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PAGES 147-153 Brewster Select Board Meeting of February 10, 2019 Consent Calendar Items
1. Sign March 3, 2020 Presidential Primary Warrant and Appoint Slate of Election Workers as printed The Town Clerk requests the Board appoint the election workers and sign the primary warrant as is customary.
Administrative Recommendation: We recommend the Board approve this item
2. Signature Requested On January 21st, the Board voted to join the Dennis Community Block Grant as a regional partner. A letter of support is required from the Board for the Grant Submission to the Department of Housing and Community Development (DHCD).
Administrative Recommendation: We recommend the Board approve this item
3. Request to Permit Additional Remote Attendance and Add Further Discussion of Remote Participation Policy to Upcoming Agenda The Town Planner requests that Planning Board member Kari Hoffman be allowed to participate in a continued hearing on February 12th, and would also appreciate adding future discussion regarding policy clarification of the remote participation policy to an upcoming agenda.
Administrative Recommendation: We recommend the Board approve this item
4. Request for two (2) One Day Liquor Licenses – Cape Museum of Natural History The Cape Museum of Natural History is asking for a one day liquor license to serve wine and beer at a Lecture on Thursday March 5, 2020 from 5-8pm. They are also asking for a one day liquor license to serve wine and beer at a gallery reception Friday March 13, 2020 from 5-8pm.
Administrative Recommendation: We recommend the Board approve this item
1 2020 Election Workers NOTES Name Sally Andreola Barbara Bartolomei Joan Bernstein Dave Briggs Charlie Brooks New Mary Beth Buhler new Nancy Burdych Pat Busch George Carey Susan Carr Jan Carstanjen Joan Carstanjen (added 11-1-18) New Sally Cash Kathleen Conroy New Susan Daley Suzanne Dean Gina Dupont Jim Eddy Mary Eddy DEPUTY WARDEN Lauren Elliot-Grunes Beth Finch Myles Franklin New-worked in off. Sandy Franconi Pat Galante (available if needed) New Emily Gallagher Bob Gaughram Lisa Gerrish Robert Harris Amy Harbeck Joseph Henry Sandra Henry Jean Hooper Mary Howe New-have not yet Joanne Hughes Nancy Huppi Aline Johnson Ellie Johnson Peter Johnson New-have not yet Sandra Johnson Virginia Joudrey Linda Kaiser Cheryl Kimberley June Legg Anne LeMatire Mary Loftus Levine Ann Mageean William Mageean Gerry Mannix Terry Mannix Katherine Marsella Tammi Mason CLERK - Precinct 3 pm Cynthia Mathison Janet McCormack Julie Menges (cultural council) Ralph Moretta Barbara Mullane Mary Myers MaryJo Nabywaniec Mary Noering John Noering Tom Noering Carolyn Noering Judy Novick Marjorie Oliver Barry Oliver Brenda Oliver New -have not yet Chris Patterson New -have not yet Sara Phillips Judith Polio new 1/2018 Christine Rossiter Judy Rowe Pete Scheffer Joan Scheffer Pamela Shinnick Pam Smith Joan Spillman Pat Stanley Emily Sumner Mary Szucs Elizabeth Taylor Kim Tipton Elbert Ulshoeffer Karen Wells Karen Whitney Charles Winn Lynn St. Cyr Terri Iaccheri Sara Provo Carrie Guiliano Megan Downey Town of Brewster 2198 Main Street Office of: Brewster, MA 02631-1898 Select Board Phone: (508) 896-3701 Town Administrator Fax: (508) 896-8089
Memo
To: Brewster Select Board
From: Donna J. Kalinick, Assistant Town Administrator
Date: February 3, 2020
RE: CDBG letter of support
On January 21st, the Board voted to join the Dennis Community Block Grant as a regional partner. A letter of support is required from the Board for the Grant Submission to the Department of Housing and Community Development (DHCD). A draft letter of support is included. Office of: Town of Brewster Select Board 2198 Main Street Town Administrator Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089
January 30, 2020
Janelle Chan, Undersecretary Department of Housing and Community Development Commonwealth of Massachusetts 100 Cambridge Street, Suite 300 Boston, MA 02114
Re: CDBG Housing Rehabilitation Application for FY20
Dear Ms. Chan,
The Brewster Select Board is writing you in support of the FY20 Community Development Block Grant (CDBG) application to the MA Department of Housing and Community Development (DHCD) for the Dennis Regional Housing Rehab Grant. This grant will allow the combined towns to meet the housing rehabilitation and childcare voucher needs of LMI (low-moderate income) residents of the Villages of Dennis, Brewster and Wellfleet and will provide $1.3 million for approximately 25 homes to be rehabbed and childcare vouchers for 35 families.
The affordable housing and economic development challenges of the Cape are well documented. CDBG funding is a vital resource for stabilizing and preserving existing homes in our region and ensuring that working families have affordable child care. The Housing Rehab Programs provide homeowners earning less than 80% of the area median income with an opportunity to address the safety and energy upgrades to their homes.
In addition, the childcare component of these grants provides financial assistance for the cost of childcare for LMI families who rely on local, licensed childcare providers to care for their children while they are at work. The FY19 programs are already filling up and will be at full capacity by mid-2020. Both of these programs are playing a vital role in stabilizing the year-round families living in these towns.
We urge you to provide the funds requested, so that the Towns of Dennis, Brewster and Wellfleet can assist LMI homeowners in need of critical home repairs and working families with young children in need of safe and affordable childcare. We, as a town are invested in housing solutions and are happy to work with our regional partners in this grant. Thank you for your consideration of these proposals.
Sincerely,
David Whitney, Brewster Select Board Chair Town of Brewster 2198 Main Street Office of: Brewster, MA 02631-1898 Select Board Phone: (508) 896-3701 Town Administrator Fax: (508) 896-8089
Memo
To: Brewster Select Board
From: Ryan Bennett, Town Planner
CC: Peter Lombardi, Town Administrator
Date: February 3, 2020
RE: Remote Participation Policy
The Planning Department is seeking clarification on the Select Board’s remote participation policy regarding consecutive meetings. On occasion, the Planning Board and ZBA review complex applications that are continued across multiple meetings. In these cases, where a public hearing is continued beyond two (2) consecutive meetings, I believe it would be appropriate to allow a remote participant to remain involved in the process so that they may participate in the final vote on that specific project, but not get involved on any new cases while participating remotely.
Specifically, I am asking that member Kari Hoffman be allowed to participate in a continued hearing on February 12th, but would also appreciate a future discussion regarding policy clarification.
Respectfully Submitted,
Ryan Bennett
Archived: Friday, February 7, 2020 2:08:24 PM From: Colette Williams Sent: Wed, 5 Feb 2020 10:35:24 To: Robin Young; Peter Lombardi Subject: ATE Citizens Petition Sensitivity: Normal Attachments: Citizens Petition - Security at Pilgrim Power Plant.pdf; Questions on local ballots - MGL 53 s18A.pdf;
Attached please find a citizens petition to place a non-binding question on the 2020 Annual Town Election. Although it is titled both Town Meeting and Town Election, she has stated it is for the election. This was done once before in 2013, language is different this time.
Thank you, Colette
TOWN OF BREWSTER | FIVE YEAR CAPITAL IMPROVEMENT PLAN | FY2020 - FY2024 Potential to Phase # Dept Project Funding Source FY 2020 (Fall) FY 2020 (Spring) FY 2021 FY2022 FY2023 FY2024 5 Year Cost into Operating Budget 1 DPW Drainage/Road Maintenance FC 250,000 0 150,000 175,000 200,000 225,000 1,000,000 X $100k in FY21 2 DPW MS4 Stormwater Compliance FC 25,000 0 60,000 65,000 70,000 75,000 295,000 X 3 DPW Landfill Monitoring FC 0 0 60,000 65,000 70,000 75,000 270,000 X 4 DPW Millstone Road Design Road Bond 0 110,000 75,000 20,000 0 0 205,000 5 DPW Millstone Road Construction Road Bond 0 0 1,750,000 3,500,000 0 0 5,250,000 6 DPW Other Town Bond Road Projects (TBD) Road Bond 0 0 0 0 1,000,000 0 1,000,000 7 DPW Pavement Management Plan Update CH. 90 0 0 40,000 0 0 0 40,000 8 DPW Route 137 Design & Construction CH. 90 0 100,000 650,000 0 0 0 750,000 9 DPW Other State Aid (Ch 90) Road Projects (TBD) CH. 90 0 0 0 315,000 315,000 315,000 945,000 10 DPW Complete Streets Road Project(s) State Grant 0 0 0 400,000 0 400,000 800,000 11 DPW Crosby Culvert Federal Grant/Road Bond 0 150,000 250,000 0 0 0 400,000 12 DPW H-4 Dump Truck 2008 FC 0 0 0 245,000 0 0 245,000 13 DPW P-2 One Ton Dump Truck 2012 FC 0 0 100,000 0 0 0 100,000 14 DPW P-G Scag 48 2010 FC 0 0 15,000 0 0 0 15,000 15 DPW P-D Great Dame Mower 2010 FC 0 0 15,000 0 0 0 15,000 16 DPW H-13 Hot Box 2014 FC 0 0 0 50,000 0 0 50,000 17 DPW H-14 Asphalt Roller FC 0 0 50,000 0 0 50,000 18 DPW L-2 Front End Loader 1989 FC 0 0 0 0 225,000 0 225,000 19 DPW P-J Scag Turf Tiger 2011 FC 0 0 0 15,000 0 0 15,000 20 DPW H-11 15" Chipper FC 0 0 0 0 75,000 0 75,000 21 DPW L-3 Loader/Backhoe 2006 FC 0 0 0 0 0 225,000 225,000 22 DPW H-18 Paint Trailer 1991 FC 0 0 0 0 0 10,000 10,000 23 DPW H-19 Utility Trailer 1989 FC 0 0 0 0 0 10,000 10,000 24 DPW P-V Leaf Vacuum 2013 FC 0 0 0 0 20,000 0 20,000 25 DPW H-9 Silverado 1 ton 2015 FC 0 0 0 0 0 100,000 100,000 26 DPW H-17 Cam Trailer 2009 FC 0 0 0 0 0 10,000 10,000 28 DPW H-3 Dump Truck 2003 FC 235,000 0 0 0 0 0 235,000 29 DPW G-13 Utility Truck 2007 FC 80,000 0 0 0 0 0 80,000 Subtotal DPW Department 590,000 360,000 3,165,000 4,900,000 1,975,000 1,445,000 12,435,000 1 POLICE Vehicle Replacement FC 0 0 135,000 135,000 140,000 140,000 550,000 X 2 POLICE IT Repair/Replacement FC 0 0 20,000 0 0 20,000 40,000 3 POLICE Security Pen/Fencing/Gate FC 0 0 0 0 50,000 25,000 75,000 4 POLICE Building Work FC 0 0 15,000 0 0 0 15,000 5 POLICE Ballistic Vest Replacement (23) FC 0 0 0 25,000 0 0 25,000 6 POLICE Cruiser Video Replacement FC 0 0 0 55,000 0 0 55,000 7 POLICE Mobile Data Terminal Replacement FC 0 0 0 0 35,000 0 35,000 8 POLICE Community Room Improvements FC 0 0 0 0 0 30,000 30,000 9 POLICE Dispatch Console FC 0 0 0 0 0 50,000 50,000 Subtotal Police Department 0 0 170,000 215,000 225,000 265,000 875,000 1 FACILITIES Drummer Boy Gazebo Lighting and Shed FC 0 16,000 0 0 0 0 16,000 2 FACILITIES Town Hall Window Replacement FC 0 0 8,500 50,000 50,000 0 108,500 3 FACILITIES Town Hall Office Reconfiguration FC 0 10,000 0 0 0 0 10,000 4 FACILITIES Town Hall Hot Water Heater Upgrade Utility Incentives 0 10,210 0 0 0 0 10,210 5 FACILITIES Town Hall Lighting Upgrade Utility Incentives/Green Communities 0 26,609 0 0 0 0 26,609 6 FACILITIES Town Hall HVAC Upgrades Green Communities 0 60,720 0 0 0 0 60,720 Subtotal Facilities Department 0 123,539 8,500 50,000 50,000 0 232,039 TOWN OF BREWSTER | FIVE YEAR CAPITAL IMPROVEMENT PLAN | FY2020 - FY2024 Potential to Phase # Dept Project Funding Source FY 2020 (Fall) FY 2020 (Spring) FY 2021 FY2022 FY2023 FY2024 5 Year Cost into Operating Budget 1 LIBRARY Library Renovation Design/Construction CPC/FC/MLBC/Debt Exclusion/Capital Stabilization 0 0 0 471,180 0 12,286,355 12,757,535 Subtotal Ladies Library Department 0 0 0 471,180 0 12,286,355 12,757,535 1 IT Payroll/HR Software Upgrade FC 0 71,000 0 0 0 0 71,000 2 IT Regional Planimetrics Project DLTA/FC 0 35,569 0 0 0 0 35,569 3 IT Technology Upgrades/Replacement FC 25,000 0 20,000 20,000 20,000 20,000 105,000 X $15k in FY21 4 IT Microsoft Office 365/Hosted Upgrade FC 0 0 55,000 0 0 0 55,000 Subtotal IT Department 25,000 106,569 75,000 20,000 20,000 20,000 266,569 1 DNR Freemans Pond Culvert Wing Walls Federal Grant/State Grant 0 25,000 300,000 0 0 0 325,000 2 DNR Stony Brook Millsites Retaining Wall Federal Grant/State Grant 0 34,000 300,000 0 0 0 334,000 3 DNR Walkers Pond Water Quality FC 0 43,000 0 0 0 0 43,000 4 DNR HVAC Upgrades Utility Incentives/Green Communities 0 59,580 0 0 0 0 59,580 5 DNR Lighting Upgrade Green Communities 0 5,777 0 0 0 0 5,777 6 DNR Bike Trail Extension (Linnell Landing) State Grant/Complete Streets 0 0 0 800,000 1,100,000 0 1,900,000 7 DNR Repurpose Water Dept. Generator FC 0 0 15,000 0 0 0 15,000 8 DNR Long Pond Boat Ramp FC 0 0 80,000 0 0 0 80,000 Subtotal Natural Resources Department 0 167,357 695,000 800,000 1,100,000 0 2,762,357 1 SB Housing Trust Short Term Rental Revenue/FC 0 225,000 225,000 225,000 225,000 225,000 1,125,000 X $150k in FY21 2 SB McGuerty Road Conservation Land State Grant/CPC 0 236,000 0 0 0 0 236,000 3 SB Dog Park CPC/STANTON GRANT/FC/DONATIONS 0 0 500,000 0 0 0 500,000 4 SB Drummer Boy Master Plan Update FC 0 0 15,000 0 0 0 15,000 5 SB Outdoor Hydration Stations (7) State Grant/CPC 0 0 90,000 0 0 0 90,000 6 SB Human Resource Audit State Grant/FC 0 20,000 0 0 0 0 20,000 7 SB Integrated Water Resource Planning/Implementation FC 0 0 75,000 75,000 75,000 75,000 300,000 8 SB Fertilizer Impact Assessment (Golf Course) State Grant/FC 0 0 90,000 0 0 0 90,000 9 SB Fertilizer Reduction Feasbility Study (Golf Course) FC 0 0 50,000 0 0 0 50,000 10 SB Phosphorus Treatment Pilot Program (Ponds) State Grant/FC 0 0 0 0 150,000 0 150,000 11 SB Community Center Design/Construction FC/Debt Exclusion/Capital Stabilization 0 0 0 0 0 TBD TBD 12 SB Compensation & Classification Study FC 45,000 0 0 0 0 0 45,000 13 SB Community Center Feasibility Study FC 235,000 0 0 0 0 0 235,000 14 SB Local Comprehensive Planning FC 70,000 0 0 0 0 0 70,000 15 SB Open Space & Recreation Plan Update CPC 30,000 0 0 0 0 0 30,000 16 SB Charter Committee Community Outreach FC 5,157 0 0 0 0 0 5,157 17 SB Millstone Road Housing CPC 0 0 0 750,000 0 0 750,000 Subtotal Select Board Department 385,157 481,000 1,045,000 1,050,000 450,000 300,000 3,711,157 1 ASSESS Valuation Services Overlay 80,000 0 80,000 80,000 80,000 80,000 400,000 Subtotal Assessors Department 80,000 0 80,000 80,000 80,000 80,000 400,000 TOWN OF BREWSTER | FIVE YEAR CAPITAL IMPROVEMENT PLAN | FY2020 - FY2024 Potential to Phase # Dept Project Funding Source FY 2020 (Fall) FY 2020 (Spring) FY 2021 FY2022 FY2023 FY2024 5 Year Cost into Operating Budget 1 NRHS High School Renovation Debt Exclusion 0 131,825,665 0 0 0 0 131,825,665 2 NRS Annual Capital Allocation Raise & Appropriate 0 262,138 268,691 275,409 282,294 289,351 1,377,883 3 ELEM Combined Technology FC 0 65,000 60,000 60,000 60,000 60,000 305,000 4 ELEM Combined HVAC/Plumbing/Electrical Repairs FC 0 25,000 25,000 25,000 25,000 25,000 125,000 5 ELEM Combined Painting Int/Ext FC 0 50,000 50,000 20,000 20,000 20,000 160,000 6 ELEM Stony Brook School Roof Repairs FC 0 15,000 0 0 0 0 15,000 7 ELEM Eddy School Repair Sidewalk & Curbing FC 0 0 70,000 0 0 0 70,000 8 ELEM Stony Brook School Flooring Replacement FC 0 0 30,000 25,000 40,000 0 95,000 9 ELEM Stony Brook School Hazardous Waste Abatement FC 0 0 55,000 20,000 0 0 75,000 10 ELEM Stony Brook School Asphalt Roof Design/Replacement ** MSBA/FC/Short-Term Debt 0 0 200,000 1,200,000 0 0 1,400,000 11 ELEM Eddy School Resurface Parking Lot & Drive FC 0 0 0 0 160,000 0 160,000 12 ELEM Eddy School Sidewalk Shingle Replacement FC/Short-Term Debt 0 0 0 350,000 0 0 350,000 13 ELEM Stony Brook School Unit Ventilators Replacement Green Communities/FC 0 0 0 0 320,000 0 320,000 14 ELEM Stony Brook School Rubber Roof & Boiler ReplacementState Grant/Green Communities 0 0 0 0 150,000 0 150,000 15 ELEM Stony Brook Field Renovations/White Caps - Phase 1 CPC 0 508,500 0 0 0 0 508,500 Subtotal School Departments 0 132,751,303 758,691 1,975,409 1,057,294 394,351 136,937,048 1 BUILDING Vehicle Replacement (Hybrid) Green Communities/FC 0 0 0 0 25,000 0 25,000 2 BUILDING Electronic Records Archival Database Project FC/CPC 0 0 25,000 25,000 25,000 0 75,000 Subtotal Building Department 0 0 25,000 25,000 50,000 0 100,000 1 CLERK Electronic Ballot Tabulators FC 0 0 20,800 0 0 0 20,800 Subtotal Town Clerk Department 0 0 20,800 0 0 0 20,800 1 COA Hazardous Waste Remediation & Re-insulation FC 0 30,000 0 0 0 0 30,000 2 COA Exterior Painting FC 0 0 30,000 0 0 30,000 Subtotal COA Department 0 30,000 30,000 0 0 0 60,000 1 REC John Deere Utility Vehicle REC Revolving 12,000 0 0 0 0 0 12,000 2 REC Eddy School Basketball Hoop Replacement REC Revolving 0 0 15,000 0 0 0 15,000 3 REC Freemans Fields ADA Project CPC/State Grant 0 0 291,005 0 0 0 291,005 4 REC Freemans Fields Irrigation Replacement Rec Revolving/FC 0 0 0 30,000 0 0 30,000 5 REC Town Hall Fields ADA & Upgrade Project CPC/State Grant 0 0 0 0 244,640 0 244,640 6 REC Drummer Park Playground Upgrades CPC 0 0 0 0 250,000 0 250,000 7 REC Gages Field ADA & Upgrade Project CPC/State Grant 0 0 0 0 0 204,068 204,068 8 REC Freemans Fields New Playground CPC 0 0 0 0 0 500,000 500,000 Subtotal Recreation Department 12,000 0 306,005 30,000 494,640 704,068 1,546,713 Column1Column2 Total General Fund $04 $1,092,157 $134,010,941 $6,369,949 $9,607,315 $5,492,428 $15,485,031 $171,932,821 TOWN OF BREWSTER | FIVE YEAR CAPITAL IMPROVEMENT PLAN | FY2020 - FY2024 Potential to Phase # Dept Project Funding Source FY 2020 (Fall) FY 2020 (Spring) FY 2021 FY2022 FY2023 FY2024 5 Year Cost into Operating Budget 1 FIRE Personal Protective Equipment Ambulance Receipts 40,000 0 40,000 40,000 40,000 40,000 160,000 2 FIRE Hydraulic Rescue Tools (Jaws of Life) AFG Grant/Ambulance Recepits 0 0 75,000 0 0 0 75,000 3 FIRE Scheduling/Equipment Software Ambulance Receipts 0 0 15,000 0 0 0 15,000 4 FIRE Mobile Computer Equipment Ambulance Receipts 0 0 0 25,000 0 0 25,000 5 FIRE Breathing Apparatus (32 SCBA units) FC/Lease 0 0 0 0 80,000 80,000 160,000 6 FIRE Deputy Chief Vehicle Ambulance Receipts 0 0 0 0 65,000 0 65,000 7 FIRE Ambulance 242 Lease payment Fire Operating 60,000 60,000 60,000 0 0 180,000 8 FIRE Ambulance 244 Lease payment Fire Operating 60,000 60,000 60,000 60,000 60,000 300,000 9 FIRE Ambulance 243 Lease payment Fire Operating 0 0 65,000 65,000 65,000 195,000 10 FIRE Squad 241 Lease payment Fire Operating 72,000 72,000 72,000 72,000 72,000 360,000 Total Ambulance Receipts Reserved 0 $40,000 $192,000 $322,000 $322,000 $382,000 $317,000 $1,535,000 1 WATER Construction Account Water Reserves 0 180,000 180,000 180,000 180,000 180,000 900,000 2 WATER Land Acquisition for Water Protection Water Reserves 0 70,000 70,000 70,000 70,000 70,000 350,000 3 WATER 2011 Utility Truck Water Reserves 0 60,000 0 0 0 0 60,000 4 WATER Well #3 Pump Replacement Water Reserves 0 40,000 0 0 0 0 40,000 5 WATER Well #6 Pump Replacement Water Reserves 0 40,000 0 0 0 40,000 6 WATER Well #3 Cleaning Project Water Reserves 0 40,000 0 0 0 0 40,000 7 WATER Well #6 Cleaning Project Water Reserves 0 40,000 0 0 0 0 40,000 8 WATER Lighting Upgrade Utility Incentives/Green Communities 0 16,419 0 0 0 0 16,419 9 WATER Construction Generator Project Water Reserves/Debt 0 0 1,200,000 0 0 0 1,200,000 10 WATER 2012 Pick Up Truck Water Reserves 0 0 60,000 0 0 0 60,000 11 WATER Red Top Water Main Water Reserves 0 0 125,000 0 0 0 125,000 12 WATER Master Plan Update Water Reserves 0 0 250,000 0 0 0 250,000 13 WATER 2014 Pick Up Truck Water Reserves 0 0 0 60,000 0 0 60,000 14 WATER Well #4 Pump Replacement Water Reserves 0 0 0 40,000 0 0 40,000 15 WATER Well #4 Cleaning Project Water Reserves 0 0 0 40,000 0 0 40,000 16 WATER 2015 Utility Truck Water Reserves 0 0 0 0 60,000 0 60,000 17 WATER 2015 Utility Truck Water Reserves 0 0 0 0 0 90,000 90,000 18 WATER Tanks 1 & 2 Standpipe Rehabilitation Water Reserves/Debt 0 0 0 0 0 1,500,000 1,500,000 19 WATER Generator Design (7) Water Reserves 180,000 0 0 0 0 0 180,000 20 WATER Great Fields Road Water Main Water Reserves 125,000 0 0 0 0 0 125,000 Total Water Reserve Funds 0 $305,000 $486,419 $1,885,000 $390,000 $310,000 $1,840,000 $5,216,419 1 GOLF Clubhouse Carpeting Golf Operating 0 0 15,000 0 0 0 15,000 2 GOLF Clubhouse Window & Door Replacement Golf Reserves 0 0 0 50,000 0 0 50,000 3 GOLF Restaurant HVAC Green Communities/Golf Operating 0 0 50,000 0 0 0 50,000 4 GOLF Pick Up Truck ** Golf Operating 0 45,000 0 0 0 0 45,000 5 GOLF Maintenance Building Replacement Golf Reserves/Debt 0 0 0 0 0 1,000,000 1,000,000 6 GOLF Irrigation Pump Well Reconditioning ** Golf Operating 0 65,000 0 0 0 0 65,000 7 GOLF Enterprise Fund Feasibility Study Golf Operating 0 0 19,500 0 0 0 19,500 8 GOLF Sink Hole Repairs Golf Reserves 0 0 0 45,000 45,000 45,000 135,000 9 GOLF Cart Path Improvements Golf Reserves 0 0 0 40,000 40,000 40,000 120,000 10 GOLF Kitchen Equipment Replacement Golf Reserves 0 0 0 30,000 0 0 30,000 11 GOLF Equipment Replacement Golf Reserves 0 0 0 229,000 225,000 203,000 657,000 12 GOLF Irrigation System - Expansion Holes Debt/Golf Reserves 0 0 0 0 0 2,200,000 2,200,000 13 GOLF Driving Range Irrigation Well Restoration Golf Reserves 0 0 0 0 0 50,000 50,000 14 GOLF Reel Grinding Equipment** Golf Operating 26,533 0 0 0 0 26,533 15 GOLF Clubhouse Fire Alarm System** Golf Operating 20,000 0 0 0 0 20,000 16 GOLF Clubhouse Repairs** Golf Operating 20,000 0 0 0 0 20,000 Total Golf Reserve Funds 0 $0 $176,533 $84,500 $394,000 $310,000 $3,538,000 $4,503,033 TOWN OF BREWSTER | FIVE YEAR CAPITAL IMPROVEMENT PLAN | FY2020 - FY2024 Potential to Phase # Dept Project Funding Source FY 2020 (Fall) FY 2020 (Spring) FY 2021 FY2022 FY2023 FY2024 5 Year Cost into Operating Budget
SOURCE OF FUNDS FY 2020 Spring FISCAL YEAR 2021 FISCAL YEAR 2022 FISCAL YEAR 2023 FISCAL YEAR 2024 GF DEBT AUTHORIZATIONS $131,825,665 $0 $1,106,000 $0 $1,500,000 FREE CASH $455,569 $1,645,300 $1,525,590 $1,750,000 $1,350,000 CPC $744,500 $436,005 $985,590 $494,640 $2,334,686 STATE GRANTS $109,957 $719,000 $1,644,000 $1,510,000 $5,055,737 FEDERAL GRANTS $179,000 $275,000 $0 $0 $0 WATER RESERVES $470,000 $1,885,000 $390,000 $310,000 $1,840,000 AMBULANCE RECEIPTS $0 $55,000 $65,000 $105,000 $40,000 AMBULANCE OPERATING $192,000 $192,000 $257,000 $197,000 $197,000 GOLF RESERVES $0 $0 $394,000 $310,000 $3,538,000 GOLF OPERATING $176,533 $84,500 $0 $0 $0 RECREATION REVOLVING $0 $15,000 $15,000 $0 $0 ROAD BOND $140,000 $1,875,000 $3,520,000 $1,000,000 $0 CHAPTER 90 $100,000 $690,000 $315,000 $315,000 $315,000 CAPITAL STABILIZATION FUND $0 $0 $0 $0 $2,500,000 SHORT TERM RENTAL REVENUE $150,000 $150,000 $150,000 $150,000 $150,000 RAISE & APPROPRIATE (NAUSET CAPITAL) $262,138 $268,691 $275,409 $282,294 $289,351 OVERLAY $0 $80,000 $80,000 $80,000 $80,000 OTHER GRANTS & FUNDS $0 $300,000 $0 $0 $2,000,000 UTILITY INCENTIVES $69,358 $0 $0 $0 $0 TOTAL (ALL FUNDING SOURCES) $134,874,720 $8,670,496 $10,722,589 $6,503,934 $21,189,774
Note 1- Crosby Culvert (DPW12) is split between Federal Grant $120K and Road Bond $30K in FY20;$200K grant and $50K road bond in FY21 Note 2- Library Renovation (Library 1) is $471,180 in FY22 split between FC $235,590 and CPC $235,590;$12,286,355 in FY24 is split $1.5 million debt; $2.5 million Capital Stabilization; $2 million other grants & funds (BLLA fundraising); $4,655,737 State Grant; $1,630,618 CPC Note 3- Freemans (DNR 1) & Stony Mill (DNR 2) is split between Federal Grant FY20 and State Grant FY21 Note 4- Bike Trail Ext. (DNR 5) is all in State grant for FY22 & FY23 Note 5- Housing Trust (SB1) annual $200,000 is split between $150K short term rental revenue and $75K free cash Note 6- Dog Park (SB3) FY21 is split between Other Grant & Funds $300,000; CPC $100,000; and Free Cash $100,000 Note 7- Hydration Station (SB6) FY21 is split between State Grant $45K and CPC $45K Note 8-Stony Roof (Elem 10) FY21 MSBA 37% ($74K) + Free Cash ($126K); FY22 37% MSBA ($444K) + $756K balance covered by debt Note 9 - Eddy Shingles (Elem 11) planned as short-term borrow ($350K) to be combined with Stony Roof ($756K) Note 10- Stony Univents (Elem 13) FY 23 State Grant-Green Communities $250K and $70K FC Note 11- Stony Boiler & Roof (Elem 14) FY23 State Grant-Green Communities design; Schools will also apply for MSBA and further Green Communities for FY25 construction Note 12- Building Vehicle (Bldg 1) $25K FY23 $10K Green Communities and $15K in FC; Building Elec files (Bldg 2) All in FC for now FY 21, 22 & 23 Note 13- Irrigation (Rec 4) $30,000 FY22 $15K Rec Revolving and $15K Free Cash Note 14- ADA Upgrades (Rec 3, 5 & 7) All in CPC for now; FY21 $291,005, FY23 $244,640 & FY24 $204,068 Note 15- Jaws of Life (fire 6) All in Federal grant for now $75,000 FY21; Fire Dept. leases being covered in Fire operating, previously in Ambulance Note 16 - SCBAs will be a 5 year lease to own paid from FC at $80k/year starting in FY23 Note 17- Golf & Water where it has debt, it is shown in their reserves as they will make the debt payments from those sources Water 8, Water 17 and Golf 5 & 10 Note 18-Golf items 4, 6, 14, 15 & 16 Approved short term borrowing at 5/19 ATM, borrowing to be rescinded & items to be paid out of Golf TOWN OF BREWSTER FREE CASH HISTORY Free Cash Starting Free Cash Ending Certified Free Cash Amount Reserved Annual Free Cash Adjusted General Fund Balance as % of Balance as % of Year (start of FY) (end of FY) Appropriations Operating Budget Total* Operating Budget Operating Budget 7/1/2011 FY12 $ 2,211,097 $ 546,246 $ 1,664,851 7/1/2012 FY13 $ 2,344,887 $ 648,750 $ 1,696,137 7/1/2013 FY14 $ 2,209,047 $ 561,989 $ 1,647,058 7/1/2014 FY15 $ 2,365,624 $ 607,861 $ 1,757,763 7/1/2015 FY16 $ 2,542,316 $ 606,836 $ 1,935,480 $ 35,738,178 7.11% 1.70% 7/1/2016 FY17 $ 2,905,830 $ 642,083 $ 2,263,747 $ 37,091,199 7.83% 1.73% 7/1/2017 FY18 $ 2,295,241 $ 833,652 $ 1,461,589 $ 37,787,113 6.07% 2.21% 7/1/2018 FY19 $ 1,989,981 $ 884,814 $ 1,105,167 $ 40,572,087 4.90% 2.18% 7/1/2019** FY20 $ 2,937,130 $ 900,000 $ 2,037,130 $ 42,367,321 6.93% 2.12% Average $ 2,422,350 $ 692,470 $ 1,729,880 6.57% 1.99% Median $ 2,344,887 $ 642,083 $ 1,696,137 6.93% 2.12%
** based on following assumptions: FY20 Total Capital $ 1,452,569 FY20 Balance to Capital Stabilization and/or Housing Trust $ 584,561
Notes: FY17 Audit discovered that the Water Department debt was paid for by the Town and the money owed back to the Town resulted in a one-time increase of $600,000 to free cash for 7/1/2018.
