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

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 Volunteers Green, Browns Court, Round Church Green

 3 Parks Improvement Committee

 Minutes from meeting held on May 27, 2025   Approved on 7-10-25

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 enough room for people to continue to walk the perimeter of the park. 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 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. Fran explained the multi - step process of getting FEMA money for the 2024 flood. 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

Boundary adjustment updates -  Fran explained that 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

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

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

1. 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

1. 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

1. 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 over 30 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

Open Meeting video - any questions. Sign document. 

9:20 Adjourned