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City of Palo Alto
City Manager's Report
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HONORABLE CITY COUNCIL
FINANCE COMMl1TEE
CITY MANAGER DEPARTMENT: Public Works
October 26, 1m CMit:461:9S
Palo Alto Tree Task Force Issues and Policy and ServIces
CoomIitt.., Recommendations on Senice Levels and Costs
This report =mlts to !he Finance Committee for its re\'iew and alSCUSsion Policy and
Services CommitIee recommeodations on Tree Tcl: Force (TTF) issue> (minutes from !he
Angust 8 Policy and Services Omunittee meeting are included in !he Cooncil Packet), and
!be business plan for !he propooed DOnprofil tree group.
RECOMMENDATIONS
There are no recommendations to be acted OIl at iliis lime. The foJlowing
recommendations are submirted for review and alSCUSsion and bave been approved "in
coocepI only· by !be Policy and Services Committee subject to: a) Finance Committee
recommendations on funding, b) City Council approval u{ both !be Finance and PDliq and
Services Commitlees' recommendations, and c) review and approval during either !he FY
1996-97 budget process or any interim budget actions which !be Council may elect to
uroertake. The Finance Commlttee will begin discussion of the financing alternatives at
the November 9, 1995 me<:ting.
The Policy and Services Committee'. conceplUal ",commendations are as follows:
I. Adoption of the fiv"-y",,, .verage cycle for tree trimming and related fimding and
s1affmg requiremenlS.
2. Adoption of Ihe industry tree replacement standard of two percent annually and
reJated funding and staffing requiremenlS.
3. Implementation of Ihe Hughes-Heiss (HH) recommendation to plan!. total of
1,200 trees annually to accomplish the reforestation of the urban forest.
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4. Creation 01. llOIIpfofJl tree group 10 implemeDl increased levels 01 tree planting and
new tree services (pruning. watering etc.) including funding and StaffUlg.
S. Referral to the City Attorney and AdJ:J.inistratioo 10 develop a proposed Tree
Protection Ordinance incluamg administrative and enforcemeDl me<:h.,.!llsms.
6. Recommendation against the creation 0( a De1/{. separate tree advisory COfIll1lissioo.
7. Recommendation to conlinue tl>e Tree Task Force lOr tl>e nexl year (or until
Jamuuy I. 1997) 10 implement tl>e recommended policies and programs.
8. Refer !be issue 0( potential Electric Utility Furxfmg lOr the nonprofll uee group
bacl< 10 !be Utilities Advisory Con:uttission (UAC) lOr revie", 0( the proposed
business plan and nexus 10 EIectrlc Utility activities.
The Policy and Servk:es Committee recommended the additional elemeDl of Alternative
Two from the City Attorney's Report (dated August 2, 1m), lOr tl>e ordinance lOr
heritage tree protection only. with =identialfoon-residential distinctions and no tree
canopy or pruning regulations. The Committee also requested IlIat the Mayor solicit
~ltional members for the TTF as part of the rontin'"tioo of !be Tree Task Force.
POlEY iMPl.1C,\DQNS
While no policy changes dire<:t1y resulted from the Policy and Senices Committee
concep!U2.l approval of the recommendations contained in !his report, there aIe major
policy issues associated wiIh !be subsequent actioo(s) 10 he nndertaken by !be fuR Council,
as a =1< of both the Fmance Committee and Policy and Servk:es Committee actions on
the tun spectrum 01 Tree Task Force issues. Those poIic) impIlcations will include service
levels, funding, staffing. potenliall!Cw revenue soorces. and new rep>1atory ID'''!''Jr~.
The eXU:nl of such policy implications ",ill be determined by means of both future City
Council action on !be Comminees' recommend.1ions and sub.equent budgetary and
Mnnicipal Code action.
EXf£1!TI\lE SUMMARY
On July 18, 1995. !be Policy and Services Committee directed staff to return to !be
Comminee wiIh preliminary recommendations 10 expedite the process lOr implementation
o(proposed Palo Alto Tree Task Force (rTF) recommendations. On AugustS, 1m staff
submitted the following recommendations for the Policy and Services Committee's
coocepru.al approval only. subject 10 funding recommendalions to be determined by the
Fmance Committee :uxI approved by the City Council.
I. Adoption 01 the five-year average cycle for tree trimmiol! and reIalecl funding
and stafT"mg requirements.