It was determined that Indirect Charges were not transferred from the Water Fund to the General Fund for 2 fiscal years (FY17 & FY18). These 'past due' amounts were transferred in FY19 resulting in a one time increase of $237,049 to free cash for 7/1/2019. The Indirect Charges were $115,617 for FY17 and $121,432 for FY18.
* Annual General Fund Operating Budget Totals taken from FY16-25 Financial Forecast dated 12.02.19 to reflect all Golf/Water revenues/expenses removed TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME:
Department Priority Ranking: # 1 Original Dept. Request: $ 14,370.00 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Tom Thatcher Department: Maintenance Proposed Funding Source(s): Free cash or raise & appropriate
Project Description: Funding would allow for a lighting upgrade to the gazebo structure located at drummer boy park and for a newly constructed shed.
Project Justification and Purpose: The current lighting fixtures have aged as the protective coating around the housing is peeling showing signs of wear. Therefore we would like to upgrade with newer more efficient lighting. The proposed shed would allow for members of the band to store their equipment and chairs for the seasonal events. I believe the shed structure is very important request to consider as the current storage location (gift shop) has been deemed unsafe for business and is only used for storage.
Cost Estimate & Timing: $14,370 should be sufficient for both upgrades.
Estimated Annual Cost or Savings of Operation and Maintenance: No additional estimated annual cost but there should be a small cost savings to the electrical bill per FY for this location. This gazebo is used for a number of special events including fund raisers, weddings, Brewster Conservation day, concerts, etc.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $14,370.00 (Drummer Boy). $8,500.00 Architectural fees for 2021 Town Hall window project. Construction costs for window 2022 project. $?? 2023 2024 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Human Resources Office
Department Priority Ranking: #1 Original Dept. Request: $ 10,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Susan Broderick Department: Administration/HR Proposed Funding Source(s): Free Cash
Project Description: Establish a Human Resources Office in the area that is currently used as the Town Hall mail/copy room. The mail room would be relocated to the small conference room. Costs include carpeting a small area of the mail room that is not currently carpeted and purchase of office furniture and equipment; including desks, file cabinets, computers, printer, etc.
Project Justification and Purpose: This would establish a separate/private office for the HR function. Privacy is essential in HR functions.
Cost Estimate & Timing: $10,000 – Spring 2020 - after Town Meeting approval of FY21 Budget
Estimated Annual Cost or Savings of Operation and Maintenance: This is a one time cost.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 Human Resources/$10,000 2021 2022 2023 2024 Brewster Green Community Designation Grant Projects (2020)
ECM Type Projected Energy Total Green Utility Building/Site (select one Annual Conservation Installed Community Incentives Name from drop- Cost Measure Name Cost ($) Grant ($) ($) down) Savings ($)
HW Circulating Pump/Motor/ Town Hall $1,735 $10,210 $0 $10,210 VFD Drive Interior Town Hall Lighting Upgrade $2,025 $26,609 $13,107 $13,502 Lighting HE Mini-Split Town Hall HVAC $459 $42,000 $42,000 $0 Heat Pump HE AC Split Town Hall HVAC $676 $18,720 $18,720 $0 System Natural HE Mini-Split Resources HVAC $4,252 $58,500 $30,154 $28,346 Heat Pump Building Natural Interior Resources Lighting Upgrade $793 $5,777 $491 $5,286 Lighting Building Natural Programmable Resources HVAC $534 $1,080 $0 $1,080 Thermostat Building Water Dept Interior Lighting Upgrade $1,640 $16,419 $5,485 $10,934 Office Lighting $12,114 $179,315 $109,957 $69,358
Project Narratives Town of Brewster
Green Communities Designation Grant Program WINTER 2020 NARRATIVE FOR EACH PROJECT
Project 1: Interior Lighting Upgrade at Town Hall, Natural Resources Dept, and Water Dept.
1. Scope of Project
a. Purpose The Town wishes to reduce its energy use at various municipal buildings by converting to more efficient lighting. The buildings include: Town Hall, Natural Resources, and Water Department.
b. Benefits The key benefit is a reduction in electric usage as well as increased comfort with higher quality lighting throughout the buildings.
c. Timeline The anticipated timeline for installation is no later than June 2021.
d. Procurement Status RISE Engineering won a competitive bid through Cape Light Compact for municipal retrofit projects, and they are expected to be the lead vendor on this project.
e. Anticipated Impact The anticipated impact is 29,722 kWh in reduced electric usage, which equates to approximately $4,458 in annual cost savings.
2. Project Support for the Five-Year Energy Reduction Plan This lighting project is anticipated to contribute significantly to municipal energy reduction.
3. Accounting/Proposed Budget for Project a. Total project budget with cost estimate The total estimate for the installation for all buildings is $48,805.
b. Other sources of funding The other sources of funding include an estimated $29,722 utility incentive. A Green Communities Grant of $19,083 was also requested.
4. References Please see the Appendices for: Town Hall and Natural Resources Dept.
Project 2: High Efficiency Mini-Split Heat Pumps at Town Hall and Natural Resources Building
1. Scope of Project a. Purpose The Town of Brewster is looking at replacement opportunities to improve the efficiency of the HVAC systems at Town Hall and the Natural Resources Building by replacing existing heat pumps.
b. Benefits The key benefit is a reduction in electric usage.
c. Timeline The project is currently planned with no anticipated timeline.
d. Procurement Status RISE Engineering has been awarded the contract for municipal retrofit work through a competitive bid with Cape Light Compact. They are expected to complete the installation through that contract.
e. Anticipated Impact The total anticipated impact of both buildings is 31,405 kWh in electric savings, 3,059 kWh from Town Hall and 28,346 kWh from the Natural Resources Building, which equates to approximately $4,711 in annual cost savings.
2. Project Support for the Five-Year Reduction Plan This project supports the five-year reduction plan as one of the more comprehensive measures within the plan.
3. Accounting/Proposed Budget for Project a. Total project budget with cost estimate The total estimate for installation at Town Hall and the Natural Resources Building is $100,500. b. Other sources of funding The other sources of funding include a $28,346 utility incentive. A Green Communities grant of $72,154 was requested.
4. References Please see the Appendices for: Town Hall and Natural Resources Dept Audit Reports.
Project 3: High Efficiency Air Conditioning Split System at Town Hall
1. Scope of Project
a. Purpose The Town is reviewing replacement opportunities to improve the efficiency of the HVAC system in Town Hall.
b. Benefits The key benefit is a reduction in electric usage.
c. Timeline The project is currently planned with no anticipated timeline.
d. Procurement Status RISE Engineering has been awarded the contract for municipal retrofit work through a competitive bid with the Cape Light Compact. They are expected to complete the installation through that contract.
e. Anticipated Impact The anticipated impact is 4,508 kWh in electric savings, which equates to approximately $676 in annual cost savings.
2. Project Support for the Five-Year Energy Reduction Plan This project supports the five-year reduction plan as one of the more comprehensive measures within the plan.
3. Accounting/Proposed Budget for Project a. Total project budget with cost estimate The total cost for installation is $18,720. b. Other sources of funding The other sources of funding include a $18,720 Green Communities Grant request.
4. References Please see Appendix for Town Hall Audit Report.
Project 4: Heat Pump Water Heater at Council on Aging
1. Scope of the project
a. Purpose The goal of this project is to better control costs at the Council on Aging with more energy efficient heat pumps.
b. Benefits The key benefit is reduction in electricity usage.
c. Timeline The project is currently planned with no anticipated timeline.
d. Procurement Status RISE Engineering has been awarded the contract for municipal retrofit work through a competitive bid with the Cape Light Compact. They are expected to complete the installation through that contract.
e. Anticipated Impact The anticipated impact is 1,614 kWh in electric savings, which equates to approximately $242 in annual cost savings.
2. Project Support for the Five-Year Reduction Plan This heat pump project is anticipated to contribute significantly to municipal energy reduction by improving HVAC efficiency in the building.
3. Accounting/Proposed Budget for Project a. Total project budget with cost estimate The total cost for installation is $6,500. b. Other sources of funding The other sources of funding include a utility incentive of $1,210. A Green Communities Grant of $5,290 was also requested for this project.
4. References Please see Appendix for Council on Aging Audit Report. TOWN OF BREWSTER OFFICE OF INFORMATION TECHNOLOGY 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1131 FAX: (508) 896-8089 [email protected]
RE: FY 21-25 Capital Requests
FY20/21, Spring 2020 Town Meeting Payroll Software Upgrade. We are still waiting on a quote and making decisions, but we will need to procure some sort of payroll upgrade within the next 12 months. I hope to have an initial estimate for converting our current Abra solution in the next few weeks.
FY21 Fall Town Meeting $35,000 -- Technology Upgrades and Replacement: Professional services and costs related to information system equipment improvements including, but not limited to, the purchase of desktop computers, servers, productivity and office software, backup systems, security systems and services, and/or other hardware/software.
$55,000 -- Microsoft Office 365/Hosted Upgrade: Migration costs and first year to migrate from in-house email and Microsoft Office 13 Desktop to subscription based Microsoft Office 365. This includes an estimated $25,000 in conversion costs and first year subscription costs of $30,000 for 80 full desktop office users and 80 email only users.
FY22 $35,000 -- Technology Upgrades and Replacement: Professional services and costs related to information system equipment improvements including, but not limited to, the purchase of desktop computers, servers, productivity and office software, backup systems, security systems and services, and/or other hardware/software.
FY23 $35,000 -- Technology Upgrades and Replacement: Professional services and costs related to information system equipment improvements including, but not limited to, the purchase of desktop computers, servers, productivity and office software, backup systems, security systems and services, and/or other hardware/software.
FY24 $35,000 -- Technology Upgrades and Replacement: Professional services and costs related to information system equipment improvements including, but not limited to, the purchase of desktop computers, servers, productivity and office software, backup systems, security systems and services, and/or other hardware/software.
FY25 $35,000 -- Technology Upgrades and Replacement: Professional services and costs related to information system equipment improvements including, but not limited to, the purchase of desktop computers, servers, productivity and office software, backup systems, security systems and services, and/or other hardware/software.
WWW.BREWSTER-MA.GOV Brewster - Sage HRMS Upgrade Proposal 12/13/2019
Software Sage Abra Suite to HRMS 1000 EE 20,015.00 HR, Payroll, 6 Network Seats, ASM Laser Signature
Total Software 20,015.00
Services Planning & Configuration 21,600.00 Data Conversion N/A Training (32 hours) 5,760.00 Configure Cloud Hosting 1,260.00 Total Services 28,620.00
Hosting & Annual Fees Hosting Sage HRMS w 6 users (Annual) 8,760.00 Sage Business Care - Gold (Annual Support) 13,590.00 Total Annual Fees 22,350.00
First Year Total Software, Services, Annual Fees 70,985.00
Annual Recurring Costs - Year 2+ New Additional, Annual/Yearly Costs: 22,350.00 Archived: Friday, February 7, 2020 2:08:53 PM From: Kristy Senatori Sent: Mon, 20 Jan 2020 08:24:10 To: Peter Lombardi Subject: RE: Planimetrics Information from Kristy Senatori Sensitivity: Normal ______
Peter,
It would be best to budget the highest estimate but we are seeking quotes in an update, not a new dataset. Please let me know if you have any additional questions regarding the project or DLTA request.
I also recognize that while you've met with some of my staff, we have not yet connected directly on other Commission related issues. I would be happy to come down to Brewster over the next few weeks to say hello when it's convenient for you.
Best regards, Kristy
Kristy Senatori Executive Director Cape Cod Commission 3225 Main Street | P.O. Box 226 Barnstable, MA 02630 Direct 508-744-1216
-----Original Message----- From: Peter Lombardi
Thanks for getting right back to me, Kristy. Should we plan on the highest cost option at this stage given where you are in your process? Peter
Sent from my Verizon, Samsung Galaxy smartphone
------Original message ------From: Kristy Senatori
Good evening,
We are currently soliciting quotations for the aerial orthoimagery acquisition/digital orthoimagery production and the planimetrics projects and are hopeful the quotations will be within the original estimates (attached.)
