail & Sail Inc. DBA Morelli’s Taverna Chronis Kalivas stated that he and his wife own the building and ran a restaurant out of there for a number of years. In the last few years he has leased the building, but that has not worked out well. He would now like to operate a restaurant out of the location, he will be the manager. Selectman deRuyter moved to approve the change in manager and change in DBA for Trail & Sail, Inc, Selectman Foley second. The Board voted 3- Yes, 0-No. Review & Approve Information Technology FY15 Budget Kathy Lambert stated that her budget is fairly simply. A lot of her items have been moved to the Capital Plan, other than software, contracted services and computer supplies. Review & Approve Treasurer/Collector FY15 Budget Lisa Vitale stated that her budget is level, but she did lower the printing line item. Mr. Sumner stated that at a future meeting, Ms. Vitale and the Board should have a discussion on tax title items Review & Approve Accounting FY15 Budget Lisa Souve stated that her operational budget is down 5%. The $29,500 is for audit of accounts. If the Town spends $500,000 in FY14 it will require an audit. She monitors this closely Review & Approve Assessor’s Department FY15 Budget & Review Article 15, Property Valuations Services Dave Tately stated that general expenses went down 23%. In regards to Article 15, Mr. Tatley stated that it did increase a bit, due to an increase in fees from the consultant, but it is lower than last year. Selectman deRuyter moved to approve Article 15, Property Valuations as written in the warrant, Selectman Foley second. The Board voted 3-Yes, 0-No. www.town.brewster.ma. BoS Minutes 2-10-14 Page 2 of 5 Review & Approve Fringe, Debt Services, Retirement & Veterans’ Services FY15 Budgets In regards to the Fringe budget, Lisa Souve stated that she reduced the line item of unemployment. Lisa Vitale stated that Cape Cod Municipal Health Group voted to offset the costs by using $8 million excess from their trust fund so there was only a 2% increase in health care, which results in a $104,000 savings to the Town. There is a 4% increase in the Medicare section of this budget, this is due to the wage increases. Selectman deRuyter moved to approve the Fringe budget in the amount of $3,101,767.00, Selectman Foley second. The Board voted 3-Yes, 0-No. The Debt Services budget is $2,743,399. It includes four temporary notes for two road betterments, Freemans Way land acquisition and well 6. When the well project is complete, this group will be bonded. There is a .50% increase in this budget. When you temporary borrow, you need to make a payment after 3 years and each group will pay for its own expense: $338,147 from CPC, $147,056 from road betterments and $453,470 from Water. Selectman deRuyter moved to approve the Debt Services budget in the amount $2,743,399 from the funding sources as specified, Selectman Foley second. The Board voted 3-Yes, 0-No. In the retirement budget, there is a new line item for OPEB funding in the amount of $25,000. Mr. Sumner stated that there are funds put away for OPEB in the stabilization fund. Town Counsel is looking at the mechanism in which the Town can move the funds from the stabilization fund to the State’s investment vehicle. Selectman deRuyter asked for the most recent amount of liability for that account. Mr. Sumner believes that it is $12 million. Selectman deRuyter moved to approve the retirement budget in the amount of $1,917,968.00, Selectman Foley second. The Board voted 3-Yes, 0-No. Ms. Souve stated there is quite an increase in the Veterans’ budget. The number of veterans increased from 6 to 8. Selectman deRuyter moved to approve the Veterans budget in the amount of $55,000, Selectman Foley second. The Board voted 3-Yes, 0- No. Review & Approve Memorial/Veterans Day, Selectmen’s & Town Administrator’s FY15 Budgets Selectman deRuyter moved to approve the FY15 Memorial/Veterans Day budget in the amount of $1,500.00, Selectman Foley second. The Board voted 3-Yes, 0-No. Mr. Sumner stated that the Selectmen’s budget is down 1.4%. The Town Administrator’s budget has an increase of 6%. Mr. Sumner stated that there was an error in staff wages, in the classification of the Administrative Assistant and the position was underpaid. This is an unpaid bill for FY13, as well as an increase in the wage line item. The Board will hold on voting the Selectmen’s and Town Administrator’s budgets. Discuss May 5, 2015 Special & Annual Town Meeting Free Cash Warrant Articles Selectman deRuyter stated that there was a goal of reducing free cash spending by $251,000. To date, there needs to be an additional $26,000 cut to make that goal. Item 2E, the budget transfer for the Elementary School for $52,600, may go to the Finance Committee as a reserve fund