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HomeMy Public PortalAboutComprehensive Water Planning -- 2011-03-14 Minutes 01‘011111111/00� wsi. % i Comprehensive Water Planning o,;,.oF .F� =_ Town of Brewster Committee 2 l qlr.�, �{ 1, D 2198 Main Street o i�,z � t.til�<'_li— F y= Brewster, Massachusetts 02631-1898 (508) 896-3701• " "=°nom FAX (508) 896-8089 BO Pee 9./1/!/I1fIffI IIIllA 111\1\\ \\\\ Date Approved: 3/28/11 -_ _ Vote: 4-0-0 Evans abstain TOWN OF BREWSTER MINUTES OF COMPREHENSIVE WATER PLANNING COMMITTEE (CWPC) REGULAR MEETING Monday, March 14, 2011 at 4:30 pm Brewster Town Office Building Pat Hughes convened the CWPC meeting at 4:30 pm in the Brewster Town Office Building with members, Lem Skidmore, Russell Schell, Elizabeth Taylor, Joanne Hughes and Dave Bennett present. Absent: John Lipman Also Present: Sue Leven, Jim Gallagher, Chris Miller, Kathy Lambert, Peter Johnson (BCT) Recording or Taping Notification "As required by the Open Meeting Law we are informing you that the Town will be audio taping this public meeting. In addition, if anyone else intends to either video or audio tape this meeting they are required to inform the chair." Document: Build out document from Sue Leven: 031411_A AGENDA 1. Citizen Forum 2. Discussion with Kathy Lambert 3. Discuss moving forward with bridge projects & next steps on consultant services 4. Review Minutes from 2/28/11 5. Any other business that comes before the board Discussion with Kathy Lambert CWPC 3-14-11.doc 1 Audio recording—CWPC_031411_audiominutes The committee met with Kathy Lambert to hear about new software for permitting and to gain a better understanding of the data integration project that is part of the bridge projects for Phase II. Lambert: We are about to put in a permitting program on 3/17 and 3/18. In terms of data out for GIS, all parcels will be tagged with a GIS ID. The previous program did not have optional fields and was not a good solution. Tracking wells should not be a problem. If you need to track additional data I just need to know what it is. Questions: Hughes, P: In the new system will the water department records pulled in? Lambert: No that will be done separately with GIS. I am not sure that the Water dept. has map and lot. Hughes, P: They do have water usage records. Will each department go back to capture old data? Lambert: Data will be converted. I am not sure about entering old data. Leven: GeoTMS has been used for 10 years. CDM had provided us shape files on disk. They are sending a new one. Lambert explained what is available. If certain things need to be tracked then departments need to know about it. What do we want to track?Who is responsible for tracking it? Hughes, P: Looking at data and putting together reports—Can Sue get BOH records? Lambert: Everyone will have access to other department records. Lambert: GIS data will need to be exported and reworked. It depends on what you want. Hughes, J: Did you read our recommendations to CDM? Lambert: Some of them seemed to replicate what we are already doing. Online GIS, yes, if people need it. I am a GIS skeptic. GIS is usually done for a purpose. Not sure about a generic GIS project. We have tried to make generic viewing of data easier and it sits there and no one reads it. Hughes, J: Once system is up. How would I look up an address? Lambert: Address, Map or Lot Hughes, J: Does the information have to be permit driven? Lambert: Primary purpose is permit driven. Leven: You can pull a fact sheet for a property. Comments re: similar system. I think you are talking about parcel overlays with wetlands. *A discussion continued regarding records, tracking, GIS capabilities, and examples. Hughes, J: Compare or track BOH permitting with water use data? Lambert: No, not right now. GIS ID and water department data, possible. A color gradation for particular water usage. She gave a few examples. Hughes, J: The ultimate goal is to marry BOH records with water records. Skidmore: Yes, but first they need to be available. Once we have the data then we need to know what questions to ask. Can I query the data to find out excessive water use or septic system failures? Hughes, J: My fear is we use one system and water is using another system. Lambert: Every parcel in town has a GIS ID, (12 digit number). We have to add that to water department because they track by address. Discussion with Kathy Lambert Leven: I spoke to Paul Anderson and he understands the issues. CWPC 3-14-11.doc 2 Audio recording—CWPC_031411_audiominutes Bennett: GPS coordinate is on there regardless of old or new assessor map numbers. Is that going to be rectified? Conversion program? Lambert: No, not sure if old or new maps Leven: Building department and Assessors dept. have old and new map. Lambert: Ongoing question, there have been legal issues, various departments have raised objections. Leven: It has to do with comfort zone. We have been dealing with old maps. New maps creates panic. There are re-filing issues. It is a new way of thinking. Bennett: Part of utility of going to this new system? Lambert: Conversion is possible. Leven: For current and going forward it is fine. Lambert: Assessor's database—it includes old map and lot b/c it is legal. Bennett: GIS coordinate is the common denominator. Leven: Shared an example. Lambert: It is easier for me to answer questions if you tell me what you want to get out of it? Bennett: Realize old and new data coming together. Sue determines layers for big planning picture. Leven: Shared another example regarding viewing or changing. Lambert: Every parcel has an ID and you can attach information to that. Schell: Query question, Street, #'s, #of bedrooms? Can you get that information? Skidmore: Assessor's data can be exported to a spreadsheet. That has the GIS ID. One item is#of bedrooms. He shared a septic system example. I looked at the Assessor's db, lot size, footprint of house (subtracted), wetlands buffer, (subtracted) You can bring all this information together and do anything you want. Lambert: All data needs to have the GIS Parcel ID. Taylor: In the new permitting program are there extra fields? Lambert: Yes, you can add fields and add new permits Taylor: BOH expanding designation of a bedroom, will this involve rework? Hughes, J: Rooms (number of) determine septic system. *Taylor and Hughes discussed process and number of rooms. Assessor's info. vs. Health dept. info. Hughes, P: Is it number of bedrooms or total rooms? There was a group discussion regarding number of rooms, bedrooms, etc. Discussion with Kathy Lambert, cont. Taylor, Hughes, P: Build-out discussion Taylor: 10k square ft. for bedrooms just for zone 2? Hughes, J: We aren't interested in doing that with zone 2's, waiting on numbers... CWPC 3-14-11.doc 3 Audio recording—CWPC_031411_audiominutes Leven: TMDL numbers, continued discussion Bennett: This would be a huge problem for small lot sizes. B&B's wouldn't be able to do it. The science will drive the solution. Leven: That is why they changed the Water Quality by-law. It put a lot of areas in dire straits. (Small restaurants and B&B's.) `Group discussion continued Hughes, J: Goal for completion of new system? Lambert: Health, Conservation, and Planning will be online Friday 3/18/11. Lambert: It will be accessible from Internet. 1) Track and cross compare between departments, it will require some data entry in some cases. 2) Water, tie the addresses to the GIS. They did this at the Police department. They found a significant amount of roads that have no signs. There may be some similar issues. Water-The software is about billing. The user interface is setup for billing. A discussion about raw data, water department, etc. map and lot(important for town hall and not other depts.) Discuss moving forward with bridge protects & next steps on consultant services Leven: Spoke to Ed Eichner. Gave$40k base. Meeting on 3/22 to go through it. Will send Pat and Chris a copy Will have information ready for meeting on the 28th Build Out Leven: Distributed a build out document and explained to committee. The town has a lot of individual land use classifications. I have divided them into headings. Look at generalized headings and then overlay zoning with land use. Look at trending, areas over taxed, etc. Information is available on-line about build out analysis. USAP Green Communities build out scope; Dave Young said Yarmouth has a good scope. Sue has asked the Yarmouth planner for it. Includes protected land, owned by trust, etc. Shared examples. 61, 61A and 61B. Taylor: 61 A, B—tax designation. It doesn't tell you anything about build out. The group discussed different ways of doing the build out. (Assumptions) Hughes, J: Do we leave these assumptions up to the consultant?We want a build out analysis. Leven: Part of it does involve making certain assumptions. Look at build out realistically, Sea Camps, Ocean Edge example. The group discussed analysis, open land, open land to be developed. Hughes, J: Under your current guidelines, R&R's and by-laws plus what has been put aside, this is the build out. Discuss moving forward with bridge projects & next steps on consultant services Hughes, P: We may want to have the golf course looked at. Basic build out existing and future conditions and a few special examinations, given certain