Town managers may certainly submit a request to use District Local Technical Assistance funding for some portion of this project (sample letter attached.)
Please let me know if you have any questions.
Kristy
[CCCommission_2C]Kristy Senatori Executive Director Cape Cod Commission 3225 Main Street | P.O. Box 226 Barnstable, MA 02630 Direct 508-744-1216
From: Peter Lombardi
Hello Meghan, As we prepare for Spring Town Meeting, I wanted to check in to see what option has been selected and whether any grant funds (including DLTA) have been secured to help subsidize the costs of this project. We need to know how much funding we should request for this work at Town Meeting. Thank you, Peter
Peter Lombardi Town Administrator Town of Brewster 508-896-3701 x. 1128
From: Meghan Boudreau [mailto:[email protected]] Sent: Tuesday, November 5, 2019 11:33 AM To: [email protected]
Good Morning All,
I would like to introduce myself; I just started working as Kristy's executive assistant this week and look forward to working with you all. Below is a message from Kristy regarding the flyover and planimentrics project.
Best, Meghan Boudreau Executive Assistant Phone: 508-744-1218
Good Morning All,
As you know, the Commission is planning to conduct its second regional aerial flyover and planimetrics project; the first was conducted in 2014. A Spring 2020 flight is planned with a planimetrics update following next Fall.
I know you were provided with some estimated costs this past spring but I wanted to reach out to provide some additional information prior to submitting our capital budget request.
Our GIS staff and a group of town GIS users have been meeting to discuss these plans and consider the features and attributes to be collected and mapped. Some town staff suggested a preference to create a new planimetrics dataset instead of an update to the 2014 data. Also to consider is the potential of utilizing LiDAR technology to create bathymetry, topography and 3-D features. Commission staff is currently exploring these costs and potential partners.
Attached is a spreadsheet showing the potential cost to each town under these various scenarios. The procurement has not yet been conducted so please reach out if you have any concerns or would like to see other options explored. The Commission is exploring the possibility of grant funds to offset some of these costs; you may also want to consider requesting that some portion of the District Local Technical Assistance grant program funds be directed to this project.
As was requested for the first project, prior to the Spring flight I will ask each of you to execute a memorandum of agreement confirming your participation.
Sincerely, Kristy Senatori Executive Director High-Resolution Orthoimagery - Spring 2020 Aerial Flyover & Summer 2020 Planimetrics
OR OPTIONAL Aerial Flyover Planimetrics Planimetrics LiDAR Update New Cost per Town Cost per Town* Cost per Town* Cost per Town FY20 Budget FY21 Budget FY21 Budget FY21 Budget
Area/sqmi $218/sq mi $897/sq mi $1,394/sq mi $339/sq mi
Barnstable 62.612 $ 13,663 $ 56,170 $ 87,292 $ 21,254 Bourne 41.082 $ 8,965 $ 36,855 $ 57,275 $ 13,945 Brewster 25.513 $ 5,567 $ 22,888 $ 35,569 $ 8,660 Chatham 17.043 $ 3,719 $ 15,290 $ 23,761 $ 5,785 Dennis 20.871 $ 4,554 $ 18,724 $ 29,098 $ 7,085 Eastham 14.357 $ 3,133 $ 12,880 $ 20,016 $ 4,873 Falmouth 46.000 $ 10,038 $ 41,267 $ 64,132 $ 15,615 Harwich 22.502 $ 4,910 $ 20,187 $ 31,372 $ 7,638 Mashpee 25.601 $ 5,587 $ 22,967 $ 35,692 $ 8,690 Orleans 14.567 $ 3,179 $ 13,068 $ 20,309 $ 4,945 Provincetown 10.443 $ 2,279 $ 9,369 $ 14,559 $ 3,545 Sandwich 43.919 $ 9,584 $ 39,400 $ 61,230 $ 14,908 Truro 22.003 $ 4,801 $ 19,739 $ 30,676 $ 7,469 Wellfleet 21.005 $ 4,584 $ 18,844 $ 29,284 $ 7,130 Yarmouth 24.915 $ 5,437 $ 22,352 $ 34,736 $ 8,457 412.433
Town Contributions $ 90,000 $ 370,000 $ 575,000 $ 140,000
CCC Contribution** $ 10,000 $ 25,000 $ 25,000 $ 10,000
Total Estimated Cost $ 100,000 $ 395,000 $ 600,000 $ 150,000
*includes one foot contours and additional features/attributes ** in addition to the cash contribution indicated, the Commission will also contribute procurement services, contract management and overall project management TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Freemans Pond Culvert Wingwalls
Department Priority Ranking: #1 Original Dept. Request: $ 300,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Chris Miller Department: Natural Resources Proposed Funding Source(s): NRCS/Env. Bond bill
Project Description: Extend wing walls and add stone protection against overtopping and erosion at the Freemans Pond culvert.
Project Justification and Purpose: Original design limited by area of salt marsh so some overtopping and erosion occurs on storm surge or king tides. Extending wing walls and adding stone will limit erosion and sedimentation of the creek and require less regular maintenance and sand nourishment.
Cost Estimate & Timing: $300,000 Working with NRCS/Conservation district to provide funding for design. Included in state Environmental Bond Bill for design/construction.
Estimated Annual Cost or Savings of Operation and Maintenance: $8000-20000
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 300,000 2021 2022 2023 2024 T-5030-0-P001 November 1, 2019
Mr. Chris Miller, Director Natural Resources Department Brewster Town Hall Brewster, MA 01631
Re: Geotechnical Services for Retaining Wall Improvements – Grist Mill Pond 830 Stony Brook Road, Brewster, Massachusetts
Dear Chris:
Thank you for considering Tighe & Bond as your engineering consultant for this project. Tighe & Bond is pleased to submit this proposal for improvements to the existing Stony Brook Grist Mill Pond retaining walls.
The proposed improvements consist of a new retaining walls separating the Grist Mill headrace pond and the fish ladder channel, and a new retaining wall for fish pool just upstream of the Stony Brook Road culvert. Tighe & Bond has prepared this scope of work and proposed fee based on our discussions to date, a site visit performed on October 23, 2019 and an existing record drawing set entitled “Lower Mill Pond Dam Rehabilitation, Brewster, Massachusetts” prepared by Tighe and Bond dated August 2012.
The tasks described below include preparing plans and technical specifications for the construction of the proposed retaining walls. It is our understanding that permit application for this project will be performed by the Town as a cost savings measure, but we can provide these services if needed. Bid document preparation, bidding assistance, and construction phases services are not included since they cannot be properly defined until the design is complete and potential permit conditions are known.
Project Understanding The Stony Brook Grist Mill and Museum is located at 830 Stony Brook Road in Brewster, Massachusetts. The existing Grist Mill and surrounding property are owned by the Town of Brewster and are overseen by the Mill Sites Committee1 (Collectively the Client). The Site dates back to the sixteen-hundreds and has great historical significance. In addition, the Stony Brook and the Mill ponds are thriving fish spawning routes. The Lower Mill Pond Dam is located south of the existing Grist Mill. The dam which is approximately 100-foot long was rehabilitated in 2013 with the construction of a new reinforced concrete retaining wall replacing the old stone masonry wall. Flow is discharged from the Lower Mill Pond though the primary spillway located on the east side of the dam and down the existing fish passage channel, or through a slide gate on the west side of the dam and down the headrace pond to the Grist Mill. The headrace pond and the fish passage channel are separated by a narrow berm retained on both sides with stone masonry walls. These walls, as well as the stone masonry wall along the fish pool just upstream of the Stony Brook Road culvert, are in distress and require replacement. It is our understanding that the Millsites Committee intends to keep the current appearance of the walls; therefore, the design will include re-using existing
1 https://www.brewster-ma.gov/history-of-factory-village-and-stony-brook-grist-mill
One University Avenue, Suite 104 • Westwood, MA 02090 • Tel 781.708.9820 www.tighebond.com stones on the face of the new walls, which are expected to consist of reinforced, cast in place concrete, similar to the recent dam reconstruction. While some exposed concrete is present at the dam, we understand that no concrete will be exposed on the new walls. Both headrace pond and fish pool have been partially filled in with sediment. As a result, another design goal is to dredge these areas, if costs are within the Town’s financial means. Tighe & Bond will use the topographic survey from our dam re-construction design.
Geotechnical Design Services Task 1.0: Retaining Wall Drawings Tighe & Bond will prepare draft and final plans and technical specifications for review by the Client. We will provide a maximum of ten technical specifications. Our scope includes preparation of the following sections in the Construction Specifications Institute 1995 format:
02200 Site Preparation 02210 Subsurface Investigations 02225 Selective Demolition 02315 Excavation, Backfill, Compaction and Dewatering 02320 Borrow Materials 02921 Vegetative Support Material 02922 Hydroseeding and Mulching 03100 Concrete Forms and Accessories 03200 Concrete Reinforcement 03300 Cast-in-Place Concrete We will provide a maximum of nine Drawing Sheets. The Contract Drawings will include the following sheets: Cover Sheet; General Notes and Legend; Existing Condition and Site Preparation Plan; Proposed Condition Plan (up to 2 sheets); Cross Sections; Details (up to 2 sheets); Structural Notes and Details. Plans and specifications will be delivered according to the following design stages: 33% Draft Plans – Tighe & Bond will prepare preliminary design plans at the 33% level for review and comments by the Client. Tighe & Bond will conduct a conference call with the Client to present the 33% plans to discuss the design and address the Town’s questions and comments. 67% Draft Plans - Tighe & Bond will incorporate comments from the Client at the 33% level and will move forward with design. Tighe & Bond will provide updated plans for review at the 67% level and conduct a conference call to discuss the Town’s
- 2 - questions and comments. This level of plans is considered suitable for permit application. 100% Plans and Specifications - Tighe & Bond will incorporate comments from the Client and the permitting agencies from the 67% level for final plans and specifications. We will conduct a conference call to discuss the Town’s final questions and comments. It is assumed that the permitting agencies will be in general agreement with our design and any revisions to address their permit conditions will be minor. Task 2.0: Project Coordination Tighe & Bond’s project manager will email the project team on a monthly basis with a bullet list of project updates to allow the team to follow progression.
SCHEDULE Tighe & Bond will begin work on this project upon receipt of a Notice to Proceed and signed contract with the Town of Brewster. Assuming we receive a signed contract by November 30, 2019, we anticipate the following schedule.
33% Draft Plans – Submitted for review by end of January 2019. 67% Draft Plans and Specifications – Submitted for review within two months of receipt of Town’s comments to 33% design submittal. 100% Plans and Specifications - Completed one month after 67% level comments and Town acquired permits are received.
FEE Tighe & Bond will perform the design services outlined above for a lump sum fee of $23,800, invoiced monthly based on percentage complete. In the event that the scope of work is increased for any reason, the lump sum fee to complete the work shall be mutually revised by written amendment. Our attached Terms and Conditions is part of this letter agreement.
- 3 - If this proposal is acceptable, please sign and return one copy of this letter proposal. We appreciate the opportunity to be working with the you on this important project. If you require additional information or have any questions, please do not hesitate to contact me at (508) 471-9645.
Very truly yours,
TIGHE & BOND, INC.
Christopher D. Haker, PE Principal Engineer
ACCEPTANCE:
On behalf of the Town of Brewster the scope, fee, and terms of this proposal are hereby accepted.
