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HomeMy WebLinkAboutKMB 10/22/2024,` RECEIVED o , 11lWH CLERKS OFFICE o 2024 DEC 10 A II, 29 .. {(PAIMt, AMn,. py ,A"1 inn { fVi7�1' IELD ' w�SS/aCHuSETTS : "Empowering residents, businesses and government to make Mansfield a greener, cleaner place to live, worir and play," KEEP MANSFIELD BEAUTIFUL COMMITTEE Meeting Minutes Meeting Date: 22 October 2024 @ 7:00 p.m. Location: Room 3A/B-Mansfield Town Hall Attendees: Jeff Ward (Chair), Ana Newell, Kelly Kemp, Pat Colbert, Mike Healey, Janice Wivagg, Martha O'Connell, Danielle Dupre, Kara Hanks DesRoche Welcome & Call to Order • Meeting called to order at 7:05 p.m. • Motions made to accept minutes from KMB meeting of 10 September 2024 and approved by members in attendance. Note: October meeting date was originally 8 October 2024 and was rescheduled. Welcome to Our Newest KMB Committee Member Kara Hanks DesRoche recently completed the interview process with the Select Board and was officially welcomed by the committee members at tonight's meeting. Kara is a 6-year resident of Mansfield and parent of 3 boys. She brings her gardening/agricultural background to our team as she grew up in a farming environment. Her knowledge and past experiences are welcome contributions to the KMB team as they tie nicely to the KMB mission and to several of our programs. We are excited ' to have Kara on board. Potential Additional/Alternate KMB Board Members Discussion Natalie Mozarz, a Junior at MansfieldHighSchool who was not in attendance at the meeting tonight had expressed past interest in joining the committee. She has not been in recent contact with the committee members. A liaison position between the Mansfield HS community and KMB would be the best fit for a student applicant as voting committee members are responsible for leading and supporting the various KMB ' programs which can require significant time and meeting commitments outside of our monthly A student usually cannot commit to these time commitments. The committee members agreed it would be helpful to have a HS student liaison work with us, especially as a communication conduit between the HS and KMB. Since KMB expanded its programs and community outreach over the last few years, the committee believes it would also be helpful to expand the current voting membership Page 118 from 9 members to 11 members. In addition, the committee would like to consider adding a student member from Mansfield High School to be a liaison between the HS and KMB Committee. A: description of the HS liaison position needs to be developed. More discussion on a student candidate/liaison position is needed. These proposed changes might require modifications to the current KMB Charter, however, there is nothing in the charter that indicates a limitation on member numbers. A motion was made by Mike Healey and seconded by Ana Newell at the September meeting to pursue additional Board Members/Alternates. The KMB Charter language needs to bereviewed 'by current members it may need to be altered to accommodate the changes proposed. A suggestion was made to inquire if other Town Boards have alternate members. This would help us to understand the process the Boards followed to add alternates and facilitate our moving forward. No other additional action was taken at this time. Treasurer's Report Treasurers Report as of 22 October 2024 Town Account FY 2025: $ 8,697.00 Mural Account: $8,000.36 Net Total: $16,697.36 *Note i*: Mural Account: Supplemental funding for the mural restoration was donated by ReLeaf in fy2024. The mural restoration was started in Fall 2024. Nin Pro ram Sti end Breakdown Business Dubs Wines & Jordami/Bristol West RNR Total Total Name Liquors More Liquors Mansfield, WOO FY FY Variety Liquors 2024 2025 Contact Austin (508)339- Miguel (774)284- (774)719- Info Debucas 6900 Sanchez -Owner 4392 " 2817 (508)339-'' Sean Patel- 3454 Manager.: 508 339.3782 Date of Donations July 2024 $50.00 $600.00 $650.00 7/10/2024 zmg July 2024 $50.00 $50.00 $50.00 August, $50.00 $50.00, $50.00 2024 September ,$50.00 $50.00 $50.00 2024 t1 Note: Both the FY 2024 and FY 2025 Totals are reflected in the main Financials Breakdown table. Other Discussion Items Regarding KMB Financials • NIP Bottle Stipend Program — This program contributed approximately $2,600.00 in total to our 2024 KMB budget. Latest contributions forFY2025 amount to $450.00. The committee members agreed at our last meeting that notes should be sent to the participating businesses who contribute annually to the program indicating how these