Volunteers Green and Browns Court Project Committee 5/27/25

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VGBC Minutes 05-27-25 187 KB

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DRAFT Volunteers Green, Browns Court, Round Church Green
3 Parks Improvement Committee
Minutes from meeting held on May 27, 2025
Members Attending: Kendra Ziskie, Denise Barnard, Fran Thomas, Tess Storrs, Megan
Andrews, Jeanne Agner
Members Absent: Mary LeFebvre,
Guests in person: Judy Rosovsky of the Richmond Conservation Commission 
Guest attending virtually: None
Agenda for Meeting
7:05 Meeting called to order
1. Welcome
2. Review agenda - changes, additions, appoint timekeeper
 Addition - Related files. Denise filled us in on meeting with Josh Arneson re Tess’s
concerns about Open Meeting Laws and posting related files. Josh told Denise that the
only thing that has to be posted ahead of the meeting is the agenda and then the minutes. 
Josh said that the Selectboard only includes files because many people have requested to
read items. It’s not required. Even after the meeting, there is no requirement to post related
files. We might want to do this if we present something major, but it’s not a requirement. 
 Megan will be the timekeeper
3. Public comment on non-agenda items
 Kendra received one email which she shared. It was a reminder to be sure there is a
perimeter to allow people to walk around the pickleball court. Kendra replied to the sender,
assuring that we did allow space to the east and north of the courts to allow for walkers.
4. Review minutes of March 20 minutes. Minutes approved. The Jan 30 minutes on the
website are still in draft form. We’ll let Duncan know that those were approved.
7:17 
5. Judy Rosovsky of the Richmond Conservation Commission presented information
regarding what type of funding might be available from the town Conservation Reserve
Fund for parks projects. She explained some of the criteria and gave us examples of
projects that have been previously funded.
 Information about the fund can be found on the Town website under the Conservation
Reserve Fund. Fran also emailed a copy to each of us. The application can be found
online The application has a specific application process. Judy reviewed some of the
steps.
 Denise reported that there are sufficient funds in the Conservation Fund, $372,757.70
as of July 1, and that we should apply for some of that funding to use for arborvitae trees
around the pickleball court. Denise explained to Judy about some of our projects at
Browns Court. The DRB has approved the plans, but the designated funds for most of the
work was borrowed by the town to cover the costs of flood repairs. When FEMA
reimburses the town, the funds, previously allocated to the Parks Committee, will become
available for our use. However, the trees need to be planted this fall, before the pickle ball
courts can be used. 
 Fran and Jeanne will work on drafting an application for funds to be used for arborvitae
trees for Browns Court Park. They will present the draft at the next meeting. 
 