Authorized Representative Date
Enclosures: Terms and Conditions
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- 4 - TERMS AND CONDITIONS 1 of 3 REV. 03/17
5. RECORD RETENTION “CLIENT” is defined in the acceptance line of the accompanying proposal letter or the name 5.1 ENGINEER will retain pertinent records relating to the services performed for the time required by law, during which the proposal is issued to; Tighe & Bond, Inc. is period the records will be made available upon reasonable hereby referenced as “ENGINEER”. request and upon reimbursement for any applicable retrieval/copying charges. 1. SCHEDULE OF PAYMENTS 5.2 Samples - All soil, rock and water samples will be 1.1 Invoices will generally be submitted once a month for discarded 30 days after submission of ENGINEER’s report, services performed during the previous month. Payment will unless mutually agreed otherwise or unless ENGINEER’s be due within 30 days of invoice date. Monthly payments to customary practice is to retain for a longer period of time for ENGINEER shall be made on the basis of invoices submitted by the specific type of services which ENGINEER has agreed to ENGINEER and approved by CLIENT. If requested by CLIENT, perform. Upon request and mutual agreement regarding monthly invoices may be supplemented with such supporting applicable charges, ENGINEER will ship, deliver and/or store data as reasonably requested to substantiate them. samples for CLIENT. 1.2 In the event of a disagreement as to billing, the CLIENT 6. OWNERSHIP OF DOCUMENTS shall pay the agreed portion. 6.1 All reports, drawings, specifications, computer files, field 1.3 Interest will be added to accounts in arrears at the rate data, notes, and other documents, whether in paper or of one and one-half (1.5) percent per month (18 percent per electronic format or otherwise (“documents”), are instruments annum) or the maximum rate allowed by law, whichever is of service and shall remain the property of ENGINEER, which less, of the outstanding balance. In the event counsel is shall retain all common law, statutory and other reserved retained to obtain payment of an outstanding balance, CLIENT rights including, without limitation, the copyright thereto. will reimburse ENGINEER for all reasonable attorney’s fees and CLIENT’s payment to ENGINEER of the compensation set forth court costs. in the Agreement shall be a condition precedent to the 1.4 If CLIENT fails to make payment in full within 30 days CLIENT’s right to use documents prepared by ENGINEER. of the date due for any undisputed billing, ENGINEER may, 6.2 Documents provided by ENGINEER are not intended or after giving seven days’ written notice to CLIENT, suspend represented to be suitable for reuse by CLIENT or others on services and retain work product until paid in full, including any extension or modification of this project or for any other interest. In the event of suspension of services, ENGINEER projects or sites. Documents provided by ENGINEER on this will have no liability to CLIENT for delays or damages caused project shall not, in whole or in part, be disseminated or by such suspension. conveyed to any other party, nor used by any other party, 2. SUCCESSORS AND ASSIGNS other than regulatory agencies, without the prior written consent of ENGINEER. Reuse of documents by CLIENT or 2.1 CLIENT and ENGINEER each binds itself, its partners, others on extensions or modifications of this project or on successors, assigns and legal representatives to the other other sites or use by others on this project, without parties to this Agreement and to the partners, successors, ENGINEER’s written permission and mutual agreement as to assigns and legal representatives of such other parties with scope of use and as to compensation, if applicable, shall be at respect to all covenants of this Agreement. ENGINEER shall the user's sole risk, without liability on ENGINEER’s part, and not assign, sublet or transfer its interest in this Agreement CLIENT agrees to indemnify and hold ENGINEER harmless without the written consent of CLIENT, which consent shall not from all claims, damages, and expenses, including attorney's be unreasonably withheld. fees, arising out of such unauthorized use or reuse. 2.2 This Agreement represents the entire and integrated 6.3 Electronic Documents - ENGINEER cannot guarantee the Agreement between CLIENT and ENGINEER and supersedes all authenticity, integrity or completeness of data files supplied in prior negotiations, representations or Agreements, whether electronic format. If ENGINEER provides documents in written or oral. This Agreement may be amended only by electronic format for CLIENT’s convenience, CLIENT agrees to written instrument signed by both CLIENT and ENGINEER. waive any and all claims against ENGINEER resulting in any way from the unauthorized use, alteration, misuse or reuse of 2.3 Nothing contained in this Agreement shall create a the electronic documents, and to defend, indemnify, and hold contractual relationship or cause of action in favor of a third ENGINEER harmless from any claims, losses, damages, or party against CLIENT or against ENGINEER. costs, including attorney’s fees, arising out of the unauthorized 3. STANDARD OF CARE use, alteration, misuse or reuse of any electronic documents provided to CLIENT. 3.1 In performing professional services, ENGINEER will use that degree of care and skill ordinarily exercised under similar 6.4 Electronic Data Bases – In the event that ENGINEER circumstances by members of the profession practicing in the prepares electronic data bases, geographical information same or similar locality. system (GIS) deliverables, or similar electronic documents, it is acknowledged by CLIENT and ENGINEER that such project 4. TERMINATION deliverables will be used and perhaps modified by CLIENT and 4.1 This Agreement may be terminated by either party upon that ENGINEER’s obligations are limited to the deliverables seven days’ written notice in the event of substantial failure by and not to any subsequent modifications thereof. Once the other party to perform in accordance with the terms hereof CLIENT accepts the delivery of maps, databases, or similar through no fault of the terminating party. In addition, CLIENT documents developed by ENGINEER, ownership is passed to may terminate this Agreement for its convenience at any time CLIENT. ENGINEER will retain the right to use the developed by giving written notice to ENGINEER. In the event of any data and will archive the data for a period of three years termination, CLIENT will pay ENGINEER for all services from the date of project completion. rendered and reimbursable expenses incurred under the Agreement to the date of termination and all services and expenses related to the orderly termination of this Agreement. TERMS AND CONDITIONS 2 of 3 REV. 03/17
7. INSURANCE 9. SITE ACCESS 7.1 ENGINEER will retain Workmen's Compensation 9.1 Right of Entry - Unless otherwise agreed, CLIENT will Insurance, Professional Liability Insurance with respect to furnish right-of-entry on the land for ENGINEER to make any liabilities arising from negligent errors and omissions, surveys, borings, explorations, tests or similar field Commercial General Liability Insurance, Excess Liability, and investigations. ENGINEER will take reasonable precautions to Automobile Liability during this project. ENGINEER will furnish limit damage to the land from use of equipment, but the cost certificates at CLIENT’s request. for restoration of any damage that may result from such field investigations is not included in the agreed compensation for 7.2 Risk Allocation - For any claim, loss, damage, or liability ENGINEER. If restoration of the land is required to its former resulting from error, omission, or other professional condition, upon mutual agreement this may be accomplished negligence in the performance of services, the liability of as a reimbursable additional service at cost plus ten percent. ENGINEER to all claimants with respect to this project will be limited to an aggregate sum not to exceed $50,000 or 9.2 Damage to Underground Structures - Reasonable care ENGINEER’s compensation for consulting services, whichever will be exercised in locating underground structures in the is greater. vicinity of proposed subsurface explorations. This may include contact with the local agency coordinating subsurface utility 7.3 Damages – Notwithstanding any other provision of this information and/or a review of plans provided by CLIENT or Agreement, and to the fullest extent permitted by law, neither CLIENT representatives for the site to be investigated. CLIENT nor ENGINEER, their respective officers, directors, ENGINEER shall be entitled to rely upon any information or partners, employees, contractors or subconsultants shall be plans prepared or made available by others. In the absence of liable to the other or shall make any claim for any incidental, confirmed underground structure locations, CLIENT agrees to indirect or consequential damages arising out of or connected accept the risk of damage and costs associated with repair and in any way to the project or to this Agreement. This mutual restoration of damage resulting from the exploration work. waiver of certain damages shall include, but is not limited to, loss of use, loss of profit, loss of business, loss of income, loss 10. OIL AND HAZARDOUS MATERIALS of reputation and any other consequential damages that may be incurred from any cause of action including negligence, 10.1 If, at any time, evidence of the existence or possible strict liability, breach of contract and breach of strict or implied existence of asbestos, oil, or other hazardous materials or warranty. Both CLIENT and ENGINEER shall require similar substances is discovered, ENGINEER reserves the right to waivers of consequential damages protecting all the entities or renegotiate the terms and conditions of this Agreement, the persons named herein in all contracts and subcontracts with fees for ENGINEER’s services and ENGINEER’s continued others involved in this project. involvement in the project. ENGINEER will notify CLIENT as soon as practical if evidence of the existence or possible 8. INDEMNIFICATION AND DISPUTE RESOLUTION existence of such hazardous materials or substances is discovered. 8.1 ENGINEER agrees, to the fullest extent permitted by law, to indemnify and hold CLIENT harmless from any 10.2 The discovery of the existence or possible existence of damage, liability or cost to the extent caused by ENGINEER’s hazardous materials or substances may make it necessary for negligent acts, errors or omissions in the performance of ENGINEER to take accelerated action to protect human health professional services under this Agreement and those of its and safety, and/or the environment. CLIENT agrees to subconsultants or anyone for whom ENGINEER is legally compensate ENGINEER for the cost of any and all measures liable. ENGINEER is not obligated to indemnify CLIENT in any that in its professional opinion are appropriate to preserve manner whatsoever for CLIENT’s own negligence. and/or protect the health and safety of the public, the environment, and/or ENGINEER’s personnel. To the full extent 8.2 CLIENT agrees, to the fullest extent permitted by law, permitted by law, CLIENT waives any claims against to indemnify and hold ENGINEER harmless from any ENGINEER and agrees to indemnify, defend and hold harmless damage, liability or cost to the extent caused by CLIENT’s ENGINEER from any and all claims, losses, damages, liability, negligent acts, errors or omissions in the performance of this and costs, including but not limited to cost of defense, arising Agreement or anyone for whom CLIENT is legally liable. out of or in any way connected with the existence or possible CLIENT is not obligated to indemnify ENGINEER in any existence of such hazardous materials substances at the site. manner whatsoever for ENGINEER’s own negligence. 11. SUBSURFACE INVESTIGATIONS 8.3 CLIENT agrees that any and all limitations of ENGINEER’s liability, waivers of damages by CLIENT to 11.1 In soils, groundwater, and other subsurface ENGINEER shall include and extend to those individuals and investigations, conditions may vary significantly between entities ENGINEER retains for performance of the services successive test points and sample intervals and at locations under this Agreement, including but not limited to other than where observations, exploration, and ENGINEER’s officers, partners, and employees and their heirs investigations have been made. Because of the variability of and assigns, as well as ENGINEER’s subconsultants and their conditions and the inherent uncertainties in subsurface officers, employees, and heirs and assigns. evaluations, changed or unanticipated underground conditions may occur that may affect overall project costs 8.4 In the event of a disagreement arising out of or relating and/or execution. These variable conditions and related to this Agreement or the services provided hereunder, impacts on cost and project execution are not the CLIENT and ENGINEER agree to attempt to resolve any such responsibility of ENGINEER. disagreement through direct negotiations between senior, authorized representatives of each party. If any 12. FEDERAL AND STATE REGULATORY AGENCY disagreement is not resolved by such direct negotiations, AUDITS CLIENT and ENGINEER further agree to consider using mutually acceptable non-binding mediation service in order 12.1 For certain services rendered by ENGINEER, documents to resolve any disagreement without litigation. filed with federal and state regulatory agencies may be audited after the date of filing. In the event that CLIENT’s project is selected for an audit, CLIENT agrees to compensate ENGINEER for time spent preparing for and complying with an TERMS AND CONDITIONS 3 of 3 REV. 03/17
agency request for information or interviews in conjunction 15.3 On-site Responsibility - The presence of ENGINEER's with such audit. CLIENT will be notified at the time of any personnel at a construction site is for the purpose of such request by an agency, and ENGINEER will invoice CLIENT providing to CLIENT an increased degree of confidence that based on its standard billing rates in effect at the time of the the completed construction work will conform generally to audit. the construction documents and that the design concept as 13. CLIENT’s RESPONSIBILITIES reflected in the construction documents generally has been implemented and preserved by the construction 13.1 Unless otherwise stated in the Agreement, CLIENT will contractor(s). ENGINEER neither guarantees the obtain, arrange, and pay for all notices, permits, and licenses performance of the construction contractor(s) nor assumes required by local, state, or federal authorities; and CLIENT responsibility for construction contractor's failure to perform will make available the land, easements, rights-of-way, and work in accordance with the construction documents. access necessary for ENGINEER's services or project implementation. 15.4 Payment Recommendations - Recommendations by ENGINEER to CLIENT for periodic construction progress 13.2 CLIENT will examine ENGINEER's studies, reports, payments to the construction contractor(s) are based on sketches, drawings, specifications, proposals, and other ENGINEER's knowledge, information, and belief from documents and communicate promptly to ENGINEER in the selective observation that the work has progressed to the event of disagreement regarding the contents of any of the point indicated. Such recommendations do not represent that foregoing. CLIENT, at its own cost, will obtain advice of an continuous or detailed examinations have been made by attorney, insurance counselor, accountant, auditor, bond and ENGINEER to ascertain that the construction contractor(s) financial advisors, and other consultants as CLIENT deems have completed the work in exact accordance with the appropriate; and render in writing decisions required by construction documents; that the final work will be CLIENT in a timely manner. acceptable in all respects; that ENGINEER has made an 14. OPINIONS OF COST, FINANCIAL ANALYSES, examination to ascertain how or for what purpose the ECONOMIC FEASIBILITY PROJECTIONS, AND construction contractor(s) have used the moneys paid; that SCHEDULES title to any of the work, materials, or equipment has passed 14.1 ENGINEER has no control over cost or price of labor and to CLIENT free and clear of liens, claims, security interests, materials required to implement CLIENT’s project, unknown or encumbrances; or that there are no other matters at issue or latent conditions of existing equipment or structures that between CLIENT and the construction contractors that affect may affect operation or maintenance costs, competitive the amount that should be paid. bidding procedures and market conditions, time or quality of 15.5 Record Drawings - Record drawings, if required as part performance by operating personnel or third parties, and of ENGINEER’s agreed scope of work, will be prepared, in other economic and operational factors that may materially part, on the basis of information compiled and furnished by affect the ultimate project cost or schedule. Therefore, others, and may not always represent the exact location, ENGINEER makes no warranty, expressed or implied, that type of various components, or exact manner in which the CLIENT's actual project costs, financial aspects, economic project was finally constructed. ENGINEER is not responsible feasibility, or schedules will not vary from any opinions, for any errors or omissions in the information from others analyses, projections, or estimates which may be provided that are incorporated into the record drawings. by ENGINEER. If CLIENT wishes additional information as to 16. DESIGN WITHOUT CONSTRUCTION PHASE any element of project cost, feasibility, or schedule, CLIENT SERVICES at its own cost will employ an independent cost estimator, contractor, or other appropriate advisor. The following provisions shall be applicable should the 15. CONSTRUCTION PHASE PROVISIONS ENGINEER be retained to provide design services but not be retained to provide Construction Phase Services in The following provisions shall be applicable should the connection with the Project: ENGINEER be retained to provide Construction Phase Services in connection with the Project: 16.1 It is understood and agreed that the ENGINEER's Scope of Services under this proposal does not include project 15.1 CLIENT and Contractor - The presence of ENGINEER's observation or review of the Contractor's performance or any personnel at a construction site, whether as onsite other construction phase services, and that such services will representatives or otherwise, does not make ENGINEER or be provided by the CLIENT or others. The CLIENT assumes ENGINEER's personnel in any way responsible for the all responsibility for interpretation of the Contract Documents obligations, duties, and responsibilities of the CLIENT and/or and for construction observation, and the CLIENT waives any the construction contractors or other entities, and does not claims against the ENGINEER that may be in any way relieve the construction contractors or any other entity of connected thereto. their respective obligations, duties, and responsibilities, including, but not limited to, all construction methods, 16.2 In addition, the client agrees, to the fullest extent means, techniques, sequences, and procedures necessary for permitted by law, to indemnify and hold harmless the coordinating and completing all portions of the construction ENGINEER, its officers, directors, employees and work in accordance with the construction contract documents subconsultants (collectively, ENGINEER) against all damages, and for providing and/or enforcing all health and safety liabilities or costs, including reasonable attorney’s fees and precautions required for such construction work. defense costs, arising out of or in any way connected with 15.2 Contractor Control - ENGINEER and ENGINEER's the performance of such services by other persons or entities personnel have no authority or obligation to monitor, to and from any and all claims arising from modifications, inspect, to supervise, or to exercise any control over any clarifications, interpretations, adjustments or changes made construction contractor or other entity or their employees in to the Contract Documents to reflect changed field or other connection with their work or the health and safety conditions, except for claims arising from the sole negligence precautions for the construction work and have no duty for or willful misconduct of the ENGINEER. inspecting, noting, observing, correcting, or reporting on health or safety deficiencies of the construction contractor(s) J:\000\02\AGREE\TERMS&CONDITIONS\TERMS&CONDITIONS-REV03-17.DOC or other entity or any other persons at the site except ENGINEER's own personnel. School for 706 South Rodney French Blvd. Tel 508.999.8193 University of Marine Science New Bedford Fax 508.999.8197 Massachusetts and Technology Massachusetts 02744-1221 Dartmouth
Scope of Work
Technical Support of the Town of Brewster Walkers Pond: Change of Conditions
October 31, 2019
Overview At the request of the Town of Brewster, the Coastal Systems Program from the School for Marine Science and Technology at UMass-Dartmouth (CSP/SMAST) completed a diagnostic assessment and management plan in 2014 for Walkers Pond, Upper Mill Pond, and Lower Mill Pond.1 The assessment included extensive complementary and coordinated data collection, including sediment collection and regeneration assays, continuous measurement of streamflow into and out of the connected ponds, and regular pond water quality measurements. The cumulative review of this data found that all three ponds had impaired water quality conditions due to elevated phosphorus levels. Using this information, CSP/SMAST worked with the Town to present and review management alternatives to address the impairments. Based on these efforts, an adaptive management approach was recommended with regular monitoring and adjustments of management strategies beginning with regular plant harvesting in Walkers Pond to remove phosphorus and an alum application to reduce sediment phosphorus regeneration in Upper Mill Pond. Since Lower Mill Pond is the downstream receiving pond of the three ponds, it was recommended that water quality in Lower Mill Pond be monitored during and after the initial management activities in Upper Mill and Walkers and management options for Lower Mill Pond be reviewed once the impacts of activities in the other ponds were assessed.
