BERKSHIRE REGIONAL PLANNING COMMISSION 1 FENN STREET, SUITE 201, PITTSFIELD, MASSACHUSETTS 01201

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1 BERKSHIRE REGIONAL PLANNING COMMISSION 1 FENN STREET, SUITE 201, PITTSFIELD, MASSACHUSETTS KYLE HANLON, Chair SHEILA IRVIN, Vice-Chair MARIE RAFTERY, Clerk JOHN DUVAL, Treasurer TELEPHONE (413) FAX (413) Massachusetts Relay Service: TTY: 771 or DRAFT MINUTES OF THE EXECUTIVE COMMITTEE MEETING Thursday, December 6, :05 p.m. at the Berkshire Regional Planning Commission Office 1 Fenn Street, Suite 201, Pittsfield, MA THOMAS MATUSZKO, A.I.C.P. Executive Director I. Call to Order & Open Meeting Law Statement A. The meeting was called to order at: 4:05 p.m. Chair Kyle Hanlon started the meeting by reading a statement regarding the Open Meeting Law. BRPC records all meetings. Others may record the meeting after informing the chair. Any documents presented must be left with the Chair of the meeting. B. Roll Call: Kyle Hanlon, Chair Sheila Irvin, Vice Chair John Duval, Treasurer Marie Raftery, Clerk Roger Bolton, Environmental Review Committee Chair Rene Wood, Commission Development Chair A quorum is present. Others Present: Staff Present: None Thomas Matuszko, Executive Director Marianne Sniezek, Office Manager Melissa Provencher, Program Manager Environmental and Energy Laura Brennan, Senior Planner II. Approval of Minutes of Executive Committee Meeting of November 1, 2018 Rene Wood moved to approve, seconded by John Duval, the minutes with modifications of the Meeting of November 1, 2018 which were unanimously approved, with 1 abstention. III. Financial Reports A. November Expenditures Report Sheila Irvin moved to approve the November Expenditures Report as presented; seconded by Rene Wood and unanimously approved. B. Accounts Receivable Report Staff is continuing to follow up on aged receivables over 90 days. None of the aged receivables are at risk. Tom explained the money over 90 days from Hinsdale was due to the change in town administration and an amount due to BRPC was not in their budget. At a BRPC Executive Committee Minutes Page 1

2 recent Special Town meeting the money due BRPC for match to a Hazard Mitigation grant from FY18 was approved to be paid from Hinsdale. C. Draft FY 18 Audit Tom reported BRPC has a clean audit, no findings or recommendations. Staff are in the final review of the draft FY18 Audit. D. Other None IV. Delegate & Alternate Issues Rene discussed two topics. Federal Communications Commission (FCC) cable fees The FCC proposes to take the cable fees collected and shift them to the FCC s bottom line instead of supporting Community Television. Sheila commented Community Television allows Berkshire County Residents in the winter to keep up to date with important issues in our communities. Rene encourages all communities to write individual letters to the Federal Communications Commission (FCC). Rene Wood moved to have the Executive Director write a letter on behalf of the Commission to the Federal Communications Commission (FCC) Chairman highlighting how important Community Television is to Berkshire County residents; seconded by Sheila Irvin and unanimously approved. Massachusetts Department of Agricultural Resources (MDAR) change in Regulations to allow the growth of Industrial Hemp Rene explained communities can grow marijuana but cannot grow industrial hemp if land is under an agricultural preservation restriction. Senator Hinds came up with language to change the MDAR regulations to allow hemp to be grown. The growth of industrial hemp is important for farming in our region. Rene Wood moved to have the Executive Director write a letter on behalf of the Commission to Senator Hinds in support of Massachusetts Department of Agricultural Resources (MDAR) regulations changes to allow the growth of Industrial Hemp; seconded by Marie Raftery and unanimously approved. V. Items Requiring Action A. Approval of 2018 Annual Update on the Comprehensive Economic Development Strategy The Economic Development Administration (EDA) requires BRPC to annually submit an updated performance report on its Comprehensive Economic Development Strategy (CEDS) to keep it certified. The report discusses existing regional conditions and trends, provides updates on the region s progress towards reaching its goals and objectives, provides information relevant to the performance measures set forth in the 2017 Berkshire CEDS, and includes updates for the economic development projects listed on the Priority Project List. A draft copy was attached. Due to the cancellation of the Commission meeting the CEDS needs to be approved before the end of the year to keep the Commission Comprehensive Economic Development Strategy (CEDS) current. The Executive Committee did not need a presentation from Laura Brennan. They decided to approve based on the materials and previous meeting discussions. Rene Wood moved to approve the 2018 Annual Update to the Berkshire Regional Planning Commission Comprehensive Economic Development Strategy (CEDS) to the Economic Development Administration as presented; Sheila Irvin seconded. Unanimously approved. BRPC Executive Committee Minutes Page 2