7:44 
6.Code of Ethics and Open Meeting Reminder
 We will review the Code of Ethics and Open Meeting Responsibilities training video, on
our own time, before the next meeting. It takes about 45 minutes. When completed, your
name is entered in the state database. Please complete this training by the next meeting,
where we will review and be sure we have all signed the document. See March 21 email
from Duncan for the link to that video. All Committees need to use an Open Meeting in June –
August to review the Code of Ethics and Open Meeting responsibilities
7:47
7. Report from Fran on the Selectboards Public Hearing on the changes the Planning
Commission recommended with regards to Volunteers Green. The Selectboard voted to
accept those changes.
 Fran reports that the Planning Commission’s language changes will allow us to build
the playground on the upper plateau. We are in good shape to do what we hope to do.
Denise suggested that we write a thank you to Virginia and the members of the
commission to thank them for working with us to come up with changes that were needed
for us to continue to pursue moving the playground to the higher ground as well as a way
forward to build a new bathroom as long as the old, flooded restroom is removed and to
demolish the band stand and build a new one of a different design.
7:52
8. FEMA reimbursement update (Denise and Fran)
Kendra, Denise and Fran met with Josh Arneson with questions about the FEMA
money and timeline for reimbursement. 95% of the paperwork for the 2024 flood damage
has been submitted. Josh and Duncan feel optimistic that our designated funds may start
to be reimbursed by the summer. FEMA money for the 2023 flood damage has been
received by the Town. The money borrowed from our fund will be reimbursed when 2024
assistance is awarded.
9. Browns Court Updates (Denise)
7:57
A. Boundary adjustment updates - There are 2 boundary issues at BC which need to
be resolved by the Town lawyer. 1. The agreed upon boundary between town and
McCarthys. The McCarthy’s are amenable to the suggested boundary adjustment. 
2. There is a small point of land that juts into the park between the Carrol/Oliver
boundary. Denise will continue to see that these adjustments are being addressed.
 Tess will let Duncan know that one of the permit signs seems to be missing.
 We were reminded that Duncan is our first contact and not to bother Josh or 
Keith. There is no need to even copy them on our emails to Duncan. 
8:06
B. Water update - Denise talked with Steve Cote from Water and Sewer about getting
the water connected. Steve then talked with Pete Gosselin, highway foreman. They
made a plan to get the water connected. Steve and Pete will do the installation and
the Town will pay for the locking spigot.
8:09
C. Pickleball Courts
Contractor start date - mid to late summer. It’s about a two month process
including the site work, paving, which is a multi week process, then painting, then the
fence installation. 
Court colors - our pricing is for one standard color. We voted on dark blue
with white lines. 
Review sample signs for courts - Jeanne will send samples before the next
meeting and we’ll review at that time. The town needs to know the size of the signs, not
the exact wording. Discussion of hours. The town park ordinance is summer dawn to dusk.
The signs could be 8 am to dusk. We should get input or at least inform the neighbors,
perhaps just by email. The signs could be in related files for neighbors to review before the
next meeting. We discussed meeting for 30 minutes at the park before our next meeting.
Tree information - Fran will contact Gardener’s Supply to get updated pricing.
The trees cannot be planted until the court is finished and the fence is installed.
We discussed the importance of keeping the boundary trees maintained, especially on the
north side, so that branches do not impede walkers around the court and/ or damage to
the court. 
Shed - The shed will not be able to be built until the funds are reimbursed.
Denise will check to see if pickleball supplies could be stored in the softball shed for the
time being. If not, we’re certain that items can be stored by the town. 
8:23
Grant applications - Tess brought to our attention two USA Pickleball (USAP)
grants. We applied for a $50,000 grant to be put towards the pickleball court. There are
two of these grants awarded in the US. The recipients will be announced on August 8,
which is National Pickleball Day. On that same date, another USAP grant application
opens. That grant is for materials (paddles, balls and more). There are more of these
awarded. Jeanne offered to write this grant with Tess's input. Jeanne will talk with Susan
from the library to see if the library would be interested in loaning out pickleball materials if
we are awarded a grant (similar to the lending of snowshoes).
8:35
10. Volunteers Green Updates
A. Any project updates. Review of estimates, if received
Now that we have some preliminary drawings for Volunteers Green, Denise
explained that we have to ask for a Rough Order of Magnitude (ROM) estimate, another
term that is new for all of us. [Definition: It is a rough cost estimate or a high-level cost
projection used in the early stages of a project to assess its feasibility. These broad
estimates are useful in preliminary project screening and to secure funding, but are not
intended to be precise.] We need an ROM to determine how we are going to move
forward.
Denise will ask John Johnston of Breadloaf if he will do give us an ROM for
drawings #2 and #4. She will also check with Bob Neeld to see if he might do this. Denise
will talk with John Linn of Hillview Design to see if we are on the right track.
Fran asked Spences for a rough estimate of what it might cost to demolish the band
shell and restroom and dispose of the materials. She will check with him again for that. 
Denise explained that in the meeting with Josh and Duncan, she checked to see if
Bob Neeld had been paid for the work he already did for us regarding the state of the
current bandshell as he mentioned it had been over 90 days since he did the work and
invoiced the Town. That warrant was signed at the most recent Selectboard meeting. She
is going to check to be sure that HIllview Design and Chris Haggerty have also been paid
for the work they have done thus far.
At a future meeting, we’ll have to decide how much more work we put into this
project while we await for the Town to be reimbursed by FEMA.
8:49
B. RES student Project Citizen presentation titled “Accessible Flood Resilient
Playground at Volunteers Green”
Jeanne attended a presentation at RES by a group of 4th grade students who had
requested to attend one of our meetings. These students had identified the
playground at Volunteers Green for the focus of their project. These young citizens
recognized a need in Richmond and advocated for a playground that is more
inclusive and accessible for all than our current playground. It was obvious that they
had done their research and were passionate that the playground should meet the
needs of all abilities. We were not able to show the slides tonight due to our
technical difficulties. Jeanne will email the slide presentation to our committee
members. Jeanne did talk with them about the challenges of building in a flood
plain. She also shared some sketches of the proposed new playground and
highlighted some of the accessible structures. The students did comment on the
need for a separate place for toddlers as well as a quiet space for sensory needs.
8:53
C. Condition of the current playground. Jeanne communicated with Duncan, He will
request the annual inspection. It’s a risk management assessment from PACIFIC.
There have not been any updates since the inspections post flood, which indicated
several areas of concern. The swingsets have new chains with protective coating
and at least one of the seats was replaced. It was noted that the swingsets will not
be moved to the upper plateau so they will continue to be maintained where they
are. We need to be sure to remind all parties that the swing sets are not to be
demolished when we get to that stage.
8:56 
 Tess had some more questions about the Browns Court project regarding the parking
lot. It was stated that all of the estimates were in, but the required new bidding for the work
to upgrade the parking lot is on hold until the Town funds are reimbursed by FEMA. Cars
will continue to be able to park in the current parking lot. It was noted that there were 43
cars parked in the park for an event last week.
9:00
11. Round Church Green Updates
 Bench cleaning - Jeanne talked about the extensive cleaning that was done on the
benches last year and the need for continued cleaning. She proposed asking for “Bench
Buddies”. Her idea is to recruit volunteers to clean the benches several times a year. Fran
noted that the birds have already created a mess on the benches this spring. Jeanne will
put together a proposal and send it to Josh for his approval. If he agrees, we can post a
request on the Front Porch Forum.
 Discussion of possible celebration - Jeanne mentioned a possible chance to highlight
our work at this park. We decided that we would not want to take away from the other
celebration.
12. Any other business
 Kendra discussed the importance of knowing the actual dollar amount of projects
completed versus the amount we had in our budget. We know prices went up since our
original plans. Denise suggested talking with Connie Bona to see what records she has.
Jeanne will send Kendra the invoices she has for the Old Round Church table, benches
and the cement pads. Those items have been paid. We need to confirm what landscaping
and tree work expenses came from our budget versus what came out of the Town
maintenance budget. Many services for estimates and plans for the Browns Court and the
Volunteers Green project were donated or offered at greatly reduced prices. We need to
look at the actual billing to determine the true amount of what has already been spent.
The next scheduled meeting is Thursday July 10
Some possible items for the next agenda. Send items to Jeanne for the next agenda.
Updates on Volunteer Green. Review Order of Magnitude if received
Discussion and vote on the signs for the pickleball court
Discussion re pickleball grant application
Plan progress report for a future Selectboard meeting
Discuss an update to post on Front Porch Forum
9:20 Adjourned