properties. Leven: We can overlay Open Space Committee (OSC) list of desired parcels Peter Johnson: I always understood that build out means maximum potential build out. CWPC 3-14-11.doc 4 Audio recording—CWPC_031411_audiominutes Leven: Most build outs are for 20 years.Will there still be a golf course? Build out is the highest use of any particular piece of land. Shared sizing a power plant example. Hughes, P: draft RFP for Brewster Build out. Leven will send out what she has once it is reformatted. Sent 3/16 Bennett: From conceptual standpoint, CDM, how are we allocating? Dismissed centralized authority? Hughes, P: We haven't defined CDM's role. There was a discussion regarding one central consultant and sub contractors for project work. Schell; To Sue— Does the Brewster by-law or MA precedence provide for controlling conversion of property like Sea Camps or others --transition to 40B projects? It would be undesirable from our standpoint for property to go from Agricultural to 4 bedrooms per acre. Leven: There are tax implications for taking properties out of agricultural classification. If you are developing it into a resort, that is a cost of doing business. Anything over 30 acres is Dev't commission review. A whole other level of review. There are processes in place. Schell: There really is no restriction Leven: Nothing State wide or locally unless it is written into a permit or conservation restriction. (Municipality right to first refusal) Nothing that covers everything. Hughes, J: If the NRPD by-law town was town wide would that have some bearing? Leven: Whether or not that appears to make sure development only happens in certain areas.... Made sense in Zone II's and Pleasant Bay Water Shed. Hughes, J: When was our last build out done? Leven: 1998 or 2000 (CCC)Taylor says she has maps. Hughes, P: For MEP reports a lot of work that was done was essentially a build out. Ed Eichner was at the commission. MEP reports looked at these water sheds. Leven will ask Ed Eichner if he has any build out info. [Pleasant Bay and Namskaket] Also ask the commission. Schell: In addition to having the Orleans information corresponding to the water sheds that extend from Brewster to the Bay, It would be good to have the area and number of bedrooms in each sub water sheds. You can make ratios to come up with an allocation of cost. Miller: Do we have a copy of what Orleans did? Leven: They did it in-house. Town Planner and Assistant Town Planner. Sue will ask George Meservey. Consulting: Hughes, P: Stay with CDM or look at other options?We can vote or have discussion. Taylor: Have them over arching and then sub contract out other work. They do scoping *There was a discussion on whether to re-hire them. Need new contract. Writing scopes Bennett: I would like to have someone focusing on the big picture. Keep CDM; need a clearinghouse for direction, Sue your opinion? Recommendation? Someone looking over the RFP's, reviewing the proposals. I am not sure this excludes them from bidding. Also Sue's experience in working with CDM. Leven: I want to hear everyone's comments. CWPC 3-14-11.doc 5 Audio recording—CWPC_031411_audiominutes Schell: I got the impression when Mr. Sumner was here that there is very little restriction, and a lot of flexibility. I would be desirable if you have a specific approach to run it by him. He did not identify roadblocks. Our role is advisory to BOS and TA. We are talking here about contracting, Brewster needs a contracting officer. Usually this comes from the TA office. Specs often come from other sources. Is that style of organization compatible with anticipated contracting? Skidmore: CDM should be the general contractor and hire others for CDM to manage? This needs clarification. Leven: Bridge or next phase?Writing a scope for an RFP (might be for them) There was a general discussion for writing a scope, RFP, etc. Bridge projects, Phase II Bennett: We need to be clear on this. We need a firm to maintain coherency of this project. We are behind the other towns. Our BOS need information from us so they can participate in ongoing discussions. A professional firm brings focus and continuity to moving forward. If they should not be excluded from participating if they legally can, then write the RFP's and review them. We can manage proposals. They get paid for moving projects forward. This is what our committee needs. Skidmore: I agree. CDM did some good work. I don't think their management was part of it. Overall management, not my first choice. Miller: Wastewater Planning in Orleans has one voice. CDM —We were going to hire someone else to go forward. One voice, one project manager