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The WIlSIlltaDl finn, Hughes-Heiss (HH) measured !he City 0( J>-..Jo Alto staffing
and work accomplishment to indusll)' standards, to delermine bow much ,.cork was
accomplished annually compared to !he industty average. HH concluded IIlat Palo
Aho was trimming IneS 50 percent less !han !he industry average, or at a frequency
0( approximately ten years versus an industry standard averaging five ye ..... fur all
types o(tr""'. To increase the frequency of trimming (using contract services) 10
!he indUSll)' standard (mcluding off street trees), sl2ff would have to increase the
numher of trees trimmed by 4,400 trims per year fur • IOIa/ 0( 8,200 trims
annually. HH did not assign a doUor a!DOIIDlIO this trim rale; however, using
current cootract rates, staff calculates the rosI increase would he approximately
$374,000. The TTF coocurs with !he HH recommendation 10 increase contract
trimming. but suggested an incremental increase fur the FY 95-96 budget ol
$311,900. This numher does not include the $45,000 Q( current staff costs fur
coovetSion to contract services of """ position due 10 alt!itiOi1. which would bring
the IoIal ITF recommendation 10 $362,900. The ITF incremental re<Xl<llme1ldation
would signiflCantly reduce the curremlO-year tree trimming frequency. !>ringing
iI close 10 the HH rerommended 5-year industty sl20dard ($374,000 annually). The
FY 95-96 base budget fur contract trimming is curreruly set at $240,000, which
includes the $95,000 fur the two positions CODVerled 10 contract services, the
additional $100,000 added with the adoption of the FY 95-96 budget. and the
position recenlly converred 10 contract. services ($45,000). In order 10 meet the
lOla! TTF recommended funding level of $362,900 fur trimming. an additional
$123,000 would he required. To implement the complele 5-year indusll)' .tandard,
as rerommended by HH and app<oved in concept by !he Polk.-y .:Id Services
Commitree, an additiooaI $134,000 would he required.
Creation or • DOUprolil tree group to implement incrEll5ed levels or tree
planting and new tree senices (pruning, ""''''riD;; efc.) including funding and
staftIIIg.
The City Manager authorized the expenditure of SI,350 fur the TTF 10 hire a
coosultanllO prepare • report definlng the costs associated with creating a nonprofit
groop and the possible heneflts the nonprofit could provide 10 the Electric Utility.
The scope 0( services prepared by (he lTF was reviewed by staff from the Public
Works and Utilities departments. The COlb-u)tanl hired has subsequently met with
staff from bod! the Public Works and Utilities depa.-nnenrs, and has develope<l a
bIlsiness plan !hat include< !he necessary information required fur consideration by
the Utilities Advisory CoIillnission (UAC) on the Tree Task Force proposal. The
final reporthas hoenageD(flzed for the November I, 1995 UACmeeting and acopy
is attaclled for this Committee's review. The Policy and Services Committee
requested 1iJa! it he given an opportunity 10 review the consultant', report; that will
oceur at the Novemher 14 PoIX:y and Services Committee mee:ing. The report
includes the following tasks:
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I, A descriptioo of the scbe<luJe and activities planned for the first l'ear, which
would include marketing, public reL'OOos, and poIelllia! sourc~ of funding.
b. Legal issues 'coDCernmg the creation of a oollf'rolit groop including an
evaluation of creating I s!l!lldalooe group, and the potential 0( initially
creating an organization Wlder the umbrena of the Peninsula C<lIlSe .... ation
Celller 10 redure the legal impacts during the flrsl year.
c. The rcq.llremelll for I Board of Dir""IOrS, the basis foe creating a board,
how large the boord should be, and descriptions 0( intended duties (i.e., fund
raising, policy direction, plans and goals).
d. Staffing neods, the nwnher 0( staff, professiooal backgrool1<l, and estimated
annuaI committnenllO sustain and increase n.embership and programs within
the project.
e. A list 0( f301ities and equipmell! 10 furnish an olftce for full time support of
slaff as described in task lOur.
f. The estimated budget required 10 support the acti,'ities 0( the group on an
annual basis including salaries, facilities, furniture, ofjJCe supplies,
lelepbooes, tree acquisition, and reporting.
I. The coosultan!'s fin<fmgs as to the appropriateness 0( Electric Utility fund'rng
for certain activities 0( the Tree Task Fon-.e.