donated funds support KMB programs such as the semi-annual clean-ups. Since the November cleanup dates areapproaching, the timing of the notes to these businesses were relevant. Janice Wivagg coordinated with Ana Newell and sent the notes. • Touch -a -Truck Donation — Ana Newell reported the receipt of a $100 donation from the Touch - a -Truck event sponsored by the Mansfield Women of Today. The monies came through PayPal from Sandra Drake. The amount is not reflected in the October Financials. Mansfield Women of Today usually donates to KMB in January. Ana will follow-up to ensure the donation was meant for KMB. • KMB Expenses — Ana Newell indicated our current KMB balances are in the normal range for this time of the year. We currently have no new expenses to report to date. The upcoming Page 318 November cleanup is well appointed and should not require KMB to incur costs for supplies. • Mural Account — Payments were issued to Ian Gaudreau, the muralist performing the restoration work. Payment for Adding Art was issued but is being held until at least 60% of work is completed. Upfront costs included required insurance. - 1. Supplies - $1,217.00 2. Planning & Prep Work $5000.00 3. Cleaning, Repair & Repainting - $2,500.00 4. Adding Art - $2500.00 Program Initiatives & Events Updates, KMB Presentation to Select Board — Jeff Ward made the KMB presentation of the current KMB programs and initiatives to the Select Board on 18 September. Kelly kemp and Martha O'Connell attended the meeting with Jeff and Pat Colbert watched the broadcast on Cable TV. ' The donors to the Town's 2501 Anniversary Celebration (ReLeaf and Bay Coast Bank) were acknowledged during the meeting by the Select Board. Robert McDonald, Chair of the Town's 250' Anniversary Celebration Committee was in attendance and provided a preview of some celebration activities planned. Rte. 106 Embankment Restoration Ana Newell met with Andy Littig and Josh Reinke (DPW) to discuss possible cleanup and design plans for the embankment that is located near the mural' and Rte. 106 underpass. The site was originally planted by Guerrini and is overgrown and in need of complete rehab. There is a possibility of saving some of the evergreen plants so the site will not be completely bare during the winter season. The idea of planting some shrubs and grasses' ' like those at the Thomas Street Memorial site is being considered. The triangular garden areas near the pedestrian bridge that is used to transverse the overpass to; r the train station also needs to be rehabilitated. They are magnets for trash. DPW also currently maintains the plants on the opposite side of Rte. 106 that were originally planted by the MBTA were not well maintained. That area has been much improved since DPW took over the maintenance. DPW would likely takeover maintaining the Rte. 106 embankment site once the major cleanup was done and plants conducive to easy maintenance are planted. Josh Reinke was planning to meet with the Town Manager to discuss options and possible next steps. Budgetary concerns need to be considered for the project. One source of income for the " 'project funding may the Non -Profit Gift Fund. Applications for consideration are due soon. Kelly Kemp also introduced the idea of a'Bring a Plant" 'event. 'Ana will continue to work with Joshand Andy on this effort. • TRAIN STA Sign — This signage was put in place by the Clemmey Family. There was also a barrier put in place by the family, likely to prevent trespassing. Ana Newell reached out to Josh Reinke about the signage and barrier removal. Josh indicated the barrier should be removed. Anna also reached out to Elizabeth Clemmey about potentially adopting the site. Mrs. Clemmey seemed amenable maintain the site and said she would meet with Ana. Ana has not had further contact with Mrs. Clemmey. • Pop Warner Football Team Field Cleanup - On 21 September, the 71 grade Pop Warner football team cleaned the Memorial Park field area. Danielle Dupre worked with the team mother to provide the boys with the needed supplies. It was a great educational opportunity as well as a team building activity for the boys. The team is eager to be engaged with KMB and learn about similar future opportunities. Engaging the sports teams in the semi-annual cleanups has been utilized in the past. This is one area where it would be helpful for KMB to have a liaison from the high school for communications purposes. Pat Colbert communicates to the Mansfield HS Athletic Director prior to the KMB cleanup events, but how that info gets disseminated downstream