3 B. Approval of Comments to MEPA on the Single Environmental Impact Report (SEIR) for the Tel-Electric (Mill Street) Dam Removal, Pittsfield. The City of Pittsfield wants to remove the Tel-Electric (Mill Street) dam on the West Branch of the Housatonic. Previously the City filed an Expanded Environmental Notification Form. This filing is a Single Environmental Impact Report (rather than a draft and final EIR) that contains more information about the handling of the sediments behind the dam. The Environmental Review Committee is meeting on Dec. 4, 2018 to consider this SEIR with comments due on Dec. 7, We will have comments available after the ERC meeting on the 4 th. The Environmental Review Committee did not have a quorum for its Dec. 4 meeting, so these comments have not been approved by the ERC. Comments are due on December 7, 2018, so the Executive Committee was requested to act on Thursday. The filing is available at Roger gave an overview of the discussion of the Environmental Committee and the one resident who attended. After the discussion the Committee did not change the comments. The Executive Committee did not change the comments except for minor modifications to clarity of the letter. Roger Bolton moved to approve the comments to MEPA on the single Environmental Impact Report (SEIR) for the Tel-Electric (Mill Street) Dam Removal, Pittsfield with minor modifications; seconded by Rene Wood. Unanimously approved. C. Approval of Consent to Reduction of Notice Period for the Wilcox APR in Sheffield and New Marlborough The Massachusetts Department of Agricultural Resources is requesting approval to reduce the notification requirement on an Agricultural Preservation Restriction, the Wilcox property, in Sheffield and New Marlborough. Both Boards of Selectmen in Sheffield and New Marlborough have voted to approve this reduction. Approval was requested to waive the 120-day notification period to 60 days. Rene Wood moved to approve the 120 day period to 60 days notification period; seconded by Roger Bolton. Unanimously approved. D. Approval to Submit Grant Application to the County Health Rankings and Roadmaps/Robert Wood Johnson Foundation The Executive Committee was requested to authorize the Executive Director to submit a grant application to the County Health Rankings and Roadmaps/Robert Wood Johnson Foundation and to sign any resulting contracts and agreements. This project will build and strengthen strategic partnerships and develop concrete strategies to advance health equity. It will support the expansion of the County Health Initiative (CHI), the initial work toward developing a Community Health Improvement Plan (CHIP), allow for mentoring from FRCOG, who has already completed a CHIP in Franklin County and support an event featuring a speaker on health equity and concrete actions to work toward equity. This grant would start in winter The full amount of the grant is $4,900. BRPC is the lead on the project. There is no match required. Staff lead on this project will be Laura Kittross, Public Health Program Manager, lkittross@berkshireplanning.org ex 32. Rene Wood moved to approve the Executive Director to submit a grant application to the County Health Rankings and Roadmaps/Robert Wood Johnson Foundation BRPC Executive Committee Minutes Page 3