The Town began the implementation of the management plan by harvesting aquatic plants in Walkers Pond in 2017, but the pond has recently developed less clear water and, as a result, the rooted plants have not been growing back as quickly as expected. The Town has also recently solicited bids for the recommended alum treatment on Upper Mill Pond. However, concerns have been expressed about proceeding with the alum treatment without adequately understanding the changes in conditions in Walkers Pond and the potential reduction in the rate of phosphorus removal from plant harvesting. Based on discussions with Town staff, CSP/SMAST has prepared this scope and the following tasks to evaluate the changes in Walkers Pond and how management strategies might be modified, as well as potential impact of those changes on Upper Mill Pond:
1 Eichner, E., B. Howes, D. Schlezinger, and M. Bartlett. 2014. Mill Ponds Management Report: Walkers Pond, Upper Mill Pond, and Lower Mill Pond. Brewster, Massachusetts. Coastal Systems Program, School for Marine Science and Technology, University of Massachusetts Dartmouth. New Bedford, MA. 125 pp.
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Task 1: Collection and Review of recent Walkers Pond data This task will review available Walkers Pond data collected since the 2012 Management Plan data collection. Since that time, the Town has continued to collect water quality data associated with the annual Cape Cod PALS Snapshot and has worked with APCC to implement regular monitoring for blue-green cyanobacteria. CSP/SMAST staff will review available data, incorporate it into the project database and compare the data to historic data, including the information developed for the Management Plan, and identify any notable changes in water quality conditions in Walkers Pond. These findings will be summarized in a Technical Memorandum and used to refine the updated conditions review of Walkers Pond planned in subsequent tasks.
TASK Cost: $6,600 Deliverable: Technical Memorandum, one public presentation of results
Task 2: Walkers Pond Current Water Quality Measurements Walkers Pond appears to be experiencing more extensive phytoplankton growth than during the 2012 data collection period. This growth appears to be limiting water transparency and associated rooted plant growth. This task will collect similar data to that collected in 2012, as well as additional data related to the current conditions. These datasets will be compared to 2012 results to assess how the Walkers Pond has changed and what is causing the change. Staff will re-review Walkers Pond water quality management options and identify what refinements may be warranted to achieve re-evaluate key factors.
Task 2a. Continuous Water Column Measurements CSP/SMAST staff will install two continuous water column monitoring devices: one at 30 cm off the bottom (same as 2012) and one at a shallower depth. Devices will be programmed for readings of DO, chlorophyll, depth, and temperature every 15 minutes. Devices will be installed by the end of March and removed at the beginning of October. Water quality samples will be collected monthly at the device locations and samples will be analyzed at the CSP/SMAST Analytical Facility for the standard PALS constituents, including total phosphorus and total nitrogen, plus ortho-phosphorus and nitrogen component species (NH4, NO3+NO2, TDN, and PON). Task 2b. Phytoplankton, Rooted Plant and Sediment Surveys CSP/SMAST staff will determine density of freshwater mussels and submerged aquatic rooted plants, repeating the 2012 surveys. Staff will also determine monthly phytoplankton population composition between April and September; sampling will include measurements of cell counts, biomass, and determination of species at genus level. Efforts will be made to coordinate phytoplankton monitoring with APCC blue-green monitoring. Staff will also collect and incubate a minimum of five (5) sediment cores with associated water quality readings to measure sediment nutrient regeneration, also repeating a 2012 survey. Volunteer boats for sampling and core collection and a local incubation location will be secured through coordination with Town staff. Task 2c. Survey of Stream Flow and Nutrient Loads CSP/SMAST staff will collect water quality samples and measure streamflows at the Walker Pond outlet to Upper Mill Pond and the inflow from the cranberry bog north of Elbow Pond. Sampling will occur monthly from April to September and will be compared to the 2012
2 measurements. Water quality samples will be analyzed at the CSP/SMAST Analytical Facility for the standard PALS constituents, including total phosphorus and total nitrogen, plus ortho- phosphorus and nitrogen component species (NH4, NO3+NO2, TDN, and PON).
TASK Cost: $27,900 Data will be reviewed and summarized in the Task 3 Technical Memorandum.
Task 3: Updated Walker Pond Assessment and Management Options A Technical Memorandum will be prepared reviewing Task 1 and 2 results and comparing them to 2012 results. Based on this data review, the TM also review water quality management options to address the updated understanding of current water quality impairments in Walkers Pond. A draft TM will be publicly presented at a mutually agreeable Town meeting and a final plan will be prepared following receipt of public and Town staff comments.
TASK Cost: $12,100 Deliverable: Technical Memorandum (draft and final), one public presentation of results
TOTAL PROJECT COSTS: $46,600
PROJECTED SCHEDULE: Task 1 would be completed before March 2020 to allow for any potential modifications in planned Task 2 sampling. Task 2 sampling would occur between April and September 2020. Task 3 reporting would be completed by March 2021.
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TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Housing Trust
Department Priority Ranking: #1 Original Dept. Request: $ 250,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Donna J. Kalinick Department: TA/Housing Trust Proposed Funding Source(s): Free Cash
Project Description: Housing Trust Non-Restricted funding
Project Justification and Purpose: Continued Rehabilitation Program and Millstone Road project development, other Trust assistance programs
Cost Estimate & Timing: $20,000 per award for repairs, ongoing
Estimated Annual Cost or Savings of Operation and Maintenance:
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 250,000 2021 250,000 2022 250,000 2023 250,000 2024 250,000 December 2019
Brewster Affordable Housing Trust FY2020 Priorities
Priority Initiatives Program Status Name/ (Entities) Funding Develop & Preserve Affordable Housing #1 Explore and potentially begin steps to create a Housing Rehab $120,000 possible, 6/19: CDP described program. home rehabilitation program. (Will need RFP) Non CPA funds Fall: subgroup meetings & legal counsel guidance. Goal: Winter 2020 guidelines/ RFP #2 Develop new affordable housing (by building): Millstone Community Housing $ 22,500 7/19- Due Diligence Report Continue process for development of community (MHP, Bohler Engineering, designated, 10/19-3/20: 3 Community housing on Millstone Property. Barrett Planning) CPA funds Engagement Sessions, Interviews & Visual Preference Survey. #3 Develop new affordable housing (without building): Rental Assistance CPA funds Invited BHA to speak about Explore and potentially begin steps to create a available Mashpee program in 2020 rental assistance voucher program and a rent to Rent to Own Not viable at this 7/19: CHA shared about Chatham ownership style program. time program with BHP & BAHT. No properties at present time. #4 Work to preserve existing Subsidized Housing Preservation of SHI homes $2,000 designated 5/19- present: active work on Inventory (SHI) units through outreach and, when (DHCD, HAC, CPC, legal & $500,000 212 Yankee Drive. required, with financial involvement/commitment. counsel, home owners) CPA funding approved 11.19 Emergency Assistance $5,000 designated 8/19- Created fund Administrative Fund Non CPA funds Educate #5 Hold at least annual forums and Select Board Community Housing Forum -- 5/19 held forum & housing fair updates as well as regularly post information on the (BHA, BHP, COA, CPC) with local housing & human Town website service organizations Select Board -- 6/19 presented to SB Website -- Ongoing: Housing Office & Housing Trust webpages. Events also on Town Homepage. December 2019
Advocate & Collaborate #6 Identify permanent funding strategy for the Trust Trust Funding -- Task group created (SB, CPC, FinCom) #7 Work with other housing partners in Town & in Support Local Initiatives -- FY 19 & 20 Supported: ADU surrounding towns. (BHA, BHP, CPC, CDP, HAC) Bylaw, Brewster Woods, Massworks grant, Cape Housing Institute, Habitat build, BHA Clean-up, CPC Buy-Down grants Network with Housing -- FY20 Attended events: Peer Partners groups, housing trainings (other Towns, CDP, HAC) Invited partners to events Create Joint Guidance -- Held joint meeting: BHP (Open Space, CPC, BHP) Engage & Communicate #8 Provide opportunities for residents to share their Community Housing Forum -- May 2019: Held Forum thoughts and ideas. Millstone Community $12,500 Fall 2019: 2 Community Engagement designated, CPA Engagement sessions, (Barrett Planning) (also included in stakeholder interviews & visual #2 Millstone) preference survey Citizen’s Forum -- Available every meeting Research & develop a diversity -- inclusion working group Notations: BAHT- Brewster Affordable Housing Trust BHP- Brewster Housing Partnership Committee CDP- Community Development Partnership COA- Council on Aging CPC- Community Preservation Committee DHCD- Department of Housing and Community Development HAC- Housing Assistance Corporation MHP- Mass Housing Partnership RFP- Request for Proposals (RFQ- Request for Quotes) SB- Select Board Spring 2019 Lower Cape Housing Trust Funding
Brewster Affordable Housing Trust (BAHT) Municipal housing trust created at 2018 Spring Town Meeting $100,000 CPA funds allocated at 2018 Fall Town Meeting $87,195 transferred from previous Affordable Housing Fund $187, 195 in Affordable Housing Trust Fund $100,000 from Free Cash at Spring Town Meeting After Town Meeting Spring 2019, $287, 195 ($288,501.87 July 1, 2019). Statement December 6, 2019: $282,042.87 o Spent $6,459 thus far in FY 2020 o $500,000 allocated CPA funds for preservation of affordable housing ($300,000 to BAHT, $200,000 in CPA reserves)
Harwich: Municipal housing trust created at 2018 Spring Town Meeting In 2018, $500,000 in CPA funds allocated to Housing Trust ($30,000 used for PT Housing Coordinator and remaining $470,000 for the Trust Fund). 2019: $340,000 CPA funding ($30,000 for PT Housing Coordinator, remaining for Trust Fund.) Cell Tower (Affordable Housing) Fund- $40,517 & Affordable Housing Trust -$34,518. 12/31/2018 amount available for Housing Trust= $545,035. After Town Meeting Spring 2019, $855,035
Chatham: Municipal housing trust created in 2006 Funded through Inclusionary Zoning Bylaw and CPA allotments. $100,000 CPA funds allocated at 2018 Spring Town Meeting 2019: $100,000 CPA funding Estimated amount in Fund prior to Town Meeting- $770,000 After Town Meeting Spring 2019, $870,000
Orleans: Municipal housing trust created at 2018 Spring Town Meeting In 2018, passed override for Housing, $275,000 a year. Additionally, in 2018, dedicated $300,000 CPA funds for affordable housing reserves Received two generous donations to the Trust (stock) Amount in Affordable Housing Trust Fund after Town Meeting Spring 2019: $ 1,255,191 o $57,000 transferred for former trust o $300,000 FY19 CPA o $275,000 FY19 Town Meeting o $300,000 FY20 CPA o $275,000 FY20 allocation o $48,191 transfer from housing rehab (FY20) TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Human Resources Audit
Department Priority Ranking: #1 Original Dept. Request: $ 20,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Department: Human Resources Proposed Funding Source(s): Free Cash (Possible Grant)
Project Description: Conduct a Human Resources Audit
Project Justification and Purpose: A comprehensive HR Audit would review our current human resources policies, procedures, documentation and systems and identify needs for improvement and enhancement of the HR function as well as to assess compliance with ever-changing rules and regulations.
Cost Estimate & Timing: $20,000 - FY 21, (Fall/winter 2020)
Estimated Annual Cost or Savings of Operation and Maintenance: This is a one-time cost. Improved HR functions would lead to higher employee job satisfaction and employee retention.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 2021 Human Resources/HR Audit 2022 2023 2024
Fiscal Year 2021 Fiscal Fiscal Special Annual Year Year May May Nov 2022 2023 Eddy: Sidewall Shingle Replacement 350,000 Resurface Parking Lot and Drive 160,000 Repair Front Sidewalk and Curbing 70,000 Stony:
Design Replacement of Boilers & Rubber Roof Design Replace Asphalt Roof 200,000 Replace 2003 Asphalt Roof 1,200,000 Replace Unit Ventilators Replace Flooring 30,000 25,000 Hazardous Waste Abatement 55,000 20,000 Roof Repair (Asphalt) 15,000 20,000 Combined: Technology 65,000 60,000 60,000 HVAC/Electrical/Plumbing Repairs 25,000 25,000 25,000 Painting Interior/Exterior 50,000 50,000 20,000 Total - 155,000 - 510,000 1,860,000
MSBA Accelerated Repair Project: Asphalt Roof Apply Jan-Feb 2022 Invitations late spring-summer Board meeting 2022 OPM & Designer Assigned Aug/Sept 2022 Bid solicitation Jan/Feb 2023 Complete project summer of 2023 Fiscal Fiscal Year Year 2024 2025 Total
350,000 160,000 70,000
150,000 150,000 200,000 1,200,000 320,000 320,000 40,000 95,000 75,000 35,000
60,000 60,000 305,000 25,000 100,000 20,000 20,000 160,000 145,000 550,000 3,220,000
Roof & Boiler 2025 2025 2025 2026 2026 Brewster Whitecaps Letterhead
Faythe Ellis, Chairperson Brewster Community Preservation Committee 2193 Main Street Brewster, MA 02631
December 5, 2019
Dear Community Preservation Committee,
We are pleased to submit the attached application and accompanying documentation for consideration by the Town of Brewster Community Preservation Committee.
Funding of this project will ensure improved accessibility and safety at Stony Brook Field for all our citizens in addition to numerous visitors to our community.
As a local volunteer supported and managed organization, the Brewster Whitecaps, along with the other nine teams of the Cape Cod Baseball League, offer the best in collegiate summer baseball.
Approval of this request will allow us to continue our mission in an even safer and more inclusive way.
Thank you for your consideration.
Sincerely,
Chris Kenney President
1 APPLICATION FOR COMMUNITY PRESERVATION ACT FUNDING
Date Application Submitted: Dec 4, 2019 Name of Project Applicant: Brewster Whitecaps Name of Co-Applicant(s): Stony Brook School Name of Contact Person: Chris Kenney, Charles Hanson Contact Person’s Mailing Address: 130 Griffiths Pond Rd., Brewster MA 02631 Contact Person(s) Daytime Phone Number: 774-772-1047 (Kenney) & 240-506-0058 (Hanson) Contact Person(s) email Address: [email protected] & [email protected] Proposed Project Name: Stony Brook Field Improvement for ADA Compliance Project Address (or assessor’s parcel ID): 384 Underpass Rd., Brewster MA 02631 Project Synopsis: Improvements to walkways, bleachers, fencing, netting and bathroom access assuring ADA compliance and enhance fan safety at Stony Brook Field.
Category: ☐ Open Space ☐ Historic Preservation X Recreation ☐ Community Housing CPA funding requested $ 508,500 Total Cost of Proposed Project: $528,500
2 CPA Funding Application
1) Project Description
Title Stony Brook Field Improvement for ADA Compliance
Short Description Improvements to walkways, bleachers, fencing, netting and bathroom access assuring ADA compliance and enhance fan safety at Stony Brook Field.
Background Since 1988, each summer sees the arrival in Brewster of more than 3 dozen highly skilled collegiate baseball players from all over the United States. They are joined by more than a dozen college interns and a select group of college coaches. All are supported by a group of more than 40 dedicated local volunteers who range in age from 8 to 78. Together all these individuals make up the Brewster Whitecaps.
The Brewster Whitecaps are a nonprofit organization (501c charity) that sponsors a team playing in the Cape Cod Baseball League — regarded as the most prestigious of all summer baseball leagues (there are more than 35). The Cape League, as it’s familiarly known, attracts the best collegiate players in America. It serves as an unparalleled opportunity for players to compete against the very best of their peers and showcase their talents to numerous Major League scouts.