preferred. Hughes, J: Re: Lipman comments from 2/28. I identified with what he said. CDM did not lead. They took information, digested it, and gave it back to us in a difficult format to understand. I recommend looking for another company. Taylor: If we switched to another company, how much time do we think it would take? Leven: Phase I was to gather information and establish needs. The next company will take the information and do an evaluation of the town with our needs in mind, going forward. Hughes, P: I don't disagree with this approach. We need ongoing dynamic support for the Planner and our committee. I think we should go through the process. Leven: I have worked with CDM before on a many projects. I was not happy with their work on this project. The final draft needed editing. When CDM presented, Rob Musci was the project manager not Dave Young. I think that overall it could have been better. I am not 100% sure a single firm or person can take us through a broad range of bridge projects, technical projects, water quality and ponds, storm water, etc. I don't see the advantage of one consultant overseeing other people. Hughes, P: Bridge projects, we do RFP and contracting? Leven: Do we hire someone to do a build out analysis? SEA—storm water mapping, someone to do the data management and training piece. Someone to write the scope? Consulting, cont. Hughes, P: When we interviewed before—I agree our approach is to find someone for the long term. Perhaps we are writing an RFP for Phase II with the understanding that the consultant will carry us through the plan. We build in this overarching program management, not project management. *There was a General discussion of options....bridge projects or Phase II? Leven: If SEA is doing storm water management. We need the contact name. Bennett: We want to donate some of the money to continue the SEA consultant work... Leven: SMAST proposal, scope of work for the ponds. (Ed Eichner) Harwich Pond Study issued RFQ, we have money dedicated to that, GIS and data mgmt. —Town doing permitting, and where can we use this system? CWPC 3-14-11.doc 6 Audio recording—CWPC_031411_audiominutes Leven: In part. The permitting portion is important but not complete. We have needs to get data from other departments. Data from Dept. of Health, Water Dept., and DPW—Data needs to go to people doing the build out and then we need to train people to use it Taylor: Can CCC help with this? Leven: I need to speak with a few people at the CCC. Skidmore: The BOH data will be converted to this new system if in electronic format. If we want the paper records in the system we need a resource. Also there is well information. (Data entry) *There was a general discussion regarding number of wells in Brewster. Source of this information? Hughes, P: Why didn't CDM have this data? Leven: If we have water use data with land use data— an overlay will give you well numbers Skidmore: If you want well data you have paper permits. Bennett: Assign information to a parcel. Hughes, J: Look at bridge projects and look at how close are we to a RFP? Hughes, P: A review of action items: Catch up with CCC, Scoping out data management issues, Who? Bob Bersin— follow up. Let's find out what the SEA consultant is doing. *Leven will follow up with Bob Bersin. Hughes J: Contract out a RFP writer? Or you? Leven: I can probably do it. The pond proposal will come from SMASS. The Harwich pond study is out, Storm water—We need to speak with SEA, We need build out and data management. I will talk to commission (their IT contacts) Determine amount of money to give to SEA. Skidmore: The Barnstable County lab did the testing. They should have the data. Bennett: We need a goal that all RFP's out by a date (4/15 or 5/1) Sue if you feel comfortable managing RFP's, can you give us a date and can we look for someone to write a scope for Phase II?A technical writer. Leven: Phase II —I have an outline and a narrative that I am half through. Hughes, P: I agree with Dave's approach. Leven: To Pat—You and I need to meet with Dave Young. Once I have a RFP done I would like you to read it. Consulting, cont. Hughes, P: The next meeting is 3/28/11. Do you think you can get us the RFP's by 3/28? Leven: Scope of work build out for 3/28, Data management, Call Commission 4/11/11 final approvals of RFP's. — Discussion cont. Leven: You will have the proposal from SMASS on 3/28 Stack of RFQ's Hinckley Project—The entire committee is not required to review Hughes J, Made a Motion to pay the balance of what we owe to CDM, Bennett Second, Vote, 6-0-0 Action Items: Outline and narrative of Phase II to committee from Leven—will send via