Volunteers Green and Browns Court Project Committee 3/20/25

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DRAFT Volunteers Green, Browns Court, Round Church Green 3 Parks Improvement Committee (ARPA Funds) Minutes from meeting held on March 20, 2025 Members Attending: Denise Barnard, Fran Thomas, Tess Storrs, Megan Andrews, Jeanne Agner Members Absent: Kendra Ziskie Guests in person: Gary Bressor Guest attending virtually: Doug Wysocky- Johnson, Duncan Wardwell 7:05 Minutes Approved from meetings on Nov 21, 2024 and Jan. 30, 2025 with corrections after lengthy discussion 7:30 Public comment: Gary Bressor attended to share his feedback on the proposed designs for the plateau that were presented by Hillview Design. Gary commented that Plan #2 seemed very utilitarian. Gary stated he liked Plan #4, he liked the design, the entrance to the bathroom, the orientation, the location with regards to the playground and it seems as if the music would go out over a much broader range in front of the band shell. He said that the pitch of the roof on the current design is 6/12. He feels like the pitch on the roof should be 8/12. That pitch would fit better with the overall look of the town, the pitch of the Old Round Church roof, etc. He feels that of the four options, #4 is really the only option. His other request is that when the bandshell comes down he would like to see incorporated, in the peak of the new building, that same sort of piece of steel with roots welded on it with the rod going up to the roof and the same banner [flag] from the current band shell put on the new structure. We shared that Hillview design is committed to preserving some parts or pieces to pay homage to the old bandshell. We will share Gary’s feedback with Hillview design as a suggestion to incorporate as they continue to develop the plan. We did explain at this time, we have the evaluation from Bob Neeld regarding the condition of the current bandshell and his rough estimate of what it would cost to repair that structure and to make it accessible. Gary asked if Hillview Design was interested in building the new structure. It’s possible that they might be interested in building, but whomever the builder is, they would need engineered drawings. Hillview Design recommended that we get engineer reports. This committee is looking to see how much it would cost to have an engineer prepare plans for the structures in Plan #2 and Plan #4. We are also getting estimates of what it would cost to dismantle the current bandshell and the bathroom/concession stand. The current restroom/concession stand building would have to be removed from the floodplain in order to build a new restroom on the plateau, according to the new flood regulations that are hoped to be approved by the Selectboard in April. We need to have all of these estimates to evaluate as we develop a plan to present to the selectboard for the plateau. We thank Gary for his continued valuable input with regards to this project. Next scheduled meeting - Thursday, May 8, 2024 7:40 Agenda Items: Update regarding FEMA reimbursements to Special Fund Duncan Wardwell, assistant to the Town Manager, gave us an update regarding FEMA reimbursements to the Special Reserve fund. Our committee had asked for clarification as the ARPA funds that were designated for our parks projects were moved into a Special Reserve Fund at the Special Town Meeting on November 9, 2024. The Town then recently borrowed the money from that reserve fund for flood repairs to be repaid when the town receives the FEMA floods reimbursement. Our committee would like to determine when the funds will be available in order to continue with the task assigned to us by the Selectboard. Duncan stated that the money for the pickleball courts was already approved and that money was not in reserve fund, but held elsewhere. However the money for the trees that are to screen the court from the neighbors had not been approved for spending before ARPA funds went into the Special Reserve Fund or before the money was borrowed. Those are two of the projects we are hoping will be completed later this spring. Duncan said he cannot give us a firm answer as to when the money might arrive from FEMA. For the 2023 flooding, most of the information was submitted and approved. There is still some data needed regarding mitigation expenses to submit. The town is waiting for the FEMA money to be paid out. The money for the 2023 claim could be arriving soon but we really won’t know a firm timeline. For the 2024 flooding, the flood data and expenses are still being collected to submit to FEMA. Duncan has gathered most of the highway expenses. He is still waiting for bills for storm repairs from other town organizations such as the Fire Department, Water and Sewer, etc. Duncan must be sure FEMA has all of the data that they want. Then the state must submit all of their data. Once everything has been submitted to FEMA, it might be 12 to 15 months from that time before the town will see that money. And then there is the overarching concern as to what is going to happen with FEMA. Megan asked Duncan if our committee will be able to use some of the money that the town expects to receive for the 2023 funds. Duncan was not sure how that would work. The money was borrowed from the Special Reserve fund that was established after the 2023 flooding. That may be a Selectboard decision in the future. Updates on Browns Court -Discuss arborvitae trees, numbers and placement for Browns Court Fran made a motion that we recommend the number of arborvitae trees for Brown’s Court Park. We recommended 15 trees along each short side of the pickleball court- north and south for a total of 30 30 trees along the east long side of the pickleball court. There will not be any trees on the west side of the pb court A total of 60 trees to screen the pickleball court 4 trees in the semi circle around portalet 20 trees on the south side of the bocce court if and when that court is built. 