Our mission is to enhance “… the Brewster community by providing an entertaining, inexpensive way for people of all ages to enjoy collegiate baseball of outstanding quality.”
Our season extends from the second week in June through mid August. Since the season is fairly short, volunteer efforts are required throughout the entire year. It costs nearly $150,000 annually to field a team in the Cape League. Although we draw an average of a thousand or more fans to each of our 20 home games, the free will donations of the attendees account for only a portion of the required revenue. Each team in the Cape League is responsible for its own finances. Brewster’s challenge may be even more daunting than some of the other franchises. Given our relatively small population, limited commercial development and the fact that we’re surrounded by other Cape League teams, we try to work harder and rely on the generosity and support of the Brewster community.
The Whitecaps have been at Stony Brook Field since 2006 (prior to that we played our home games at CC Tech). The team raised more than $250,000 (primarily made up of a large Yawkey Foundation grant and many in kind contributions from local contractors) to upgrade the facility. Since then the team has steadily invested in improvements and maintenance of the field, averaging nearly $20,000 per year over the last 5 years.
3 Players and coaches offer a series of 8 weekly clinics during the season targeted to boys & girls 6 -13. While the sessions are fee based, in conjunction with the local schools, the team offers weekly scholarships to local Brewster kids as well as a reduced rate for participants from the Brewster Recreation Department. Our players participate at both the Stony Brook and Eddy field days in mid June and make frequent community appearances. Ocean Edge and CC 5 are regular venues and “Whitecaps Day” in July at the Ladies’ Library is always well attended. We generate additional revenue for the Nauset Schools. Nauset Food Services runs the concession stand as a fund raiser and all funds are returned to the School Department. The team has also arranged for the Nauset District to receive more than $2,000, each year, in direct payments from a commercial scouting service that videotapes at Stony Brook. Many of our home games are cablecast by Lower Cape Community TV and are available to fans who are not able to attend our games in person. This cooperative effort has been in place for the past 4 years.
Project Goals & Planned Improvements
Phase 1: Improve access for people who are mobility challenged, add handicap seating, improve pedestrian flow, improve fan seating and erosion control: 1. Reshaped entrance to field from parking lot path for handicap access 2. Wider walkway next to school on top of hill, allows handicap access 3. New walkways to prevent and control runoff 4. Open plaza area behind press box and first and third baselines 5. Larger stands with handicap seating. Repositioning of existing stands. 6. Handicap access walk along third baseline past new larger stands and dugout to bull pen (requires terracing of hill behind third base dugout) 7. Remove and/or reposition items in existing playground for 10 ft walkway 8. Refurbish/replace low retaining wall opposite picnic area Phase 2: Improve fan safety, ADA compliance and fan experience: 1. Extended safety netting 2. Add safety fencing (8 feet) past dugouts for all stands and picnic area 3. Replace stairs from school to field 4. Beach umbrellas behind center field fence 5. Add 2 new storage containers on the property 6. Construct new permanent wood souvenir booth 7. Canvas ‘sails" over picnic area (potential shaded outdoor class space) 8. All weather path from field area to Eddy School parking lot
(An engineering drawing of changes at Stony Brook Field is in appendix A An engineering drawing of the handicap accessible bleachers is in appendix B)
2 Historic Preservation Not applicable to this application
4 3 CPA Goals/Criteria for Recreation:
The Stony Brook Field is a vital asset to the community as a whole not just those who play or view baseball. The field provides a large open green space for multiple activities. The field is centrally located and close to Rt. 6A and the majority of residents and summer guests. Having usable green open space increases the value of Brewster economically, socially and environmentally. Improving the walkways, bleachers, bathroom access for ADA compliance and improving safety benefits all residents. These improvements meet two important objectives of Goal 4 of Brewster Open Space and Recreation Plan of 2013. Objective 4C - Ensure access and utilization of open space and recreation areas to all Brewster residents and visitors. Objective 4D - Continue to reduce or eliminate accessibility barriers to open space and recreation opportunities for senior and disabled population.
The CPC recreation criteria are addressed in detail below: a. Support multiple active and passive recreation uses.
Stony Brook Field is used by a significant part of the Brewster community all year round.
The Whitecaps use the field for 20 home games and playoffs, for practice during the season and for our very popular youth baseball clinics (more than 35 per season, including a free community clinic).
Cape Cod youth baseball (Dugout Dawgs, ages 14-17) use the field in the spring and fall.
While the field is sized for high school and college baseball games, it has many additional patrons throughout the year for activities other than baseball. The outfield is a large green field used by Stony Brook students for physical education, recess, spring field day. Better walkways would allow safe access for all students and especially students with temporary physically disabling injuries.
Brewster Recreation use the field for multiple activities.
After school and summer programs by NYA and YMCA housed at Stony Brook School use the field for recreation.
After school hours in spring, fall and all summer many families make use of the field, the adjacent playground and basketball court. Improving the walkways and adding handicap access stands allows easier access to senior citizens, (grandparents) and mobility challenged individuals. b. Serve a significant number of residents and visitors
5 The field and adjacent playground provide entertainment, recreation and fun for a large number of residents and visitors each year. As noted earlier, the Cape Cad Baseball League is the premier summer baseball league in the country. Having a CCBL team in Brewster is a significant draw for visitors and more importantly provides wholesome entertainment for residents -- young and old. Attendance at Whitecaps home games has averaged slightly more than 1,000 per game over the last 5 years. In addition to Whitecaps games, the Whitecaps youth clinics average 40-60 children ages 7-13 for 8 weeks each summer. The Whitecaps sponsor a free youth clinic the 4th Saturday in June and average 60-70 participants each year.
The Cape Youth Baseball, Dugout Dawgs, run baseball (boys) and softball (girls) instruction for Cape residents. They provide coaching and games for youth ages 14 and 17 at the Stony Brook Field.
The facilities are used almost daily by elementary school students, Brewster Recreation participants, and NYA & YMCA after school and summer program participants. The number of participants is estimated at 300-400 monthly. c. Expand the range of recreational opportunities to all ages of Brewster resident and visitors
The current walkways pose a number of access problems. The slopes from parking lot to field and playground are steep with holes and cracks. Poor drainage results in erosion and uneven footing. Beyond the playground there is only uneven dirt and packed stone dust. During games there is no handicap access to school bathrooms. The proposed improvements will provide ADA compliant walkways to the field, playground, bathrooms and refreshment stand. It will provide for improved drainage to minimize erosion and nagging maintenance issues. ADA ramp compliant access to raised bleaches along with wheelchair and companion seating will also be provided. Paved access to entire third base line bleachers and to the picnic area along the first baseline will become available. These improvements are for all people who use the field, residents and visitors alike. d. Benefit other Brewster communities providing recreational resources to residents
Improved walkways, stands, fencing are essential to both handicapped, elderly, and youth for safe access to the facilities. The proposed improvements benefit other Brewster communities providing recreational activities at the field. They are the Brewster schools, Brewster Recreation, after school and summer programs (NYA & YMCA), Whitecaps youth clinic participants, all visitor to playground and basketball court. e. Promote the use of alternative corridors that provide safe and healthy non-motorized transportation
6 The Stony Brook field is very close to Cape Cod Rail Trail. The Trail runs between the school and the community tennis courts. Dozens of people bike to field each game. There are 4 bike racks around the field which are well used each game.
4 Community Benefits
The Brewster Whitecaps are a community asset. This is evidenced by the continuing fan support and financial donations from residents, businesses and visitors. Attending games and rooting for the Whitecaps fosters a sense of community inclusion and community spirit. The proposed changes improve access and safety for all users of the facilities especially the handicap, elderly, physically challenged and the very young. Additional community benefits include: Additional safety fencing and netting along each foul line Erosion control at top of walkway and past the picnic area (safer walking for all users & reduced maintenance)
5 Community Support
Select Board (letter forthcoming, pending Dec 16 meeting) DPW Department Management (Appendix E) Local school administration (Appendix G) Brewster School Committee (letter forthcoming, pending 1/16/20 board meeting) Brewster Recreational Department (Appendix H) Recreation Committee (pending January board meeting) All Citizens Access Committee (meeting pending) The thousands of people who come to the games each summer, residents and visitors.
6 Timeline
Phase 1 Review plans & specification - Sept/Oct 2020 Bid posting - Oct 2020 Award of contract- Jan 2021 Project started - March 2021 Project completed - April 2021 (Construction dates coordinated with Stony Brook School administration)
Phase 2 Review plans & specification - Sept/Oct 2021 Bid posting - Nov 2021 Award of contract- Jan 2022 Project started - March 2022
7 Project completed - April 2022
7 Credentials
Board of Directors of Brewster Whitecaps: The Whitecaps Board has successfully run team for 32 years with the last 15 years at Stony Brook location. Whitecaps management has continually improved the field and facilities over the years at Stony Brook Field – recently installed safety netting (backstop to dugouts), built garage and batting tunnel in left field, installed new picnic tables, and invested more than $100,000 for both turf & infield over the last 5 years.
J.M. O'Reilly & Associates - Engineering, Specifications, project management. Local experienced company providing civil engineering, land surveying, environmental services and project management
Gallivan Company, Inc. - Design, specifications, pricing, installation of bleachers and grandstands. Over 20 years experience in eastern Massachusetts.
8 Budget/Need for Public Funds
Project Budget: $528,500 (Both phases)
(Details of project budget attached in Appendix C)
Requesting: $508,500 in CPC funds
While the Whitecaps leverage almost all of our fund-raising capacity to meet annual operating expenses, the team would be able to contribute $20,000 from reserves and special fund-raising efforts.
Other Cape towns have provided CPC funds for similar Cape League field improvements. Chatham Anglers received CPC funds of $450,000 for handicap seating and walkways Hyannis Harbor Hawks received CPC funds of $700,000 for drainage improvements at McKeon Park. Falmouth Commodores received CPC funds totaling $477,815 for ADA lift, replacement of dugouts, safety netting and safety padding Harwich Recreation has requested $455,360 for Whitehouse Field lighting improvements.
9 Maintenance
Stony Brook Field is located on Town/School property.
8 Maintenance for stands, fencing and netting provided by the Brewster Whitecaps Maintenance for walkways and grounds provided by Brewster Schools
10 Site Control and Appraisal
Not Applicable Stony Brook Field on Town property
Appendices List of appendices: A. Engineering drawing of changes at Stony Brook Field B. Engineering drawing of handicap accessible bleachers C. Detailed Project Pricing D. Letter of support from Brewster Select Board (Pending Dec. 16, SB meeting) E. Letter of support from Brewster DPW F. Letter of Support from Brewster School Board (Pending January 16 board meeting) G. Letter of Support from Stony Brook School Administration H. Letter of Support from Brewster Department of Recreation I. Letter of Support from All Citizens Access Committee (pending Board meeting)
9
4'-8" DATE BY 4'-8" REVISIONS 4'-8" 28'-1" LETTER
&
E & D SPECIALTY 6'-9" 4'-6" 31'-6" 4'-6" 6'-9" STANDS, INC. MANUFACTURERS OF QUALITY 5'-6" 54'-0" 5'-6" GRANDSTANDS AND SEATING 2081 FRANKLIN ST. - P.O. BOX 700 NORTH COLLINS, NEW YORK 14111 716-337-0161 1-800-525-8515 65'-0" FAX 716-337-3436
THIS DRAWING INCLUDING THE PRINCIPLES OF DESIGN IS THE PROPERTY OF AND IS SUBMITTED BY E & D SPECIALTY STANDS, INC. WITH THE AGREEMENT THAT IT IS NOT TO BE REPRODUCED, COPIED OR LOANED IN PART OR WHOLE, NOT TO BE USED IN ANY MANNER THAT MAY CONSTITUTE A DETRIMENT DIRECTLY OR INDIRECTLY TO E & D SPECIALTY STANDS, INC. ACCEPT- ANCE OF THIS DRAWING WILL BE CONSTRUED AS AN AGREEMENT TO THE ABOVE.
1 SEATING PLAN 3/16"=1'-0"
8
7'-2" 2'-0" 7
6
5
4
3 8"
3'-6" 2
1 8'-10" 7'-6 1/8" 3'-6" 4'-2 11/16" BREWSTER BASEBALL BREWSTER, MASSACHUSETTS
UNDERSTRUCTURE:
SCALE: REFERENCE DWG. AS NOTED
DRAWN BY: CHECKED BY: 6'-2" 10'-0" 5'-10" JW
DRAWN DATE: CHECKED DATE: 08-20-18 A B PROJECT NUMBER: 22'-0" 18Q166
DRAWING NUMBER: 2 SECTION THROUGH SEATING NTS 1
Department of Public Works 201 Run Hill Road Patrick Ellis, Superintendent Brewster, Massachusetts 02631-1898 Tel (508) 896-3212 James Jones, Foreman
Ms. Faythe Ellis, Chairperson Community Preservation Committee Town of Brewster, MA
December 03, 2019
Dear Ms. Ellis,
It is my pleasure to write to you in support of the Brewster Whitecaps' application for Community Preservation Act funds for the ADA improvements at the Stony Brook Elementary School field. These improvements to the walkways, paths, and bleachers surrounding the field are very much needed.
Many different groups within the town use this area throughout the year. Safe access to the Stony Brook field and its facilities is important to all Brewster citizens and visitors to our town. The Whitecaps' plan is comprehensive and addresses many shortcomings that currently exist there. These improvements will greatly improve access for the handicapped, physically challenged, children, the elderly, all citizens and visitors to the facilities. Moreover, it will also provide added safety features for the walkways and stairs.
The Town of Brewster will partner with the Whitecaps on this project to carry out the procurement. The Brewster DPW will partner with the Whitecaps on this project for the inspection of construction and installation.
Sincerely,
R. Patrick Ellis
R. Patrick Ellis, Superintendent Department of Public Works
TOWN OF BREWSTER OFFICE OF RECREATION COMMISSION 2298 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-9430 WWW.BREWSTERRECREATION.COM
December 2, 2019
To Whom It May Concern,
I am writing this letter as support from the Brewster Recreation Department.
The Brewster Whitecaps are applying for CPC grant funding for the ADA improvements at the baseball field, at Stony Brook Elementary School. Not only do these potential improvements help the fans that may be attending these games, but it will also improve the accessibility to children and other citizens that use this field/facility. It will also provide added safety features, which should also be a priority.
It should be an obligation of the Town to commit to an age friendly community, given our demographics. I believe that these improvements will also encourage folks who may have never seen a game before, or never been to the field, to come to a game and really experience what a community event feels like.
It is also important to note that the Recreation Department also uses the Stony Brook field for run club and other programs, so our participants would also be benefiting from these improvements.
Please consider the request of the Whitecaps for these needed ADA improvements to the field at Stony Brook. Play ball!
Thank you.