4 and to sign any resulting contracts on behalf of the Commission; seconded by Marie Raftery. Unanimously approved. E. Approval to Submit Grant Application to the Franklin Regional Council of Governments for Public Health Standardized Inspection Service The Executive Committee was requested to authorize the Executive Director to enter into an agreement and sign any resulting contracts with the Franklin County Regional Council of Governments (FRCOG). This project will allow the Berkshire Public Health Alliance FDA Standardized Inspector to provide field training, mentoring and document review to allow FRCOG s inspector to also become FDA standardized. This grant will start in Fall The amount is for $2,300. There is no match required. Staff lead on this project will be Jayne Smith, Public Health Senior Inspector, jsmith@berkshireplanning.org and Laura Kittross, Public Health Program Manager, lkittross@berkshireplanning.org, ex 32. Rene Wood moved to approve the Executive Director to submit a grant application to the Franklin Regional Council of Governments for Public Health Standardized Inspection Service and to sign any resulting contracts on behalf of the Commission; seconded by Sheila Irvin. Unanimously approved. F. Approval after the fact Submittal of a Grant Application to Massachusetts Interlocal Insurance Association (MIIA) focused on risk management. The Executive Committee was requested to authorize after the fact the Executive Director to submit a grant application to Massachusetts Interlocal Insurance Association (MIIA) focusing on risk management. The grant program provides members with solutions to reduce workers compensation claims. After BRPC participated in an individual employee ergonomics evaluation, BRPC submitted a grant for Ergonomic equipment; Sit Stand desk top units, footrests and lumbar back support pillows. BRPC requested Ergonomic equipment totaling $3,992. BRPC was awarded $1,996. Rene Wood moved to approve the Executive Director to submit a grant application to Massachusetts Interlocal Insurance Association (MIIA) focusing on risk management; seconded by John Duval. Unanimously approved. VI. Committee Reports A. Environmental Review Committee Roger reported it was the first time he ever remembered not having a quorum. Roger made an observation that many Non-Profits are doing work that has not triggered a MEMPA review. Tom commented Non-profits are not using public money. B. Commission Development Rene asked about the 5 th Thursday regarding the Census in Those who attended reported good attendance and it was very informative. Mark Maloy is working with the Berkshire County Funder s Roundtable to donate money to support the Census efforts. The key is to capture the undercounted. The organizations who are involved with the undercounted can assist with the counts. At a future Commission meeting an Educational topic should be on what is the Census used for. C. Finance Committee Marianne reported the next meeting will be on January 3, 2019 to recommend Assessment Rates. VII Executive Director s Report A. Report on New Contracts/Agreements BRPC Executive Committee Minutes Page 4

5 New Grants and Contracts received 10/11/2018 to 11/01/2018 Town of Dalton Municipal Vulnerability Preparedness Grant application not received in this time period. FY18 Monterey Housing Rehab Subgrantee Due to less experienced staff than the other applicant. $22,000 $133,328 B. Staff update Attached are 4 resumes for new positions who will be starting by mid-december. Taylor McAndrew was hired as an Associate Planner in the Public Health Program to primarily assist with Opioid Abuse Prevention work, we are doing. Caroline Massa was hired as a Senior Planner in the Energy and Environmental Program as a replacement for retiring Lauren Gaherty. She will focus on energy related and hazard mitigation / municipal vulnerability planning. Job advertisements for 3 open positions: Zachary Feury was hired as a Planner in the Community Planning Program and will focus on comprehensive planning and land use regulations. Matthew Dovell was hired as a Planner in the Community Planning Program and will focus on municipal services and land use regulations. C. Berkshire Flyer 2.0 Subcommittee Meeting report The November Berkshire Flyer 2.0 Subcommittee Meeting was canceled. The next meeting is December 17, D. DLTA Solicitation We should have our DLTA contracts with DHCD in hand within the next 2-3 weeks. The eligible activities remain the same as last year with a minor change related to Housing Choice. BRPC s solicitation to the municipalities will be going out next week with requests for assistance due either January 11 or 18, As a reminder, requests for assistance need to be approved by the Board of Selectmen or Mayor. E. Rural Policy Advisory Commission Update The Rural Policy Advisory Commission (RPAC) is scheduling public outreach sessions to talk about the creation and components of a Massachusetts Rural Plan. The Berkshire public outreach session is scheduled for 6:00 pm on December 6, 2018, after the next Executive Committee meeting in the BRPC Conference Room. Attached is a notice and agenda. Please help spread the word as we want to get as much input as possible. Tom has been recommended to be a member of RPAC, pending a standard background check. More information about RPAC can be found at F. East-West Passenger Rail Study MassDOT has initiated the East-West Passenger Rail Study to evaluate strategies for providing rail service between Boston and Springfield. The firm, WSP US, has been hired as the project consultant. The first meeting of the Advisory Committee to provide input and consultation to the study will be held on December 18, Tom has accepted an invitation to participate on the Advisory Committee, along with Senator Hinds, Mayor Tyer and Jonathan Butler, 1Berkshire, from Berkshire County. Information about the study will be posted at G. CPTC Trainings BRPC Executive Committee Minutes Page 5

