HomeMy WebLinkAbout0375.095•
TO:
A 'I"I»ooTJON:
FROM:
DATE:
SUBJECT:
BFPlJEST
,. 0-' ••
.' • <
.; --.
o
City of Palo Alto
City Manager's Report
---
HONORABLE CITY COUNCIL
POUCY AND SERVICES COMMITTEE
CITY MAll!AGER
August 8, 1995
DEPARTMENT: Publk: Works
CMR:J7S:9S
PalG Alto Tree Task Force Report Arutlysis
This report is in response 10 !he Policy and Service1i Committee re.quest for staff.
prerlIllinary recommendations regarding !he P:iIo Alto Tree Task Force Repon.
RECOMMENDATIONS
All recommendations identifi<:d are for "preliminary approval in concept only •• subject
10: I) Fmance Committee rerommendations on funding, b) City Council approval of both
1he Finance and Poney an.:! Services Committees' recommendations, and c) review and
2pj>tO\'al during ekbOr !he FY 1996-97 budget pro=s or any interim budget actions which
!he Council may elect 10 underial<e.
The re<:oDllDOndations are as follows:
I . Adop!i<in of the five-year average cycle fur tree trimming and relatOO fund'rng and
slaffing requirements.
2. Creation of. nooprofJt tree group 10 implemeDl increase<llevels oi tree planting and
new tree ..,rvice1i (pruning, watering eIC.) including funding and staffing.
3. Referral 10 !he City Attorney and Administration 10 develop a proposed Tree
Ptotection Ordinance including administrative and enforcement mecbanisms.
4. Recommendation against !he creation oi. new, separate tree advisory commL<sion.
S. Rerommendation 10 continue the Tree Task Force for the next year (or until
January I. 1997) 10 implemeIll the recommended policies and programs.
CM1U7BS
~----;
..
--
. -.'--
~~. " ~~
~_ -.::... • .: .. _./ K""" ~.,-~. ____ ~_
;.
o
6. Rerer the issue of polential Electric Uu1ity Funding for the nonproflt tree BlOOp
back to the Utilities Advlsory Commission (UAC) for review of the pcoposed
business pI:;.D and nexus 10 Electric Utility activities.
POucy IMPUCATIQNS
WIIlle DO policy i.mpIkations are "trC'Ctly incurred as a result of the Policy and Services
Committee action on the =-odation conIllined in this report. there are major poIicy
issues associated with the subsequeUl actioo(s} 10 be undertaken by the full Council as a
restll! of both tbls and the Finance Commlnee action on the full spectrum of Tree Task
Force issues. Those policy implications will inc~""" service levels, funding, staffing,
poIeD!ial new revenue sources, and new regulatory measures. 1lle extent of such policy
impIkatioos ... ill be delermlnod by means of both future City Council action 00 the
Committee recommendaOOlls add subsequenl budgelary an<! Municipal Code action.
EXECllJlVE SUMMARY
On 1uIy 18, 1995, the Policy and Services Committee "!reeted staff to retuin to the
Committee with preliminary recommendations to expedite the process for implementation
of pcoposed Palo Alto Tree Task Foo:e (ITF) recommendations. The following staff
recommendatioos are for preliminaIy approv21 in c<>ncep( OI'J)' and are subjecllO fun.rmg
recommendations \0 be determined by the Fm.mce Committee and approved by the City
CounciL
I. Adopdoa. of the five-year average cycle roc tree trimming and related funding
and statrmg requirements.
The TTF recommendation 10 increase contract trimming 10 a IOtal of $317,900
woold ~ the .urrenl IG-year tree trimming frequency 10 2pproximately 4.9
years. Cootract trimming is currently f'Jnded at $240,000, which includes the
$95,000 for the two positions ~,ened 10 contract ""rvices, the additiooal
$100,000 added in the FY 95-96 budget, and !IlOSI recently, the conversion of one
additional position 10 COO1r.Ict scnices for $45,000. tTl order 10 meet tbe IOIal TTF
recommendation funding level of $317 ,900, an additional $78,{IOO will be required.
T" achieve the industry standard for • comprehensive tree maintenance program,
both the TTF and Hugbes-Heiss (HH) reccmmended \hal funding and slllffing levels
be a<fJUSted 10 maximize resource use. mI identifIed 1M level of suffing neces..<ary
to arry oot increased contract trimming and planting. The TTY re\'iewed the
rocommendatio!l5 for suffing mj eoncurred with mI. The TTY report detailed the
addition .. .! .drnirustrative staff needs of the Ifee section, including defIning duties
and respoosibilities w Ille two additional positions which would be required during
the first year of transition 10 the increased tr imrnlng and planting programs. The
TTF recommends adding one "contract coordinatoc" and one ' office specialist. '
1lle following information identifies Ille major duties, responsibilities and costs.