3. Implementatioo of !he Hughes-Heiss recommendation 10 plant 1,200 trees
annually 10 accompIWI !he reforestatioo of the urban forest.
HH staled !hal the lack of pI.anting services consistent with indusll)' SIandards would
affect the long-term health and condition of the urban forest and recommended a
planting rate of 1.200 trees per year. (slaff estimates the cost at approximately
$110.4(0). The ITF recommends an interim amount of 800 trees per year al an
approximafA: annual C<>iI of $80,000. However, the HH analysis determined thaI
any expanded planting program would be beyond the capacity of the curren! staff,
given !hat the program requires selt:ction of sites, working with the residents 10
selecltree species for planting. and conducting post planting activities and public
edueation 00 tree care. HH went 00 to state that any poIential development of I
volunteer program for planting and tree care would also require additional slaff
effon. The atIl!Cbed Palo Aho Tree Group business plan has been reve"'" \0
provide for the planting of only I 00 trees versus the original ITF proposal of 400
trees in the ftrst year.
oil. Creatioo of • nooprolit tr.., group to Implement increased levels of tree
planllng and De" IT.., services (pruning, watering, etc.) Including ruoding and
stamng.
To achieve the indusll)' standard for a comprehensive tree maintenance program.
both the TTF and HH recommended Ifult fund'mg and staffing levels be adjusted 10
maximize resource use. HH identifJed the level of staffing necessary 10 carry oul
increased contract trimming and planting. The ITF reviewed the recommendations
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fQ! staffing and rollC\ll'Ted wilh HH. H<Jwever. \he TIF repert went into greater
detail 00 the additional administrative scaff needs of the Tree Section, induding
defining duties and responsibilities for two additional positions required for
tnllSition to incn:ased trimming and plwting programs. The TIF recommendation
includes ooe additional "contract coordinator' and one 'office specialist. • The
foIJowing infonnatioll identifies for each position !he major duties, r~iboJitles
and costs.
OONTBACT COORDINATOR:
Salary and Benefits -$66,819
Associa£ed costs: $30,000
Piclrup 1!UCl< (1IlCluding lOOt boxes, radio and mlsceDaneous equipmeDl),
desk, computer. office equipment, tools, hardhats, and ~ supplies
TASKS:
'Increase removals and planting (4O%)
Increased level of inspection in !he spring 10 identify trees for
removal;
Increased level of cootr2ct administration for summer work;
Posting notices 00 trees 10 be removed; and
Handling pbone calls generated by tree re!ll<lval notices,
'Pnmingltrimming contra<:ts (15%)
Increased level of inspecne<:titionsons of trees for Dell' tree lrimming. species
trimming, maintenance needs, hazardous trees trimming; and
Increased level of co!lll'acl administration
.Liaison 10 nonprofit organization (.5%)
Cooromate planting and pruning activities
.New public right-of-way med'lU assignmeOl (40%)
The cootraet coocdinatoc position would be responsible for increased inspections 10
identify vacanI sites for p!anting, trees for removal, posting notices on trees slated
for removal, ban<Iling citizen inquiries related 10 p!anting and removal notices, a.'ld
finally. !he administration and supervision of rontracts for removal and planting.
An additional respoosibility !hat may be required would be serving as 1iaison for !he
nooprofil tree groop', planting and pruning activities. As a coronary benefit, this
po5ition will facilitate implementation of the tranSfer of rontra<:t landscape
malnrenance within !he public right-of-way from the Community Senices
Department 10 !he Public Wo<ks !)epartmem. Administration of such right-of-way
contract mainl.:nance is DO! currently staffed and was held in abeyance pending
resolution of !he Tree Task FO<ce issues.
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OFFlCE SPECIALIST
Salary and BenefItS· $46,865
Asoociated costs: $ 7,000
Desk, computer. offi<:e equipment
TASKS:
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.Tree invenlory database updates -an inspe<:tions and WDrk completed
• Majntenance of the work order system
.Record keeping
·Citizen talls follo,,'-up
-Contracts preparation and payments
• RadiolPbooe
-CUstomer service
The office specialist wOIIld be responsible foc updating and maintaining the tree
inventory database. 'There is currently. data entry backlog of tree removals, tree
pLwting. contracted street tree maintena.nce wort that bas I)()( been entered in the
tree inveruory program. Proposed inc:reases to tree trimming, removal and planting
will signifitantly increase the workload 2nd the bacldog of datz entry requirements.