is unclear. Kara Hanks Desroche is a member of the MESA Organization for elementary schools. Kara indicated that she is willing to help with getting KMB event info into the school newsletters. • Traffic Box W raps — Pat Colbert reached out several times over the past few months to Karen Kearoon, who designs manyor our &nits communication vemcres, snow a eesign ror me proposed traffic box wrap near Caanan Fuels on We. 106. Communications with Karen have stalled, and the committee agreed that we may need to take a different tack to get a design in place. Ana Newell said she would try to reach out to Karen to see if she is still interested in designing for this project. If not, we will need to pursue other options. One idea is to use a agreed that we may need to pursue that option to get the design we prefer. No wrap installation can be done in cold weather. We need to get the design in place and approved by the Select Board before contacting the wrap vendor. The committee already voted to fund this project, and the wrap should be queued for spring installation so it's ready for the 250's celebration activities. Fundraising The KMB Committee agreed that we need to send a fundraising letter out to solicit donations to financiallysupport our 2025 programs especially since we no longer receive an annual funding contribution from the Town due to budgetary' constraints. Ana Newell worked on developing a targeted list of businesses and past donors. Ana will send out the list for review again so members can comment, and any edits can be made for next meeting. The committee needs to decide the best time for letter mailing, a late January 2025 mailing was suggested Next month the committee needs to focus on the plan to make this mailing happen. Jeff Ward offered to work on updating the last fundraising letter that was sent out in 2023 and bring it to the November meeting so edits can be made. A suggestion was made to include a copy of our KMB brochure in the mailing, so recipients understand the breath of programs offered by our organization. Allegra has a template of our original brochure. The brochure likely needs some updating to include new initiatives, programs and photos. We need to get a copy of the brochure and work on necessary edits. We will also need to get a cost estimate'from Allegra to produce new copies based on the number of new brochures needed.'' The committee plans to set two dates in January aside to address the fundraising effort and mailing activities required. A suggestion was made to use one meeting to set up an, assembly line to get the mailing activities completed. The Town usually provides envelopes and covers mailing costs. Allegra did the letter printing and folding back in 2023 at a cost of $460. Members agreed that the folding `costs were well worth it. Mural Restoration Project Updates • Keely Kemp has been working with Ian Gaudreau, the muralist, on the restoration project. Kelly indicated that Ian is detail oriented, and the quality of the work performed to date is excellent. Kelly provided the following update on the project plan milestones to the committee. The project Page 518 milestones were planned to accommodate a work break when the cooler weather approached so the decision will not impact the integrity of the entire project. Mural Cleaning — Overall, the mural wallis cleaning up nicely. The cleaning is making a noticeable impact. About 60% of the mural wall cleaned as expected. More time and effort are required to clean 40% of the hard to clean areas." Cleaning should be completed by 1 November. • Work Continuation Checkpoint KMB will have a pivotal decision to make on November 14, 2024. Should we plan to move forward and have the artist continue with the proposed additional artwork or stop work and continue proposed artwork in the spring of 2025? There are two main reasons to consider stopping work activity at this checkpoint: 1. The artist may run out of good weather to complete the additional painting and 2. KMB may want to time the proposed mural art tribute to the 250th anniversary and have that complete final work until spring 2025 does have the benefit of aligning with the Town's 250th celebration. The KMB Committee is taking this benefit into consideration. Revarnishing of the mural will not be done until all artwork is completed. If work is delayed until spring 2025 the mural wall will require power washing again. • Project Timeline Details 1. Milestone la — Preparation Activities 100% complete 2. Milestone 1 b — Cleaning 100% complete 3, ,Milestone 1 b Repair is 80% complete. In 40% of the areas where rust/lime deposits exist, it is taking more effort to resolve. With additional effort the trouble areas/spots are coming clean. The decision was made to invest more time to get all these problem areas addressed correctly as the objective is to have the restoration work contribute at least 5 more years to mural longevity before more restorative efforts are required. 