Pagel or'
-.
I ,
I
I
I
'''.-"
" ,"".-.' ~
' .. ,
;..-. '-
@
. CONTRACT COORDINATOR'
Salary and Benefits -566.819
Associated costs: $30.000
.-,'
Pickup truck (mcluOmg I0OI 00, .... nWlO and mi.<eeUaneous equipment),
desk. computer, office equipmenl, 1OOIs, lIardhats, and tree supplies
TASKS:
'Increase removals and planting (40\10)
Increased level of inspection in the spring 10 identify trees for
removal;
Inc~ level of contncl administration for summer work;
Posting notices on trees 10 be remove<!; and
Handling pIlOoe calls generated by !ret remova! notic ....
'Pn!ningltrimming cootracts (15\10)
Increased level of inspections of trees for new !ret trimming, species
trimming, lIl2inrenance needs, hazardous trees trimming; and
Increa.<ed level of CO!lIIaCt administration
• Liaison 10 oonprofll organization (S \10)
Coordinate planting and pruning activities
oNew public right-<>f-way median assignment (40%)
The comract coordinator position would be =JlOIlSible for iDcreased inspections 10
ldenIify vacaol sites for planting. trees for removal. posting notices on trees slated
for teIIlOVa!, bandling citizen inquiries related 10 planting and removal notices, and
fi!IalIy, !be administration and supervision of cootracIl; for removal and planting.
A1J .... .cfl/iooal responsibilily tba! may be required would be serving as !be liaison for
the llOOpfoflt !ret group'. pIanIing and pruning activities. As a coroIJary benetx.
these pooitions will facilitate implemen!ation of the Organilationa! Review action
10 transfer comract landscape maintenance widlin !be public right of way from the
Parb OepartmeIJI 10 tl'" Public W ods Department. Administration of sucb
rontracI mainlen.ance is not currently staffed and was held in abeyance peD<fmg
resolution of the Tree Task For~ issues.
OFFICE spp,c!AlIST
Salary and Benefits -$46,865
Associated costs: $ 7,00/)
desk. computer. office equipn1ent
TASKS:
oTree inventory database updates -an inspections and work completed
'MalnIen.ance of the work order system
'Record Keeping
-Citizen calls klllow-up
.Cco!racts preparation and paynJeots
,~ .
..-
·RaaJOlPbone
.a.stomer Service
.' "
o
The offIce specialist would be responsible for updating and maintaining the tree
invenlOry database. Tbere is currently. data entry backlog of tree removals. tree
planting. COIlIrlk..""ted street tree maintenance WOt"i:: and line cleari.ng !bat has tlOI been
eruered ill the tree inventory program. Proposed increases 10 tree trimtcing.
removal and planting will sigllificanl1y increase the workload and the backlog 0(
data entry requirements. The office sped.fls! would .lso prepare work: orders
generated by calls from the public. distribute information on tree J'I<IIlting and
young tree care. and provide general information on City tree progr.ms to the
public. The assignmeIll of. specifIC staff suppo<! person to tree related a<-"tiv;Qes
wooid provide the opportunity to train !bat individual 10 deal with more specific
technical tree questions generated by caDers, which in rum would reduce the
number of calls need"mg Ie be returned by the Arborist. This position would also
be respoosible for word processing activities generated in the Tree Section and the
preparation 0( contract documenls relAted 10 the incre2Se in contra<."t activities
associ:.ted with the additional funding in FY 1995-96.
Contract Coordinator (salary and benefits) $ 66,819
Associ.aIed costs (vehicle, computer, i00i.', ele.) 30,000
OffICe SpeciaIis! (Salary and benefits) 46,865
Asaociated C05ts (desk, computer, ele.) 7,000
Implement run TIF trimming cycle recoounendation 78,000
TO!2I additional costs for e>paDded j>!"ogram $128.684
2. Ci-eatloa or a IIOOprofit tree group to implemeDt increased levels or tree
planting and new tree serricis (pnming, .. atering etc.) including funding and
staffing.
The City Manager authorized the expenditure 0( $1,350.00 for the TTF to hire a
coosuItant 10 prepare a report defining the costs associated with creating a nooprofit
group and the po£sible benefits the noopr<>fit could provide \<) the Electric U01ity.