'The office specialist WOIIld also prepare wort orders generated by calls from the
public, distribute infonnation 00 nee planting and young tree <:are, and provide
general information on City nee progmn.s 10 the public. The assignment of •
specific staff support person to tree related It!ivities would provide the opportunity
10 train that individual to deal with mon: specific Iecbnical nee questions generated
by callers, which in Illnl woold reduu the number of calls neeQmg 10 be returned
by the Arborist. This position would also be responsible foc word processing
activities generated in the Tree Section and the preparation of contract documents
related 10 the increase in contract activities associated w1th the additional fund'mg
in FY 1995-96.
'The chart which is shown 00 page 1 SllIllIIl>rius the cost implications of the service level
and staffing issues raised in the preceding items I through 4.
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~ &iIosIIl>II 1S-96 Sue_ T .... T"'" Fora brtem. Proposal G ....... Fund t",IIl'1es ---0n&!>InI ~c_ o.ea...C_ .............. !,ddItI.tmIt CIIlSb .FY_ -..
Pr.mingITcirnminr: .s ,ear c;yctc S240,00J' $374,000 $3I1,SOO $123,000
:t ~.s~'"
Toul 5362,900
l'laoJins $60,00) 5110,400 $80,000 S 20,000 • 600 .... '.200 tr~ 800 .....
mdoMlU trees ....
1,200
Removal $7S,OOO SIOO,OXJ 1160,000 115,000
3')5"... 500,,= SOO 1m>
ComractCooroinaUx (SoWy + SO $64,381 $66,1" 161,000
_!its) + C<lSIs (vebklc. 530,000 S 30,000
~,OJob."'-1
C>!Iko $po<WlJi (S.r.ry • SO SO $46,865 1(1,000
lIeadiU) + c"", ldeU. compute<, 1,000 S 1.000 .... )
Nco-Profit T"", Group S12,OOO S132.000
Tree Protection Ordinal:k:c N/A N/A TBI> TIl[)
~ Im.II!!I ~ .lZ5.l.lIf ~ .. lU.I!III W!Ja
NOn: TM J3?5.roo RpreseclJ: only Ib: contrat:! 5U'Vices: amouat for kimmlDg. planlina: and!eIOOVaJ and dot.I DOt refkd tbe c:1lIirc Tree ~ hctpt (S1..J
lDillicJG wh.i,;:l iDc'bJes :be Utilities reim~ Ei.nc c~ ~).
4rThis I!!UlI1btt reprc:scnIS the lasItree: posw.on CO!l\Ie11ed to «l'IltriCIIIUViceI....tticJI ... a5 DOC iDclude4 ill tfJe Trf', orl,gimI 53l1.900 (sec PtJo A1tD Tree Tad: Forc:e
_ BIJd&<l Repon Pap s, 18)-
·.Tbe $342~OOO ~ eJt total ongoing incTt:aK:. beyund ~ 95-96 Adopt.e4 Budgrt, required 'Ie provldt 1hc: level or suvices proposecJ by Cbt TI'f (Il0l_,,,,
Tm:: ProCcctiao Ordinance activities) .
•• .-rr« Ta~it focu Teduced'proposed first year IRe planliJlgs. from 400 10 )00.
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S. Referral 10 the City Attorney and Administration 10 develop. proposed Tree
Protection Ot'dIn.ance including administrative and enforcemeDl mecbanjsms.
The City At!Drney held a preliminary meeting with ... .aff from the Planning and
Public Works Departments 10 identify the tey impacts of iml'lemer>ting a Tree
Protection Ordinance, Some of the tey issues identified iDclude the k>Uowing: a
higher degree of coordination in the planning pbase of deve!opme!ll projects which
would require the addition of an arborist position; a strong public curreach effort
10 oduca\e boll> residents and I<x;al 0'"" COIItnCtDB; and establishment of
enforcement pOOdes coupled "ith aggressive impiemeO'.ation,
The City Attorney prepared and submiru:d • more detailed report for the Policy and
Services Committee review which clarified these issues. The AttDrney's office will
reture direclly 10 the Council in December with the framework of a proposed
Oramance for Council review and direction prior 10 preparing an Ordinance for
adoption, Em>caneru of a Tree Protection Ordinance will require additiorull
infonn.ation regarding costs for enforcement, public education. elC., and possibly
requests for additional positions,
6. StafI' recllllUlaellds against the creation of a new, separate tree advlso<y
commission~
Marg~ Abel, Olair of the Tree Tasl< Force, stated at the luly 18, 1995 Policy and
Services Oxmrunee meeting that the TfF was withdrawing iIs recommendation for
Council 10 appoint a Tree Advisory Commission, She also staled that the TIF
coocurred willi staffs suggestion that if the nonprofit group were created, the Board
of Direciors !Or that group could serve equally wen in support of the urban forest
and relaled programs.
