ORLEANS BOARD OF SELECTMEN April 11, 2018 NAUSET ROOM DRAFT A meeting of the Orleans Board of Selectmen was held on Wednesday April 11, 2018. Present were Chairman Jon Fuller, Vice Chairman Mark Mathison, Clerk Mefford Runyon, Selectman Alan McClennen, Selectman David Currier & Town Administrator John Kelly. Chairman Fuller called the meeting to order at 6:30 p.m. 6:30 p.m. Public Comment Patrick Paquette of the Massachusetts Beach Buggy Association was present and asked the Board to renew their talks with Chatham over the joint management of Nauset Beach. They stated that they have helped facilitate the HCP which allows the barrier beach to be open during shorebird season. He stated that any member of the Board who refuses to talk to Chatham will be labeled as anti-beach and anti-cape Cod. A letter from the Massachusetts Beach Buggy Association, Inc. dated April 9, 2018 was submitted as part of the record. Chatham Board of Selectmen Chairman Cory Metters was present with his full Board in the audience as well as Bob Duncanson. He feels that we all have the same goal and the Chatham Board would like to sit down and communicate. Bob Long from Chatham was present and submitted a letter to the Orleans Board of Selectmen and requested that it be part of the record. Mr. McClennen moved to adjourn as Selectmen and convene as Park Commissioners with Alan McClennen as Chairman, 2 nd by Mr. Runyon and approved 5-0-0 6:38 p.m. Meet as Park Commissioners with Natural Resources Manager Nate Sears a. Consider request of Ken Robinson for transfer of license for Nauset Beach Camp 11 Ken Robinson was present. Mr. Kelly reviewed the license agreement and formal process that needs to take place in order to transfer the license. Orleans needs to follow the requirements of the Inspector General to continue for proper operation of the license. Mr. Runyon moved to approve the request of Ken Robinson to transfer the license for Nauset Beach Camp 11 2 nd by Mr. Fuller and approved 5-0-0. b. Use of Town Landings-Discussion on options to regulate trailer and vehicle parking through permits or other restriction; and possible storage of kayaks and canoes Mr. Sears first suggested having an impact study done to see who uses the town landings and to investigate the need of possibly turning the landings into resident use only. He requested that the Board reach out to the Shellfish & Waterways Advisory Committee for additional research. 1
Mr. Runyon stated that his interest is trying to find ways to allow people with kayaks and canoes to have easier ways of accessing the water. He would like to see this discussion expanded to include mooring permits as well. Mr. Mathison has always been an advocate on having access to the water and would like to see a complete list of all property that is owned by Orleans, either on the water or not. He would like to have a clear understanding of what land Orleans has, and until then, feels that these conversations may be premature. Mr. Kelly stated that this discussion would be continued until the May 2, 2018 Board of Selectmen s agenda. Mr. Sears added that over the last few years, we have had thorough discussions about the use of kayaks at landings and he would be apprehensive of overturning the existing policy. We also need to be aware of the residents who have been on wait lists for 5-10 years for the ability to store their water vessels. If kayaks and/or canoes are improperly locked and anchored, we could run into additional issues. Mr. Sears stated that the Shellfish and Waterways Advisory Committee unanimously voted to not support the storage of kayaks and/or canoes at town landings until an impact study has been completed. c. Discussion on Request for Proposals for Nauset Beach Mobile Food Concessions Mr. Kelly provided the Board with a copy of the RFP that was issued for Nauset Beach mobile food concessions. While the current proposal consists of a one-year agreement, we would have the ability to extend it. We are unsure of what the condition of the beach will be a year from now. Mr. Kelly reviewed the details of the FRP. Mr. Fuller inquired as to if we would want to specify what types of food the mobile food vendors serve. Mr. Kelly responded that we would want to be clear on their menu, items the quality of the menu, the business owner and their business practices. All vendors will be informed on how they will be evaluated and ranked. As the Chief Procurement Officer, Mr. Kelly will make selections based on the committee that is formed to make the recommendations. Mr. Sears encouraged the Board to have the contract be available for up to 3 years. We are trying to draw in seasoned large-scale food concessions who have possibly already have contracts for the upcoming season. d. Discussion on Nauset Beach Agreement counter proposal from Chatham Chatham Board of Selectmen Chairman Cory Metters called the meeting of the Chatham Board of Selectmen to order. Mr. McClennen thanked the Chatham Board of Selectmen for being present at the meeting. He reviewed the joint participation that Orleans and Chatham have had regarding the management of Nauset Beach as well as how the resource has changed significantly since 2007. Additionally, Mr. McClennen provided a breakdown of the cost sharing between Orleans and Chatham since 2007 and what conversations have been had between both towns. In October, the Orleans Board decided how they would like to proceed and submitted information to Chatham requesting 2