The scope 0( services pr.:pared by the TTF was reviewed by the staff from the
Publk Works and Utilities departments. A coosultanl has been hired, has met with
staff from the Utilities Department. and is dev?lopiI1g a business plan that ,.ill
provide !he oocessary information required for the Utilities Advisory CoIllJlli5.ion's
<XJIl5ideration 0{ the TTF Jl<OPO"lI. Staff anticipates the consultant'. final report 10
CMRcl1HS Page 4 of'
r
.'.
be annahle in approximately sixty days. The report will include \lie following
tasks:
I. A de&.ripdon of \lie scbedule and activities du.ring the first year. which
would include marketing, public relatioos, and porential sources of funding.
2. Legal issues coocerning the creation of a nonprofit group. This shoold
include an evall;ation of creating .. stand alone grOllI', and the potentiaJ of
initially creating III organlution WIder lhe nmbre~ of lhe Peninsula
Conservation Center 10 red~ lhe \egal impacts during !be firs/. year.
J. The requirement foe • Board of DireclOrS. !be basis foe Cleating. board.
bow lar"e!be board shouId be, and descriplioos of intended dutia (i.e., fund
raising, policy direclioo, plans and goals).
4. Sial'fing needs. !be IIUl!lber of Slllff, professional bad::grouOO •• :id estim • .Ied
annual commitmen! 10 sustain and increase membership and programs wiIhin
the project.
S. A list of facilities and oquipmem 10 fumi<b an orec.. foe full time support of
staff as descn1led in task four.
6. The estimated budget requu..! 10 support the activities of !be group OD au
annual basis including salaries. facilities, furniture. orec.. supplies.
telepbones. tree acquisitioo. and reponing. .
1. Tile consultanl will interview City staff for information and
recommeodatioos regarding !be use of Electric Utilily funds foe certain
activities of !be Tree Task Force.
3. Referral 10 the City Atlonley and Administration 10 develop. pFoposed Tree
ProfeaioD 0nIinance Including ."",jnis!rative and eotorcemem mechanisms
The City AtIcrney beld a I"fliminary meeting with staff from Planning and Public
Works 10 identifY !be key impacts of implementing a Tree Protection OnfUl3JlCe.
Some ot the key issues identified include the fo!Iowing: • higher degree of
coordination in !be planning phase of development projects which would require !be
addition of an arborist position; a strong public oo!reaCh eflOn 10 educate bodt
resideniS and IocaJ tree CODlracIOrs; and establishment of enforcement poIlcies
coupled with "ggresslv. implementation.
The Cily Aaomey bas prepared • more detailed report foe !be Policy and Services
Coounittee whicb clarities these issues and is being transmitted under separate
cover.
4. Staff recommends against the creatioo or a ne .... 5epanille tree advisocy
commission.
Ma.rge Abel. Cbajr of !be Tree Task Force. stated at the July 18. 1995. PorlC)' and
Services Committee meeting lhat !be 1TF was ,. itbdrawing its recommenda600 foe
C<>uncil1O appoint. Tree Advisory Commission. and she a1so stated lhat the TTF
//
.. -'
roocurred with staff's sugg..oon !bat if !he nooprolll group were created, the Board
of DirecIors for thaI troop coold serve equally weO in support of the urban forest
aM related progmns.
5. RecoDIDIftIdaIio to continue the Tree Task Force for the next tvelve m<mlhs
(or until January t. 1997) to implement the recolllDlellded policies and
programs,
Staff =nds COOIinuing the TIF for the "".<1 twelve months in order 10
provide cootinuily Wllil the oonpro& organizatioJll is fully operational.
6. Ref ... tile iosue or pr4eptb! Ekctric: Utility Funding for Ule nonprofil tree IlTOUP
bad: to Cbe Utilities Advisory CooImissioo r.,.. review or the proposed business
pllIII and DU!I5 te Electric Utility activities.
Staffre<XlmlIlellds referring !he lTF'. coosultant's report to !he UAC for its review
of !he proposed nonprofil bosiness plan alld nexus !O Electric Utility activities. The
final report is anticipated !O be completed by lau: September and c..n then be
scheduled for UAC review.
FISCAl, IMPACT
The fiscal impacts associated with !his report are outlined in the Executive Summary
section to the eXlelll thaI they are known at this time.
ENVIRONMENTAL Ao§FS5MFNI
There is 00 environmental assessment required in coojunction with this report.
PREPARED BY: Shari Reynolds, Public Works MministralO<
DEPARTMENT HEAD REVIEW: g A. ~
GLENN S. ROBERTS
Direclo< of Public Works
CITY MANAGER APPROVAL: ::&~ i#.... ~ BERJr M. STRO
AssisUmt City Manager
«: Tree Task Force
CMR.:31:S:9S Page' of'
'-':
.. ' '.