email. Bennett: I think if we are going to start to look for money we need to have this together by late spring, early summer. Money will be addressed at the fall town meeting. CWPC 3-14-11.doc 7 Audio recording—CWPC_031411_audiominutes Bennett: We will have a RFP by the 2nd meeting of May? Bennett: You are doing a wonderful job. I don't want you to take on too much. I fully support hiring outside professionals. I would like to see us move ahead with progress. Leven: This committee has learned a great deal about how this process works and how everyone works together. Taylor: I don't think the town has knowledge of what this committee has been doing. No presence with the town. Hughes, P: It is a lot of work. It takes about 15 hours a week. It will constantly be a challenge for us to be on top even with the best consultants. Peter Johnson: This is one incredible job (tackling and a big job ahead). I realize the challenge to make a decision. There are moments of circular talking going on here. Dave makes a very important point. Observation of consultant—It might have been nice to have a more proactive group. I am impressed with Mike Giggi in Orleans. Going forward we will need someone like that in Brewster to do this job. It may help already to have someone like that. Don't over burden yourself. If you can hire the right folks you will be much more effective going forward. Hughes, P: 4/11 sign off on RFP for bridge projects Hughes, P: We met with Matt Gordon and Brian Wick from the Cranberry Growers Association at the CCC offices. They are willing to work with us. Summer open house or forum? Leven: He shared some reports and books. I can send this information to the committee. There was a discussion regarding future meetings including the Cranberry Growers Association. Leven to check on availability of PowerPoint. Copies of presentations?Taylor asked. Bennett: What became of the letter to BOS to go to Orleans BOS? The letter was sent and Pat spoke at hearing. Sue followed up with George Meservey. Leven: Brewster is not in the same place as the other groups speaking out against the project. Issue—discussion and planning of areas of Namskaket under Brewster's control. We want a clear idea of what is going on and how we fit into it. Hughes, P: Brian Dudley was there. I think we have to go directly to DEP and push them for it. There was a discussion about who to contact next. Hughes, J: Letter directly to CCC. DEP. Schell: The Brewster letter in the Pleasant Bay report says Brewster does not anticipate any engineered projects associated with nitrogen in Pleasant Bay. Bennett: Pleasant Bay Alliance? Backdoor to Orleans? Huhges, P: Sue and I will contact Brian. Other Business: Review Minutes from 2/28/11 Hughes, J made a Motion to accept as written Skidmore Second All Aye Vote, 5-0-1, Bennett abstain Bennett made a Motion to adjourn Skidmore Second All Aye CWPC 3-14-11.doc 8 Audio recording—CWPC_031411_audiominutes Vote, 6-0-0 Next meeting is Monday 3/28/11 @ 4:30 pm. Meeting ended 6:45 pm R== tfully - •. fitted, no Alibi, i-, , e (A ,_ Davelrfrf'"� ' Kelly Moore, '4eept. Assistant Planning CWPC 3-14-11.doc 9 Audio recording—CWPC_031411_audiominutes Action Items: Updated 3/18/11 CWPC Meeting 3/14/11 Action Item: Comments: Status: Due CDM REPORT, FINAL VERSION: Leven 3/28/11 Ask CDM what the committee can have electronically:eRoom on DVD?Maps?Source files for the flyer? BRIDGE PROJECTS AND PHASE II: Leven 3/28/11 Outline and narrative of Phase II to committee Leven-SEA contact? 3/28/11 Talk to Bob Bersin: Determine if CWPC can contribute towards the cost of services with SEA Leven 3/28/11 Send Chris Miller&Pat Hughes the proposal from Ed Eichner Share information with committee at next meeting Leven 3/28/11 >>>Ask Ed Eichner if he has any build out information for Pleasant Bay and Namskaket Leven 3/28/11 Ask George Meservey for a copy of what Orleans did for build out.They did it in-house. Leven 3/28/11 Follow up with CCC(IT contacts) re: build out information CWPC COMMITTEE MEMBERS 3/28/11 Provide Leven a list of all build out questions and any assumptions(accessory apts.,zoning,golf course, etc.) 3/28/11 Draft RFP for Brewster Build out, Info. sent outline to the committee 3/16/11 Leven, Hughes 4/11/11 Sign off on the RFP for the bridge Projects MISC: Cranberry Growers Association Leven 3/28111 Send information to the committee from Matt Gordon and Brian Wick from the Cranberry Growers Association. (reports,books,etc.) Leven 3/28/11 Check on the availability of PowerPoint presentations from the last meeting CGA,Taylor and Leven attended in 2010 CWPC 3-14-11.doc 10 Audio recording—CWPC_031411 audiominutes