84 trees (20 of those for bocce if / when that is built) Fran suggested that if the timing works out, we might ask pickleball players to help plant the trees around the pickleball court and/or water them for the first several months. Perhaps it could be a community service project for students or a community organization. -Pickleball court signs specifically (verbiage and placement) We reviewed several types of signs and wording that might be used. We decided that signs made on heavy stock paper with outdoor lamination would be best for the pickleball courts, especially the sign for hours. The signs would be attached to the fencing near the two gates, Signs of this type would be able to be changed easily if/when needed. Jeanne will make some samples of signs for welcome to the courts, court hours and rules that include the town logo for us to review. Town guidelines might be no larger than 2 square feet so an 11 x 17 sign could work for the rules signs. We’ll check the limit to the size of a sign with regards to what was submitted to the DRB and probably check with Tyler when we get closer. It was mentioned that we should check with the neighbors on what they think about hours for the pickleball courts to be open. Would they like to see different times for different days or weekends? Who will check with neighbors? Maybe when the sample signs are ready to share? -We also have to make a decision on the court colors for the contractor We discussed the color options and gave our opinions. We were not sure if the contract included options for more than one color. Duncan will send us the contract to review. A motion was made to give Denise and Tess permission to choose the colors without further review from our committee. Other Browns Court Signs Kiosk - We might think of a wood burned or similar sign on the kiosk “Welcome to Browns Court Park. There would be an area for municipal signs/park ordinance/town noise ordinance etc. There is a section for bulletin board type signs such as the softball schedule. Many of the signs such as dogs on leash and cleanup after dogs are town signs and are already at the park. It was suggested that a simple history of Browns Court to laminate and place on the kiosk would be a nice touch. 7:25 -Water spigot placement and discussion on hoses Location is determined- it has to go where the water connection currently exists. Denise will contact a plumber to see what type of spigot he recommends. Denise will contact Steve Cody from water and sewer to see what they suggest as far as a locking hose spigot. Hoses will be needed to maintain the courts. Denise will contact the pickleball contractor to see what they need as far as water for the installation of the courts. Is it just a place for them to hook up their hoses? -Notes/Comments from other meetings held Town Mtg/selectboard/Planning Commission Fran will be attending the Selectboard public hearing for the planning commission’s suggested changes to flood zone/flood plain language on April 7, 2025. 8:45 Updates on Volunteers Green Fran will give Hillview Design Gary Bressor’s suggestions Jeanne will let Justin Mansfield know where we are with regards to the playground. We discussed the current condition of the playground. Jeanne will find out from Duncan if we have an updated playground safety inspection report from the state after the July floods. She has a May 2023 and a May 2024 report. There may be some items that have to be removed since the flood damage. Possible agenda items for next meeting - May 8 1.Open Meeting Review We will all read the recent email re open meeting laws before the next meeting to see if there are any questions for clarification 2. Discuss/Brainstorm other funding sources Possibly invite Judy Rosovsky, from the Conservation Commission to talk with us about what type of funding might be available from the town Conservation Reserve Fund for parks projects. It might be wise for us to read the documents first and ask her to a meeting after that. Denise will check with Judy. 3. Report from Fran on the Selectboards Public Hearing regarding the changes the Planning Commission is recommending with regards to Volunteers Green 4. Update on Browns Court projects Review signage for pickleball courts, color choices and building permit application Other 5. Update on Volunteers Green projects. Review estimates if we have any by this meeting Next steps for Volunteers Green project Condition of the current playground. Jeanne will get the most recent safety inspections. There may be some things that we recommend be removed and not replaced. If there was any flood damage between now and a new playground, our recommendation is that nothing should be spent repairing or replacing anything on the old structure. That would be time for early demolition. NOTE - The swingsets will remain where they are and any repairs and replacement parts should continue. 6. Celebrating The Old Round Church Green ideas - Jeanne Adjourned at 9:12