Tree Commission April 2019 Minutes Attending: Paul Josey, Mark Rylander, Matt Brinckman, Brian Menard, Roxanne White, Jody Lahendro, Lynn Rush, Rosanne Simon, Peter Russell, Peggy Van Yahres Staff: Mike Ronayne, Brian Daly, Steve Wright, Missy Creasy, David Frazier, Lauren Hildebrand, Marty Silman Guests: None February Minutes Corrections – Approved as is. March Minutes Corrections - Approved as is. NDS Tree Related Code and Compliance Discussion – NDS Staff/All Missy begins by explaining who reviews what part of the site plan in the review process as it pertains to trees. Staff then explains how tree preservation is reinforced in the pre-construction (pre-con) meeting, site prep, site plan (SP) and implementation. During the site plan review process, the staff development team will discuss existing conflicts and overall project design. The Streets That Work document can help guide priorities when ROW is limited. Developers generally take comments and suggestions, some are binding (code). After SP is approved the process moves to construction drawings and a pre-con meeting. Staff will not hold pre-con meeting until a contractor has been selected. Staff will ask directly at pre-con if project is constructible. At the pre-con meeting City staff will make clear expectations, exchange contact information and make sure that the tree pres. detail is shown to scale. Staff will refer to pre-con meeting minutes to address issues that come up during project. Staff would like to find a way to receive more complete plans from the beginning of the process. It is suggested that taking components of the Tree Pres. BMP and putting parts of it directly into the Standards and Design Manual (SADM). The commission will review BMP manual and handpick the most important ones to suggest be carried forward into the new SADM. There will be two more work sessions for the SADM and there will be a stakeholders meeting in May. Staff can also take comments before May and the latest version of the SADM draft is available online. It is explained that primary streets usually have more space to work with and are generally more robust than linking streets when referred in the code section. After the sidewalk fund is explained, it is asked whether or not something similar could be implemented for trees. It is discussed how the issue with the ADA accessible ramp that damaged tree roots along Garrett Street could have been avoided. Inspection process and frequency of the construction site are discussed be the inspectors. The E&S violations carry much higher penalties but the “teeth” for tree protection lie with the stop work order. If a tree dies or is removed there is a small fine for being in violation of the SP/zoning. Marty reviews how tree and sidewalk obstructions are mitigated with grinding and other measures. In the past Marty has used details from the Timmons Sidewalk Guide to show to contractors how sidewalk repairs should be made. It is requested that the Timmon’s document be posted online. It may be helpful to take some of those components from the Timmon’s document and incorporate them in the SADM. The question is raised about tree maintenance responsibilities of the Juvenile Court Facilities. Marty will put Roxanne in contact with the appropriate City personnel. The commission will also prioritize BMP’s from the Timmon’s Sidewalk Study to be incorporated into the SADM. Standing Committee Reports Planting Committee – Rosanne CATS seems to be having concerns that they are not protected by the City for projects like Belmont and there are liability concerns. A “Community Outreach Committee” has been proposed by CATS internally to help address this. Other liability questions are raised and it is decided it is best to draft questions for the City Attorney’s Office. Rosanne, Peter and Brian M. will draft questions for City Attorney in regards to planting trees on private property for projects like Belmont. Other Updates Omni Tree Removal – Mike The log was given to the nonprofit Trees Virginia and they are currently taking proposals to see what kind of wood products can be made from the log. A sawyer has been selected to mill the log. Mike will keep the commission informed as this project develops. Arbor Day - Mike Arbor Day will be held on actual Arbor Day, Friday, April 26th at Market Street Park at 10AM. This year the City will be celebrating the large basswood at the corner of E. Market Street and 1st St. N. At this time the proclamation will be read and the Tree City USA items presented. Staff will put out a press release for the celebration. Tree Commission Applicants – Paul, Peter There have been no Tree Commission applicants. Ash Tree at Westminster Presbyterian Church – Mike It is asked how the commission drew to the conclusion that the large ash tree be removed in right-of- way at 400 Rugby Rd. The commission expressed that they felt the tree was causing an access issue to the sidewalk. The commission also expressed that it was their interpretation of the letter from the City Attorney that the wall must be repaired but realistically that would not be able to take place with the tree there. Meeting Action Items: • Staff will see what can be done about making Timmons Sidewalk Guide public. • The commission will draft questions for City Attorney regarding private property tree planting. • Staff will put Roxanne in contact with correct facility manager in regards to Juvenile Court. • Staff will put out a press release for Arbor Day. • The commission will select the components from the Tree Pres. BMP and the Timmons Sidewalk Guide that they would like included in the SADM. Next meeting: Tree Commission By-laws Review, Proposed planting locations for fall planting Adjourn 7:02