transfer. Also the $150,000 to complete the Stony Brook window project will be borrowed and paid over 3-5 years, so it was removed from free cash. For the $125,000 for the annex building, the idea is to do this project with a great deal of volunteer labor, so this number was reduced to $75,000. Mr. Sumner went over the capital requests that he suggests cutting. Chairman Dickson expressed concern over the cut of the All Citizen’s Access at Paines Creek and stated that he will reach out to the Committee. There was a review of the items that were cut from free cash spending and what items were moved to other available funds. In regards to article 33, Tri-Town article, Mr. Sumner stated that $75,000 was set aside in the fall and this is the remaining $25,000 to reach $100,000. Because the funds were placed in the stabilization funds, it would require another Town meeting warrant article to use it for repairs if the Towns vote to update rather than demo the plant. Free cash spending is now $626,087; the goal was $600,000. Mr. Sumner would now like to take the suggested deleted items out of the warrant and spreadsheet. Selectman Foley suggested a discussion with the school in the manner of which the painting can occur, using the same model that the Fire Station used last year, where the Fire Department bought the supplies and the sheriff’s department provided the Labor through the corrections program. Perhaps something similar could be done with the schools during the summer. www.town.brewster.ma. BoS Minutes 2-10-14 Page 3 of 5 Discuss Goals for February 12th Tri-Town Meeting Mr. Sumner stated that Stantec provided a final report on facility evaluation costs. The Boards will discuss operating the facility to December 2016 and also, updating the facility and operating it for another 20 years. The Board of Managers discussed the idea of limiting usage of the plant to the three member towns if the facility is upgraded. If other Towns wanted to use the facility, perhaps they share in the cost of the renovations. Selectman Foley approves of the idea of having other Cape Towns sharing in the cost of the facility upgrade if they are going to use the facility. It was clarified that haulers from non-member Towns do pay a higher rate. Selectman Foley would like to see a discussion on Namskaket Marsh and asked if someone from USGS would be attending the meeting. Mr. Sumner stated that Jay Burgess did contact the USGS. The USGS is working on a report, but it will not be ready for quite some time. Discussion on Commerce Park Solar Project Mr. Sumner gave the Board an update on the status of this project. In order to protect the Town’s net metered agreement with NSTAR, a payment of $11,000 must be made. Mr. Sumner had a conversation with Mr. Checklick and let him know that the Town is still interested in this project, but in a scaled down mode, as well as a new vendor to make the payment. We will know by next week if a payment is made. CVEC is in conversation with a possible new vendor. Review & Approve December 16, 2013 9:05pm Executive Session Meeting Minutes & January 13, 2014 Regular Session Meeting Minutes Selectman Foley moved to approve the December 16, 2013 executive session minutes, Selectman Foley second. The Board voted 3-Yes, 0-No. Selectman Foley moved to approve the executive session minutes of January 13, 2014, Selectman deRuyter second. The Board voted 3-Yes, 0-No. Appointments Selectman Foley moved to appoint Stephen Freiner as a Special Police Officer (detail duty only), effective February 10, 2014 – February 9, 2015, and Ryan Sullivan as Police Officer effective February 10, 2014 – February 9, 2015, Selectman deRuyter second. The Board voted 3-Yes, 0-No. Action Items Selectman Foley moved to approve action items 1-3 as recommended by administration, Selectman deRuyter second. The Board voted 3-Yes, 0-No. FYI Items There was a conversation on Item I, adoption of the FEMA flood maps and whether that could be delayed. It cannot, as Towns people would not be able to get flood insurance. Selectman Foley stated that Plymouth County was given a one year moratorium on the rate change and Norfolk County is also looking at something. He would like to see local governments and legislators for Barnstable County look at a similar action. Chairman Dickson stated that Representative Keating has been very active on this issue, but he is not sure what Barnstable County is doing. Selectman deRuyter may be able to attend this Friday’s Selectmen’s & Councilors meeting to see what action there may be. Liaison Reports Mr. Sumner stated that the Building & Needs Assessment Committee is meeting tomorrow night, 2/11/14. Both the Fire Station and Eddy School roof projects are progressing. One conversation that will occur will deal with the HVAC units at