Sincerely,
Mike Gradone Recreation Director Town of Brewster
WWW.TOWN.BREWSTER.MA.US Archived: Friday, February 7, 2020 2:09:08 PM From: Denise Rego Sent: Fri, 15 Nov 2019 09:34:51 To: Peter Lombardi Subject: Capital Planning Sensitivity: Normal
Tom and I came up with these requests:
Council on Aging FY21 Capital Planning requests $30,000 Exterior Painting $20,000 Critter Clean-up $10,000 Re-Insulation after Clean-Up (I will stop by your office today to talk to you about this one. Are you available around 10:15am?) Denise
TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Pickup truck replacement
Department Priority Ranking: #3 Original Dept. Request: $ 45,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Mark O’Brien Department: Golf Proposed Funding Source(s): Short term borrowing
Project Description: This is to replace our current pickup truck.
Project Justification and Purpose: The current vehicle is 15 years old. The undercarriage is rusted and it will not pass inspection. The truck is used for various purposes for the Golf department and this truck will have a plow package to allow for use to assist in Town snow removal operations.
Cost Estimate & Timing: $45,000 – We would like to replace this equipment this as soon as possible so that it will be available for winter plowing.
Estimated Annual Cost or Savings of Operation and Maintenance: There are no additional operational costs or cost savings. However it will aid in the Town’s snow removal operations.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $45,000 2021 2022 2023 2024 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Irrigation well #2 restoration
Department Priority Ranking: #1 Original Dept. Request: $ 50,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Mark O’Brien Department: Golf Proposed Funding Source(s): Short term borrowing
Project Description: This is to restore the irrigation well to remove debris that has filtered through the well screen.
Project Justification and Purpose: This well was installed in 1999 and this process has never been done before on this well. It should be done approximately every 10 ten years. Once this project is completed it will improve the performance of the well allowing for more gallons per minute of pumping power.
Cost Estimate & Timing: $50,000 – We would like to do the project over the winter and have it ready for the 2020 golf season.
Estimated Annual Cost or Savings of Operation and Maintenance: There are no additional operational costs or cost savings. However it should reduce our run times for pump operation.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $50,000 2021 2022 2023 2024 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Bed-Knife Grinder equipment
Department Priority Ranking: #2 Original Dept. Request: $ 45,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Mark O’Brien Department: Golf Proposed Funding Source(s): Short term borrowing
Project Description: This is to replace our current bed-knife grinding equipment.
Project Justification and Purpose: This equipment is used to sharpen the bed-knives on all of our mowing equipment. The current equipment is 24 years old and replacement parts are no longer available. The normal useful life for this equipment is 13 – 15 years. This is essential infrastructure equipment impacting the quality of the golf course. The equipment is used 12 months a year and approximately 4 days per week.
Cost Estimate & Timing: $45,000 – We would like to replace this equipment this winter and have it ready for the 2020 golf season.
Estimated Annual Cost or Savings of Operation and Maintenance: There are no additional operational costs or cost savings. However it will improve course conditions.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $45,000 2021 2022 2023 2024 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Clubhouse fire alarm system replacement
Department Priority Ranking: #5 Original Dept. Request: $ 20,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Mark O’Brien Department: Golf Proposed Funding Source(s): Short term borrowing
Project Description: This is to replace the current fire alarm system in the clubhouse.
Project Justification and Purpose: The current system is a Simplex system installed in 1999. It is a proprietary system that can only be worked on by Simplex. They dispatch out of Rhode Island and their response time for repairs is both costly and untimely.
Cost Estimate & Timing: $20,000 – We would like to do this project this winter when the restaurant is closed for the season.
Estimated Annual Cost or Savings of Operation and Maintenance: The average cost for repairs to this system is about $4,000 annually. In the first year it would be under warranty so we would save that in year one. I would estimate that our repair costs thereafter would reduce by about half. In addition, a local vendor would be able to respond more promptly which is essential in order not to impact special functions that may taking place in the function room.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $20,000 2021 2022 2023 2024 TOWN OF BREWSTER CAPITAL IMPROVEMENT PROGRAM FY2020 – FY2024 NEW REQUEST FORM
PROJECT NAME: Clubhouse trim and gutter replacement
Department Priority Ranking: #4 Original Dept. Request: $ 20,000 (1 = highest, 2 = second highest, etc.) TA’s Rec. for FY20: $ Submitted by: Mark O’Brien Department: Golf Proposed Funding Source(s): Short term borrowing
Project Description: This is to repair some rotted trim and gutters around the clubhouse.
Project Justification and Purpose: The clubhouse is now 20 years old and there are areas of trim and gutters that are in need of repair. Some areas are unsightly and we are concerned that if left unrepaired could cause water damage.
Cost Estimate & Timing: $20,000 – We would like to do this project over the late fall to make sure the building is well protected from water, snow and ice damage this winter.
Estimated Annual Cost or Savings of Operation and Maintenance: There are no additional operational costs or cost savings. However it may prevent future water damage.
Fiscal Year Dept. Request/Proposed TA Recommended/Plan 2020 $20,000 2021 2022 2023 2024 Town of Brewster Financial Policies
FINANCIAL RESERVES
PURPOSE To help the Town stabilize finances and maintain operations during difficult economic periods, this policy establishes prudent practices for appropriating to and expending reserve funds. To best plan for long-term financial sustainability, Brewster can use its reserves to finance emergencies and other unforeseen needs, to hold money for specific future purposes, or, in very limited instances, to serve as revenue sources for the annual budget. Reserve balances and related policies can also positively impact the Town’s credit rating and consequently its long-term cost to fund major capital projects.
APPLICABILITY This policy pertains to the short- and long-range budget decision-making duties of the Select Board, Town Administrator, Finance Committee, Water Commission, and Golf Commission. It also applies to the related job duties of the Finance Director and Board of Assessors.
POLICY The Town is committed to building and maintaining its reserves so as to have budgetary flexibility for unexpected events and significant disruptions in revenue-expenditure patterns and to provide a source of available funds for future capital expenditures. The Town will strive to maintain overall general fund reserves in the level of twelve to twenty percent (12-20%) of the annual operating budget. Adherence to this policy will help the Town withstand periods of decreased revenues and control spending during periods of increased revenues. There are multiple types of reserves, including free cash, stabilization funds, special revenue fund reserve balances, overlay surplus, and retained earnings (as appropriate).
A. Free Cash
The Division of Local Services (DLS) defines free cash as “the remaining, unrestricted funds from operations of the previous fiscal year, including unexpended free cash from the previous year.” DLS must certify free cash before the Town can appropriate it.
To generate appropriate levels of free cash, the Town Administrator will propose budgets with conservative revenue projections, and department heads will carefully manage their appropriations in order to produce excess income and budget turn backs. The Town shall set a goal of managing its budget such that annual free cash balances are certified in the range of five to seven percent (5-7%) of the annual general fund operating budget.
To the greatest extent possible, the Town will limit its use of free cash to funding one-time expenditures (such as capital projects, snow and ice deficits, or emergencies) and capital reserves.
The Town shall set a goal of maintaining its minimum year-end unappropriated free cash balance in the range of two to two and a half percent (2-2.5%) of the annual general fund operating budget. The Town will appropriate the excess above this target range to build reserves or to offset unfunded liabilities.
B. Stabilization Funds
A stabilization fund is a reserve account allowed by state law to set aside monies to be available for future spending purposes, including emergencies or capital expenditures, although it may be appropriated for any lawful purpose. As detailed below, the Town has established two (2) stabilization funds, each of which is accounted for and reported as a trust fund, regardless of authorized use.
General Stabilization: The Town will endeavor to maintain a minimum balance of five percent (5%) of the annual general fund operating budget in its general stabilization fund. Withdrawals from general stabilization should only be used to mitigate emergencies or other unanticipated events that cannot be supported by current general fund appropriations. When possible, withdrawals of funds should be limited to the amount available above the five percent (5%) minimum reserve target level. If any necessary withdrawal drives the balance below the minimum level, the withdrawal should be limited to one-third of the general stabilization fund balance. Further, the Town Administrator will develop a detailed plan to replenish the fund to the minimum level within the next two fiscal years.
Capital Investment [Stabilization]4: The Town will annually appropriate available free cash, after current capital needs have been met and consistent with maintaining minimum year end unappropriated free cash balances, and/or XX percent of new short-term rental revenues effective July 1, 2020 to this fund5 until the targeted balance of ten percent (10%) of the general fund operating budget is attained. By sustaining a funding balance at these target levels in this reserve, the Town can balance debt with pay-as-you-go practices and protect against unforeseen costs.
C. Retained Earnings and/or Business-Type Operations Surplus
The Water Department’s and Golf Department’s finances each are managed as (quasi) enterprise funds. Accounting for the revenues and expenditures of these operations separately from the general fund allows the Town to effectively identify each operation’s true service delivery costs—direct, indirect, and capital — and set user fees at a level sufficient to recover them. Revenues in excess of estimated water/golf receipts or unspent water/golf appropriations closeout to a water/golf surplus account at the fiscal year end. Water/golf surplus must first be applied to indirect costs and then may be appropriated to fund water/golf-related general and capital expenses or to reduce water/golf rates. Under this accounting, the Town may reserve each department’s generated surplus (referred to as retained earnings or special revenue fund reserve balances).
For each (quasi) enterprise fund, the Town will maintain a reserve amount at twenty percent (20%) of the operation’s total budget, at minimum, but any reserve may be significantly higher if major infrastructure improvements are necessary. The Golf Department will attain this twenty percent (20%) reserve balance by FY25 and shall seek to maintain it thereafter. These reserves shall be used to provide rate stabilization and to fund major, future capital projects. To maintain the target reserve levels for each enterprise requires the Water Commissioners and Golf Commissioners to periodically review, and when necessary, recommend adjusting user rates, with the approval of the Select Board as appropriate.
4 Requires the town to adopt a fund under M.G.L. c 40, § 5B. 5 Revenues can only be dedicated to a special purpose stabilization fund established under M.G.L. c 40, § 5B, not the current fund established by special act. Dedication requires town meeting action. See DLS publication on Stabilization Funds D. Overlay Surplus
The purpose of the overlay reserve is to offset unrealized revenue resulting from uncollected property taxes, abatements, and exemptions. It can be used for other purposes only after it is determined to have a surplus. Therefore, unlike the other two types of general fund reserves, this policy does not set a consistent, specific funding target for the overlay surplus. Rather, each year as part of the budget process, the Board of Assessors will vote to raise an overlay amount on the annual tax recapitulation sheet, such that the overlay balance is maintained at an amount equal one to two percent (1-2%) of the annual general fund operating budget, taking the following factors into account:
Current balance in the overlay account Three-year average of granted abatements and exemptions, and any upcoming changes to the Town’s exemption program Potential abatement liability in cases pending before, or on appeal from, the Appellate Tax Board (ATB) Timing of the next DLS certification review (scheduled every five years)
At the conclusion of each fiscal year, the Board of Assessors will submit to the Town Administrator and Finance Director an update of the overlay reserve with data that includes, but is not limited to, the gross balance, potential abatement liabilities, and any transfers to surplus. If the balance exceeds the amount of potential liabilities, the Select Board may request that the Board of Assessors vote to declare those balances surplus and available for use to fund the Town’s capital improvement plan or for any other one-time expense.
REFERENCES M.G.L. c. 40 §5B M.G.L. c. 59 §25 1 M.G.L. c. 44 §53F /2
Brewster Capital Planning policy
DLS Best Practices: Free Cash and Special Purpose Stabilization Funds DLS Form: Dedication of Revenue to Stabilization Fund DLS Informational Guideline Releases 08-101: Enterprise Funds, 17-20: Stabilization Funds and 17- 23: Overlay and Overlay Surplus
Government Finance Officers Association Best Practices: Fund Balance Guidelines for the General Fund and Working Capital Targets for Enterprise Funds
EFFECTIVE DATE This policy was adopted on January 6, 2020.
FYI ITEMS (MAIL) February 10, 2020
1. Green Community Designation Letter – MA Dept of Energy 2. Citizen Letter Re: Proposed Recreational Marijuana Store 3. Changes in Pricing – Xfinity 4. Notice to Abutters – Conservation Hearing 106 Upland Circle 5. Brewster Nutrition Program Statistics – 1st half FY20 COMMONWEALTH OF MASSACHUSETTS EXECUTIVE OFFICE OF ENERGY AND ENVIRONMENTAL AFFAIRS DEPARTMENT OF ENERGY RESOURCES 100 CAMBRIDGE ST., SUITE 1020 BOSTON, MA 02114 Telephone: 617-626-7300 Facsimile: 617-727-0030
Charles D. Baker Kathleen A. Theoharides Governor Secretary
Karyn E. Polito Patrick C. Woodcock Lt. Governor Commissioner
February 3, 2020
David Whitney, Chair, Board of Selectmen Town of Brewster 2198 Main Street Brewster, MA, 02631
Dear Mr. Whitney,
Congratulations on the Town of Brewster’s designation as a Green Community! This designation is quite an achievement and reflects the hard work and tireless efforts your community has exhibited in meeting the Green Communities Designation and Grant Program’s five criteria. Meeting these criteria is proof of Brewster’s position as an energy leader in Massachusetts, poised to reduce its energy costs, improve the local environment and implement energy efficiency and renewable energy projects with funding through the Green Communities Designation and Grant Program. The purpose of this letter is to confirm your Green Community designation in writing and provide you with program information and activities relevant to you as a newly-designated Green Community.
Along with this designation, the Town of Brewster has been awarded a grant of $150,270. A formulaic allocation has been established that consists of a base grant per community of $125,000, plus an amount adjusted for population and income. To receive this grant award, the Town of Brewster will be required to submit a project application proposing how these funds will be spent. The Green Communities Division (“Division”) will begin accepting grant applications on February 10, 2020 and the deadline for designation grant applications is 5pm on February 28, 2020. The Green Communities grant application guidance with submission instructions is provided as a separate attached document. Please be sure to work with your Regional Coordinator, Lisa Sullivan at 508-946-2838, to identify potential energy projects and coordinate with vendors and utility companies.
SIGNS
Each designated Green Community receives four (4) 12” x 18” aluminum signs to be displayed in your community. While you are free to place these signs wherever you choose within your community, the Division recommends installing them in highly-visible, high pedestrian traffic areas (such as near municipal offices, schools, and downtown business districts, and/or within parks and along walking paths). If installed on roadways, the Division recommends hanging them at approximately eye- level for motorists, to maximize readability.
CERTIFICATES
Each Green Community will receive an official certificate for display pronouncing the municipality’s designation as a Green Community and including the designation date and signatures of the Governor, Lieutenant Governor, Secretary of Energy and Environmental Affairs, and Acting Commissioner of the Department of Energy Resources.
Again, congratulations on becoming a Green Community. The Division looks forward to working with the Town of Brewster to meet the objectives of the Green Communities Designation and Grant Program and to support you in meeting your local energy goals. Thank you for your commitment to a cleaner energy future for Massachusetts.
Sincerely,
Brian Sullivan Director, Green Communities Division
Cc: Peter Lombardi, Town Administrator Margaret Song, Commercial & Industrial Program Manager Lisa Sullivan, Green Communities Regional Coordinator