information about their operation costs. In early January, Orleans sent a proposed amendment to Chatham. On April 2, 2018, Chatham sent Orleans a proposed amendment to the agreement with suggestions on how costs should be shared. Mr. McClennen reviewed the proposed Nauset Beach agreement line by line, noting that Orleans has agreed to the textural changes. Mr. Metters stated that Chatham has come to Orleans as a good faith effort to move forward. He added that Chatham has always managed their portion of beach, but now have the beach patrols added into their budget. While Chatham agreed with the proposed agreement for the most part, they feel the revenue agreement is the biggest sticking point. They have proposed a 75%/25% cost sharing which would exclude the $16.00 surcharge. Chatham has suggested using this agreement as a one-year pilot program. Chatham has created a sub-committee and they have requested that Orleans create one as well so that neither town will have this problem next year. Chatham has reported that based on 2016 numbers, Orleans would be looking at an additional $36,605 cost. Mr. Metters stated that Chatham would have to subsidize an additional $75,000. Mr. Mathison asked if the additional cost to Orleans would impact Mr. Sear s plan for this summer s beach management? Mr. Sears responded that he is under the impression that he will have a budget to operate this beach and the burden will be put on the tax payers of Orleans to subsidize any different. Mr. Mathison also looks at Beach Road and the burden that it puts on Orleans. If we are truly going to share the management of the beach, we need to have discussions about sharing the cost of the employees at the toll gate and buggy booth. Mr. Currier is supportive of a one-year agreement and encouraged Orleans to form a working group. Mr. Fuller stated that he feels we are in the same position we were a year ago and that he is not a supporter of working groups. Mr. McClennen added that if a subcommittee is formed, they need to follow all open meeting law guidelines, including posting of agendas and minutes. Mr. Metters responded that all of the Chatham subcommittee meetings have been properly posted. Mr. McClennen asked if Orleans was notified of the meetings? Mr. Metters responded that Orleans did not have a subcommittee formed. Open communication is beneficial for both sides. Mr. Runyon feels that the ORV portion should be covered by sticker sales and not on the general tax revenue. Mr. Mathison moved to accept the Nauset Beach Agreement Counter Proposal from Chatham dated April 11, 2018, 2 nd by Mr. Runyon and approved 4-0-1 (Fuller). Mr. Metters moved to adjourn the Chatham Board of Selectmen. Mr. Runyon moved to adjourn as Park Commissioners and reconvene as Selectmen, 2 nd by Mr. Mathison and approved 5-0-0 7:55 p.m. Meet with Building & Facilities Manager Ron Collins a. Quarterly update on projects Ron Collins was present. He reported that we have received the Certificate of Occupancy for the Police Station Building as well as a letter from the Department of Public Health which noted no 3
deficiencies in the detention area. Additionally, Mr. Collins reviewed projects at Orleans Elementary School, Snow Library, Fire Station, Parks & Beach Improvements, Pilgrim Lake Fish Counting Project, 223 Beach Road, Gazebo/Bandstand Assessment and 44 Main Street/The Community Building. b. Review of funding requirements for balance of FY18 for Nauset Beach projects Mr. Collins reviewed the town building & facilities master plan stabilization fund projects for FY18 and any changes proposed. Mr. McClennen moved to re-approve the revised budget dated April 11, 2018 as presented, 2 nd by Mr. Runyon and approved 5-0-0. c. Overview of Net Metering Program and electricity savings Mr. Collins reviewed 2017 renewable energy benefits from 0 Maries Way Solar 1 PV Station and the Orleans capped landfill Solar PV Station. Mr. Runyon asked if there is accounting that is done that shows the financial picture of electrical expenses and revenues. Mr. Collins reviewed numbers. Mr. Runyon asked if it would be worth our while to put up more solar panels and create more solar credits. Mr. Kelly stated that he can obtain copies of electricity bills from the town and added that we do not have a location for a solar array. 8:22 p.m. Meet with DPW Director Tom Daley a. Quarterly update on roads, drainage and special projects Tom Daley reviewed the snow status and recent storms. He thanked Americorps for their assistance in re-establishing the ORV corridor and helping with dune planting. Mr. Fuller requested that the Board draft a letter of appreciation to Americorps. Additional topics reviewed was an update on the sewer project, storm water, a very busy recreation department, updates on the Natural Resources Department and a DPW equipment update. The Bike and Pedestrian Committee has requested to modify signage at the C Mr. McClennen noted that when Beach Road is repaved, it is important that the lanes are carefully measured so that there are consistent lane and shoulder widths. b. Report on new DPW & Natural Resources Facilities construction No report was given. 8:52 p.m. Any items for future agendas Mr. Runyon would like to have a discussion on the snow removal on Main Street Downtown. 4
Mr. McClennen hopes that we have begun conversations with the new Superintendent of Cape Cod National Seashore about Nauset Knoll. Mr. Kelly responded that he will have information for the Board at next week s meeting. Adjourn Mr. Runyon moved to adjourn at 8:53 p.m. 2 nd by Mr. McClennen and approved 5-0-0. Respectfully Submitted, Jennifer Clarke Mefford Runyon, Clerk Documents in 04.11.18 Packet 1. April 11, 2018 Agenda. 2. Letter from Kenneth A. Robinson date stamped February 12, 2018. 3. Assignment of License Cupola Camp #11 4. Nauset Beach Camps Agreement. Camp #11 Cupola Camp dated February 14, 2007. 5. Agreement and Release and Use License dated February 14, 2007. 6. Request for Proposals Mobile Food Beach Concession Services. 7. Letter from Chatham Nauset Beach Agreement dated April 6, 2018. 8. Nauset Beach Agreement. 9. Nauset Beach Agreement TOC edits April 3, 2018. 10. Letter from Town of Chatham dated April 6, 2018. 11. Letter from Orleans Park Commissioners dated April 2, 2018. 12. Over Sand Stickers Accounting Trail. 13. Nauset Beach Rules and Regulations for ORV s. 14. Facilities and Construction Update - BOS Meeting April 11, 2018. 15. 2017 Renewable Energy Benefits - BOS Meeting April 11, 2018. 16. Town Building & Facilities Master Plan Stabilization Fund Projects FY18 Update for April 11, 2018 BOS Meeting. 17. Department of Public Works Quarterly Report dated April 11, 2018. 18. DPW&NR Facility Report dated April 11, 2018 19. Annual/Special Town Meeting Warrant Index dated April 6, 2018. 20. Any other documents submitted at the April 11, 2018 Meeting. 5