the Eddy School. He believes the Eddy School project will require an override, which could jeopardize the completion date of the project for summer of 2014. Mr. Sumner is asking the www.town.brewster.ma. BoS Minutes 2-10-14 Page 4 of 5 Board if perhaps there should be a special election the day after Town Meeting in order to avoid delaying the project a year. Chairman Dickson asked if there is a special election the day after Town meeting should all items be placed on the same ballot. Selectman deRuyter believes that they should be separate as the Fire Department is not as time sensitive as the Schools and the Fire Department project will also garner a large discussion at Town Meeting. Selectman Foley stated that perhaps in the government studies project, moving the Town meeting and election permanently up to an April date should be looked at. Selectman deRutyer stated that the Fire Department will host a March 1st, 10am open house, to review the new Fire Station Headquarters items. Topics the Chair did not Reasonably Anticipate None Discuss Possible Future Agenda Items Selectman Foley asked when there could be an update of the pavement management project. Mr. Sumner gave an update on the status of the work; they will be doing the distress tests/service in the next 4-5 weeks. Media Questions None Future Meetings February 10 – Tri-Town & 24, 2014, March 3 & 10, 2014 Selectman Foley moved to adjourn at 9:08pm, Selectman deRuyter second. The Board voted 3-Yes, 0-No. Respectfully submitted, Susan Broderick Administrative Supervisor Approved: _______________ Signed: _______________________________________ Date Patricia Hughes, Clerk of the Board of Selectman Accompanying Documents in Packet: agenda, information from Brewster Historical Society, 2014-2019 capital plan, change in manager & DBA for Trail & Sail, Inc, Town Meeting warrant spreadsheet, agenda for 2-12-14 Tri-Town meeting, report from Stantec on updating Tri-Town facility, December 16, 2013 executive session minutes, January 13, 2014 regular session minutes, appointments, action items, FYI items www.town.brewster.ma. BoS Minutes 2-10-14 Page 5 of 5 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Board of Selectmen Town Administrator MINUTES OF THE BOARD OF SELECTMEN REGULAR SESSION MEETING DATE: March 3, 2014 TIME: 7:00 P.M. PLACE: Brewster Town Office Building, 2198 Main Street PRESENT: Selectman deRuyter, Selectman Hughes, Chairman Dickson, Selectman Foley, Selectman Norton Town Administrator Charles L. Sumner, Assistant Town Administrator Jillian Douglass, Bob Sanborn, Glenn Cannon, Doug Erickson, Larry Greeley, Mark O’Brien, Rob Harris, Rich Eldred, Jack Clarke, Chief Koch, Peter Johnson, Sue Leven, Mitch Relin, Chris Miller, Tim Whalen, Bob Bersin, Cindy Bingham, Dave Telman, Peter Ervin Call to Order Chairman Dickson called the meeting to order at 7:00pm. Citizens Forum Tim Whalen stated that he is running for State Representative in the first Barnstable District. He introduced himself to the Town and the Board. Review and Approve Cape Cod Regional Technical High School BY15 Budget & Warrant Articles 1 & 34 Mr. Sanborn stated that there is a 2.98% increase in the schools budget. For the Town of Brewster, that is a $32,832 increase. Brewster’s enrollment number did not change. Mr. Sanborn stated that the Tech has a good relation with the Nauset Region. Over 80% of the Tech’s budget is funded by the Towns. Mr. Sanborn went over the budget numbers for the school, including staffing levels, health care costs and transportation costs. The school’s capital needs are great. This summer the school will work on its electrical system and replace switch gear and the major sub stations. For the first time in many years, the School is asking the 12 Cape Towns for a stabilization fund. The School will be seeking an MSBA grant for repairs. Selectman deRuyter asked about the initial costs of the fund. Mr. Sanborn stated that between $500,000 - $1 million would be needed for the feasibility study aspect of the work. Brewster’s share would be approximately 6.4% of that. Selectman Foley inquired about the school’s capacity for students and programs. Mr. Sanborn stated that 700 is a comfortable enrollment number. Selectman Foley inquired on the increase of E & D in the budget. Mr. Sanborn stated that it is to help defray the cost of assessments. There was a brief discussion on ways the school is attempting to reduce the cost of utilities. Selectman Foley thanked the school for their work on various projects throughout Brewster. Mr. Sumner stated that the school will be working on the swap shop very soon. www.town.brewster.ma. BoS Minutes 3-03-14 Page 1 of 7 Selectman deRuyter moved to approve the Cape Cod Regional Technical High School Budget in the amount of $734,873.00, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 1, Cape Cod Vocational Technical School Operating budget as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 34, Stabilization Fund/Cape Cod Regional Technical High School, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Discussion on Cape Cod Commission Livable Streets Projects Mr. Sumner stated that the Board has been discussing Route 6A and when the State will begin work on it and to include drainage, the Town would love to have sidewalks and bike lanes included in the work on Route 6A. Glenn Cannon stated that he is not sure how much work the Town will get out of the State on the repaving of Route 6A, but this is the time to speak with them about it. The Cape Cod Commission (CCC) has spoken with the State and right now Route 6A paving is scheduled for this fall or next spring. At this point, the State is only repaving and putting back what was already there, no changes to the road. Mr. Cannon suggests discussing having the State lengthen the amount of sidewalk. Mr. Sumner stated that MassDOT did okay a sidewalk expansion along 6A within 50 feet of wetlands. It also included drainage improvements. Mr. Sumner would like to look at any ways to widen the route to include bike lanes; this is only a small section in downtown Brewster and the main purpose is to connect to the bike trail. Mr. Cannon stated that this is good first step; engage the CCC and they can work on the project for the Town. They need a definition of the section. Chairman Dickson mentioned the fatal accident this past summer involving a bike accident on Route 6A. Mr. Cannon stated that he would like to sit down with George A youb, from MassDOT, and have this conversation and determine what the actual plan is. Items that need to be looked at include, what the State owns, what the Town owns and what is private property. The next step would be for the CCC to come in and sit down with Town staff and develop some preliminary plans. The transportation bond bill will be approved by June 30, and this will help determine where Route 6A falls on the States projects list. Selectman deRuyter stated that the Bikeways Committee should also be involved in this project. Selectman Hughes stated that the Town has gone back and forth over whether to work on pedestrian or bike ways on Route 6A. She did not know if there could be something on 6A that could be used by both. Mr. Cannon stated that unfortunately Route 6A is not a standard road all the way through, but they would talk with the State on widening the sidewalk for a multi-use path. Discussion on Use of Private Roads Doug Erickson stated that in November the Pathways Committee came before the Board to change their charge. At this meeting, there was a question of whether or not the committee could map private roads. It was stated that this issue would be passed on to Town Counsel for review. Mr. Erickson stated that the Committee would like to know the outcome of this issue as they would like to publish their maps. Mr. Sumner stated that unfortunately, Town Counsel has not yet reviewed this issue. When the Town plows a private road, it becomes open to the public. Selectman Norton moved that the Board approve the request of the Pathways committee as outlined, that either foot or bike traffic be allowed as described in their mapping, Selectman deRuyter second. Selectman Hughes asked for clarification on whether the pathways pass over private roads, or follow along private roads. Mr. Erickson stated that in some areas the path moved along the private road. Selectman deRuyter expressed concern that the Board is passing a motion without Town Counsel’s legal opinion. Chairman Dickson believes that the motion is that the Board is authorizing the pursuit of the specific map through Town Counsel. The Board voted 5-Yes, 0-No. Update from Cable Advisory Committee Larry Greeley stated that LCCAT is in the process of its review and he asked that the Board make an appointment to LCCAT this evening. Selectman Hughes clarified that Jenny Mignone was appointed to the www.town.brewster.ma. BoS Minutes 3-03-14 Page 2 of 7 LCCAT Board, however her term as Brewster’s representative expired on June 20, 2013. This will give the Cable Advisory Board (CAB) time to discuss who they would like to put forward as a name for LCCAT to consider. Mr. Greeley stated that the Board of Selectmen appoints one member and the CAB puts forth a name for LCCAT’s consideration. Mr. Greeley stated that the status of the Towns contract with LCCAT is still in limbo and we are waiting for the results of the independent audit. Ted Rodgers from Falmouth is conducting the audit. Mr. Sumner stated that the agreement has expired, and if the audit comes out favorably the Town will need to work on a new contract. Review & Approve FY15 Golf Department Budget, Review Capital Request & Warrant Article 37 Mark O’Brien introduced the new Golf Superintendent, Peter Ervin. Mr. Ervin stated that he grew up in Harwich and graduated from UMass. He started at Cranberry Valley and then moved off cape and worked lastly at Winchester County Club. He is looking forward to working with the staff in Brewster. Mark O’Brien went over the FY15 budget for revenues and expenses. There will be no increase in the number of personnel and the increase in payroll is due to contractual obligations only. The general operating budget has been decreased by 3.59%, but Mr. O’Brien stated that he feels confident they will be able to maintain the course conditions. In terms of debt services, Mr. O’Brien stated that payments in FY15 will be $828,200, which is $116,500 less than FY14. The bond for the irrigation project and the loan for course improvement were both retired in FY14. At the start of FY15, the projected balance of the golf receipts reserved for appropriation account (GRRAA) is projected to be $677, 084; there is a projected $109,028 reduction on the account at the end of FY15, after expenditures. The Golf Course continues to be a good steward for the Town and continues to work on ways to reduce the nitrogen load of the Town. Selectman Foley inquired on the status of advanced reservations. Mr. O’Brien stated that there are a fair number of advanced reservations; it is running flat with last year, although people do not book as far in advance as they once did. Mr. O’Brien attended the golf show in Boston; attendance was strong, which is a good sign. The course was open last Sunday and was quite busy until about 2pm. Selectmen deRuyter expressed concern about the decrease in funds expected to be spent on capital improvements. Selectman Foley made mention of action item 2, donation of 4 tables from the Friends of the Captains to complete the set of 40 tables & chairs for the patio at the restaurant. Chairman Dickson stated that the Board would not vote on the budget this evening. Selectman deRuyter moved to approve, Article 8, special & Capital project expenditures, Item 8A, Captains Golf Course mower equipment lease, in the amount of $46,410.00, Selectman Hughes second. The Board voted 5-Yes, 0-No. In regards to article 37, Mark O’Brien stated that the current lease expires December 31, 2014 and they typically do a five year lease. Selectman Foley moved to approve article 37, golf cart lease, as printed in the warrant, Selectman deRuyter second. The Board voted 5-Yes, 0-No. Discuss Government Studies Project & Charge of Committee Selectman Hughes stated she drafted the document based on past conversations of the Board and this provides more detail on the process of the committees work, a schedule and support from the Town. The Committee will be relatively independent. Chairman Dickson stated that he feels that this should be discussed this evening with a vote at the next meeting. Selectman Norton thanked Selectman Hughes for her work on this. He would like to see the word ‘leadership’ added to the first page of the document, section 1a, organizational structure, so it would read ‘Is the structure too tiered or too flat from a management and leadership perspective?’. There was a discussion on whether the 20 month timeframe was too far out. Selectman deRuyter stated that he originally wanted to give more time for phase 1; 12 months, but he feels it could be shorten to 8 months, which would shorten the total time line to 16 months. Chairman Dickson stated that the committee will drive the timeline and may decide to work on phase 1 & 2 at the same time. This timeframe is just a guideline. He also asked when this might be presented at a Town Meeting. Selectman Hughes stated that she did not have a Town Meeting date in mind when drafting this policy. This is more of a report/analysis to be done before Mr. Sumner’s retirement and to be presented to the Board with recommendations rather than an article for Town www.town.brewster.ma. BoS Minutes 3-03-14 Page 3 of 7 Meeting. Chairman Dickson stated that the Board will continue the discussion on this item next week. Selectman Foley suggested that there also be public input on this document. Discussion on Commerce Park Solar Project There is no update on this item. Discuss Tri-Town Facility Mr. Sumner stated that there is an article in the warrant to extend the IMA as well as an article to fund capital improvements of the facility. John Kelly is working on a draft article that he will share with the other Towns. Selectman Foley stated that he would like to hear from the Town of Orleans on what they propose for that land if or when the facility no longer operates. He does not want to put a lot of money into the plant only for