6 The next CPTC training will be held on December 13th from 6:00 to 8:00. Don Dubendorf will lead a workshop on Zoning Exemptions. Registration is at H. RTP Update Transportation staff are continuing to work on development of the Regional Transportation Plan, which functions as a major project wish list and is required for our region to receive federal transportation funding. Staff recently concluded a public transportation needs survey that received 700 responses and are currently analyzing the results. The survey will help us to draft the RTP and document needs for the area. Staff hope to have a very preliminary draft by late Dec. / early Jan. In Spring 2019 staff will hold a public meeting to discuss the draft RTP and aim to finalize the document by June. I. Update to Benefits Package As of December 1, 2018, Berkshire Regional Planning Commission will offer an employee funded benefit through Blue Cross Blue Shield for Blue 20/20 Vision Care and Hearing Discounts. This is an employee paid plan through payroll deduction. The plan will allow for discounts on glasses including sunglasses, contacts, laser surgery and exams. Included with the Blue 20/20 plan are discounts for hearing aids and battery replacements. J. Other - None VIII. Old Business A. Legislative Priorities Follow-up Due to the cancellation of the November Full Commission meeting we were not able to discuss legislative priorities with Senator Hinds. He has offered to meet with the Commission in January. B. Other None IX. New Business A. January BRPC Commission 17 th Meeting As mentioned under the old business item, Senator Hinds is willing to meet with us in January. However, he is not available on January 17th, the previously scheduled meeting date. He is available on January 10th. In order to engage in a discussion with Senator Hinds prior to the legislative filing deadline we would need to change the date of the January meeting. If we change the date the tentative agenda items include: A discussion with Senator Hinds about legislative priorities Report by former Executive Director about progress made on Sustainable Berkshires items. Setting Community Assessments A suggestion was made that there should be a small meeting with Senator Hinds, the Executive Director and the Chair to discuss legislative priorities. Roger Bolton moved to approve the date change for the January 2019 Commission Meeting from January 17 to January 10 th ; seconded by Marie Raftery. Unanimously approved. BRPC Executive Committee Minutes Page 6

7 B. Other Tom showed the Committee a plaque with the BRPC s Chairs to be hung in the large conference room. X. Adjournment The meeting was adjourned at 5:10 p.m. by motion of Rene Wood and second by John Duval. Attachments: - Unapproved Minutes of Executive Committee Meeting of December 6, Check Register November Accounts Receivable Report - Memo Executive Committee Agenda Items -Technical Assistance Activities October Annual Update Berkshire County CEDS Taylor McAndrew Resume -Caroline Massa Resume -Zachary Feury Resume -Matthew Dovell Resume -Rural Policy Advisory Listen Session Materials distributed or presented during this meeting: -DRAFT Environmental Review Report Tel-Electric Dam Removal Annual Update Berkshire County CEDS (overview) BRPC Executive Committee Minutes Page 7