4. Milestone l c - Repainting is on target to begin the week of October 27 (weather permitting) and is scheduled to be completed by November 14, 2024. Repainting consists of adding'a layer of paint in the areas which are spidering and flaking. The additional cleaning of the rust/lime areas on the mural wall opened additional' areas which required "repainting". An additional week was added to complete this milestone. " 5. Milestone i d Adding new art to the mural content Adding to the current mural content will also include some tribute to the Town's 250th anniversary. Adding the anniversary logo developed by the 250th Celebration Committee is being considered. The artist has also expressed interest in sky color changes to reflect sunset, add image of Harry Chase Jr., former town historian, and fix image of President Lincoln. Additional Note Kelly Kemp plans to meet with Ian on 1 November to discuss his progress. If any project timelines need to be adjusted, Kelly will work with Mike Ahern at Town Hall to issue a Change Order. On November 14, KMB and Ian will make the final decision to either stop work for the Page 618 current season and continue work in spring or keep moving forward and continue proposed work to completion (weather permitting). Fall Cleanup Event The Fall cleanup dates for 2024 are November I-11. Dates are posted on the website, on Instagram, Facebook, and in the October Newsletter. Volunteers from the annual Spring Cleanup Event usually sign up for the Fall cleanup as well. Registration will close by 29 October to allow the Precinct Leaders time to communicate with their precinct volunteers and prepare for supply distribution. Pat Colbert will make supplies available to the Precinct Leaders. Volunteers may get the yellow trash bags from their leader or dispose of any trash picked up in their personal trash receptacles. DPW will pick up any full yellow bags as long as volunteers contact their leader with the bag pickup locations. Note: One of the painted barrels at Memorial Park desperately needs replacement. The park's fields are in use during sports season. There should be a barrel available to replace it even if it is one of the extra white or generic green barrels. DPW may be able to replace during the Fall cleanup window if contacted. Kelly Kemp may know of a resource who still has a painted barrel that can be used for replacement purposes. Adopt -a Street Danielle Dupre continues to work with any new program volunteers. Litter Busters Neil Rhein (Keep MA Beautiful) is hoping KMB will start up the monthly cleanup volunteer opportunities again. He was recently spotted on Rte. 106 doing some cleanup. Suggestion was made to possibly do some cleanup after the Fall cleanup. We Noticed The committee members decided to award the 2024 certificate to the new business on N Main Street called EPEX. Their Halloween themed windows were spectacular. Keely Kemp will get the certificate template ready and take photos to post in the November Town Newsletter. Kara Hanks Desroche will shadow Kelly with these activities. Adopt -a -Spot Ana Newell worked with the School Superintendent and Jordan Jackson Principal to get approval for the reconstruction of the pollinator garden at the Jordan Jackson School. Ana secured funds through the "Plant Something BEEutiful" Grant offered through Keep MA Beautiful for plants that must be planted by 30 November. Connor Hall, a local landscaper, volunteered to bulldoze the old area and lay new loam. Ana will need some help with planting and is soliciting volunteers. Downtown Flower Barrels The Angel Begonias and 119 flower barrels will be removed on Friday, 26 October. There are still 3 businesses who have not paid for their flower barrels. The suggestion was made to send an official invoice to the business owners. Ana Newell will format an invoice bill for Pat Colbert to mail. The suggestion was made to include a stamped return addressed envelope to facilitate a response. Upcoming KMB Meeting Dates for 2024 Thursday, 21 November I 1 December (To be confirmed) Page 718 Meeting Adjournment, Meeting Adiourned: 9:15 p.m.� Minutes approved on: J.//�j�r��✓�r✓ Secretary signature:5`/�' Page 818