it to be torn down in two years. He would also like to hear from Orleans as to what their long term goals are. What is the Towns fallback position if the three Towns do not agree on what should happen to the facility? Selectman deRuyter supports extending the IMA agreement and the $25,000 appropriated from free cash to put towards the demolition cost. He also has difficulty spending $100,000 on capital improvements for a facility that would be demolished. At the last Tri-Town Board of Managers meeting, John Kelley stated that a consultant was hired to help the Town determine where they should go in the future. Orleans is still trying to formulate what path they will take. Last fall, $75,000 was put in a special fund that can only be spent with Town Meeting approval. The funds are under the control of the Board of Selectmen, it stays in the Town’s treasury. Unfortunately, this is all based around what the Town of Orleans is going to do. Selectman Hughes also shares the Boards concern on what the Town of Orleans plan is for that site. She suggested that perhaps language could be added to the IMA that states that Brewster will not release any funds unless Orleans states what their future plans are. Review FY15 Town Operating Budget & Financial Forecast Mr. Sumner stated that Nauset Regional Schools has met their target. The Elementary schools are over by $260,000. The Town budget is over by $78,386. He and Lisa Souve met with most department heads and made some reductions. Unfortunately, electricity costs are going up, so that budget is up by $33,000. He & Ms. Souve will continue to work on the Town budget to see where cuts can be made. In terms of the free cash spending limit of $600,000 in the warrant articles, there is only about $21,000 left to cut. The biggest struggle will be with the Elementary School budget. He is recommending that if the Region is under by $20,000, the Elementary school could be over by $20,000. There was also an increase in the allowance for the snow and ice deficit. Selectman Norton stated that the Region is ready to move forward with debt exclusion for the roof project for the middle school. At the last Regional School Committee meeting, Ed Lewis, Regional School Committee member, suggested that it be bonded out of existing capital monies that the district has and to take a $100,000 for twenty years to pay for the project. That motion failed, the Brewster members voted in favor, but the other member Towns did not. The Town is now looking at a roof for the Eddy School, Middle School and the Fire Station project. Discuss May 5, 2014 Special & Annual Town Meeting Warrant Articles Selectman deRuyt er moved to approve special Town meeting article 1, unpaid bills, in the amount of $5,699, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve special Town meeting article 3, Private Road Engineering/Ebenezer Lane Project, as printed in the warrant, Selectmen Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve special Town meeting article 6, harazard waste collection program, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. In regards to article 8, coastal community resilience grant, Selectman Hughes stated that Chris Miller identified this as a grant that the Town can apply for, but the Town must show a match, which is this article. The funds www.town.brewster.ma. BoS Minutes 3-03-14 Page 4 of 7 come from other available sources. Selectman deRuyter moved to approve special Town meeting article 8, coastal community resilience planning & assessment grant program, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes 0-No. Annual Town Meeting Article: Selectman deRuyter moved to approve article 9, local business organization funding, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 11, Bayside Skippers/funding request, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 13, special revenue fund/cable franchise fee account, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 14, special revenue fund/Recreation revolving fund as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 15, property valuation services, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 16, temporary borrowing authorization/grants, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 17, acceptance of grant proceeds, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. Selectman deRuyter moved to approve article 19, private road betterment project/Ebenezer Lane, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. In regards to article 30, construction notification, Mr. Sumner stated that this article deletes a section of the Town code that is no longer necessary. Selectman deRuyter moved to approve article 30, Town Code Amendment/construction notification, as printed in the warrant, Selectman Hughes second. The Board voted 5- Yes, 0-No. Selectman deRuyter moved to approve article 38, NSTAR/utility easement, as printed in the warrant, Selectman Hughes second. The Board voted 5-Yes, 0-No. In regards to article 40, a citizen’s petition, Mr. Sumner stated that it cannot accomplish what the petitioner wants as only the Board can place a question on the ballot and this article may be indefinitely postponed. Discussion on Possible Need for Special Town Meeting Mr. Sumner stated that the Town and the Building and Needs Assessment Committee (BNAC) have been working on the replacement of the roof, HVAC and alarm system at the Eddy Elementary School. The construction documents are 60-70% complete, with a plan to go out to bid in April and open bids on April 24th. There is concern on the critical elements of the project timeline, especially the delivery of the heating & ventilation units. This project will require a Town override, which right now will not occur until May 20th. The process of ordering the HVAC equipment will take at least one month. The delivery of these systems could arrive after school is in session. The Owner Project Manager is concerned with a delay in the delivery of the equipment and to be able to order 2 weeks earlier will make a difference in the project completion date. There was a brief discussion of doing the roofs over two summers, but that would cost the Town at least an additional $100,000. David Telman stated that there is $7,000 left over in articles from last year’s Town meeting and the School Committee has offered to use this to pay for the special election. A special election would require a reserve fund transfer, from the Finance Committee. Chairman Dickson asked if during the construction, will there be a time period that there is no HVAC for the school? Mr. Telman stated that no, the old system will not be shut off until the new units are in hand and ready to be installed. Chairman Dickson asked the Board if all financial items should be moved to the special election, also what if Town Meeting cannot be completed in one night. He suggests that Town Meeting would be continued to the following Monday. Selectman Foley agrees that all financial items should be moved to the special election. Selectman Foley stated that the Town meeting is really the moderators meeting and he should be consulted on what day Town Meeting would be continued to if www.town.brewster.ma. BoS Minutes 3-03-14 Page 5 of 7 it should be necessary and to make sure that any articles that need to be voted on before the election are brought forward. Selectman deRuyter asked what the impact would be on the school if the project runs into October. Mr. Telman stated that it would be difficult as not all classrooms have windows. The Owner Project Manager has stated that the units that serve rooms without windows would be replaced first. Also, some classrooms may be able to be moved. It would be a disruption, but leaky roofs are more of a disruption. Selectman deRuyter suggests meeting with the School Principal and Superintendent to discuss this issue. This issue can be discussed at the March 10th Selectmen’s meeting when the Superintendent and School Committee come before the Board to discuss the budget. This item will be carried over to next week’s agenda. Selectman Norton supports a special election. Review & Approve February 24, 2014 Executive Session Meeting Minutes Selectman Norton moved to approve the February 24, 2014 executive session minutes, Selectman Hughes second. The Board voted 5-Yes, 0-No. Appointments Selectman Hughes moved to appoint Shana Brogan to the Conservation Commission for a term of one year, expiring June 30, 2015, and Jenny Mignone as Brewster’s Representative to the Lower Cape Cable Advisory Board, expiring June 30, 2014 Selectman Foley second. The Board voted 5-Yes, 0-No. Action Items Mr. Sumner clarified that the sunfish being donated to the Recreation Department will not be insured. Selectman Norton moved to approve action items 1-6, as recommended by administration, Selectman Hughes second. The Board voted 5-Yes, 0-No. FYI Items In regards to item E, Mass Audubon’s letter to NSTAR, Selectman Foley stated that this is still a hot button issue and he has been asked if the Towns are willing to sue or should we just continue with the letter writing campaign. Liaison Reports Selectman Norton attended the Regional School Committee meeting; there was a continuation on the technology presentation, which will be funded by savings from the budget. The committee supports the project, but wanted more information on it. The Elementary Schools face a signification shortfall. Today was Read Across America Day. Selectman deRuyter stated that Saturday morning, a citizen’s forum was held at the Fire Station and it was well received. It will be rebroadcast on the cable channel. Topics the Chair did not Reasonably Anticipate None Discuss Possible Future Agenda Items None Media Questions None Future Meetings March 10, 24, 31 2014 www.town.brewster.ma. BoS Minutes 3-03-14 Page 6 of 7 Selectman Norton moved to adjourn at 10:09pm, Selectman Foley second. The Board voted 5-Yes, 0-No. Respectfully submitted, Susan Broderick Administrative Supervisor Approved: _______________ Signed: _______________________________________ Date Patricia Hughes, Clerk of the Board of Selectman Accompanying Documents in Packet: agenda, Powerpoint on Cape Cod Regional Technical High School budget, Orleans-Brewster Route 6A living streets project, Sandwich pedestrian/bicycle planning, Harwich pedestrian & bicycle facilities, charge for Brewster Government Studies Committee, May 2014 Special & Annual Town Meeting warrant articles spreadsheet, memo from Charles Sumner, re; special election, February 24, 2014 executive session minutes, appointments, action items, FYI items www.town.brewster.ma. BoS Minutes 3-03-14 Page 7 of 7 Board of Selectmen Appointments March 24, 2014 Steve McKenna, Abigail Archer, James Goodrich and Chester Lay to the Coastal Committee for a term of 3 years, expiring June 30, 2017 Anthony Zeller to the Human Services Committee for a term of 3 years, expiring June 30, 2017 BREWSTER BOARD OF SELECTMEN MEETING OF MARCH 24, 2014 ACTION ITEMS 1. Permission to Use Breakwater Beach – Father Wilmot of The Anglican Church of the Resurrection is again asking permission to hold a service on Easter Sunday, April 20 on Breakwater beach as well as to hold Sunday Church services in July and August from 7:30am – 8:15 am. Beach stickers are required in July & August at 9:00 am and he has agreed to the fact that anyone who may linger and does not have a beach sticker could receive a ticket. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request 2. Request for One Day Liquor Licenses – The Brewster Chamber of Commerce is requesting two one day beer & wine liquor licenses for Wednesday, April 23 from 5:30pm – 7:30pm and Thursday, May 8 from 5:30pm – 7:30pm for Business to Business events being held at the Old Manse Inn and at the Harbor Lights Mini Golf. The cost of each license is $35.00. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request. 3. Letter of Support – The Natural Resources Department is applying for a Coastal Zone Management grant for the Green Infrastructure for Coastal Resilience Pilot Grant Program and the application requires documentation of support by the local Selectmen. The funds would be used at Breakwater Beach. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to sign the letter of support. 4. Waiver of Fee – Paul Lucier is requesting a waiver of a building permit fee. In 2007 Mr. Lucier was issued a building permit for 42 Skaket Way at the cost of $1,426. For various reasons, including illness and title issues, the construction never occurred. Mr. Lucier is now ready to begin building at that location again and is requesting a waiver of the building permit fee. Since 2007 permit fees have increased. In addition the size of the project has increase from the original 3,720 square feet, which also increases the cost of the permit. The Building Commissioner supports waiving $1,426 of the fee, leaving Mr. Lucier to pay the difference. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request and waive $1,426 of the building permit fee. 5. Request for Proclamation – Tuesday, April 8th is Equal Pay Day, the symbolic day where a woman’s earnings reach a man’s earnings of the previous year. The MA Federation of Business and Professional Women are asking all MA cities and Towns to issue a proclamation marking equal pay day. March 24, 2014 Action Items Page 1 of 2 ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request. March 24, 2014 Action Items Page 2 of 2 FYI ITEMS (MAIL) March 24, 2014 A. February 19, 2014 Orleans, Brewster, Eastham Groundwater Protection District Board of Managers meeting minutes B. Tri-Town Decision Tree & Schedule C. Notice from DEP to Charles MacLean, re; upholding the Conservation Commission’s Order of Conditions, requiring ongoing beach re-nourishment at 20 Swift Lane D. January/February 2014 BGTV Video Services Coordinator’s Report E. Notice to Selectmen from Brewster Chamber of Commerce, re; 28th Annual Brewster in Bloom weekend F. Update from Lower Cape Outreach Council on Brewster Fuel Assistance G. January 2014 Cape Light Compact’s Energy Efficiency Report H. February 11, 2014 Golf Commission meeting minutes I. February 2014 Captains Golf Course Comparison Report J. 2013 license fee payment from Comcast/Xfinity K. March/April Cape Cod Children’s Place Newsletter (hard copy in office) FYI – March 24, 2014 Page 1 of 1