7, R....""mendatioo 10 continue the Tree Task Force for the Dext twelve months
(or Dntil lanWlf)' I, 1997) 10 Implement the recommended policies and
pcograms.
Staff recommecds continu ing the TfF for !he next tweh'e months in ceder 10
prO'lide continuity until the nonprofit organization is fully operational.
8, Refer the issue of potential Electric Utility Funding ror the Dooprofit tree group
back 10 the Utilities Advisory Conuoission for review of the proposed business
pJan and nexus to Elfdtic Utility activities.
Staff recommended !he TfF's consulta!ll's «pon be referred 10 the UAC for its
review of the proposed nonprofit business plan and nexus 10 E!ectri<: Utility
activities. The final repon has been agenOtzed for the November I. 1995 UAC
meeting. M'mutes from the UAC meeting will be submit\ed 10 both the Finance,
and Policy and Services C{lmminees as soon as they are available,
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FISCAL (MpACI
The fiscal iropa<;ts as5(ICiated with Ibis report are {)\1tl~ in 1he Exec' Jtive Summary
section 10 the e~ lb.! they are toown a! Ihi!i time.
Em'IRQNMENTAI, A.SSfSSMENI'
There is DO enviromneotaf ass.esSJll<'lll TeqJired in =junction v.'ith ibis report,
ATCM]lMENT
Tree Task I'otce proposal for a New Nooprotil Tree Organization
I'REPARF.D BY: Shari Reynolds, Public WO£ks Administralof
DEPARTMENTHEADREYIEW: ~A. &.~~>C..
'" GLENN S, ROBERTS
• ecIO< of Public
«: Tree Task FO£ce
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Palo Alto Tree Group
(Placeholder Name)
Proposal for a New
Nonprofit Tree Organization
SUMMARY
o..'1<>ber 19. 1995
Wendy DenlOn (CQ[l<;.uhanl)
with input from the
Palo AI'.o Tree Tasic Force.
I'\lblic Wcrks Stoff. Uttlities Staff
TABLE OF CONTENTS
_ ................... _ .................... " .......................................... 3
PROI'OSAL
Programs
Planting and Early Care ................................................ _ 6
E4ucation _._ ...... __ ............ _ ......................................... _ 7
Organiz.aticn
()Verview _ .................. __ ............................................. _8
Board of~ ..................... -.. "" .............. " ........... -9
Paid Staff ._ ................ " ................. _ .............. _ ...... _ ... _10
Organizational Functions ............ _ .. " ................. _ ....... II
Volun"'<n ..................... " _ .............................. " .......... _ 12
Implementation
'""OlJ'Ofl'tiOD ....... _"" ............ __ .................. _ ..... _ ..... _13
Tunelioe _ ............... _ ................ _ ........ _ .................... _ ... 14
Budget Sommarj __ ........ _ ........................ __ ............... 15
APPENDICES
Utilities ConnecL'oo _ ... _ .. _ ............ _ ......................................... 18
Experiences of oo.er Tree O<gani,,,tions _ ............................. 20
PATG and other Tree Groops .................................................... 22
""'liminal)' Pl4nting Plan ............. _ .................... __ ................ _ 24
DetaIled Budget ........... " ........ _ ...... _ .............. _ ......................... 26
.
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SUMMARY
Mission
Working wilh residents, scbools, l>usinesses. and City &"partments, !he Palo
Alto Tree Groop (pATG •• placeholder name) belps creal< and sustain •
comprehensive and lhrivinS forest in Palo Alto.
Programs
The PATG gives. equal emphasis 10 its CQre programs: Planting and Early
Care. and Education.
Planting and t:arly Care
The PATG ",orks "'illl residenlS, scbools, business, and !he City 10 plan, IreeS
and 10 provide f'lr fr.ck early care. The planting rate begi."U at 1 00 trees in the
fU'Sl. year LO debug d\C system, increasing as the trained volunteer base grows..
t:ducation
The Education compor.ent consists of [wo programs: tTu care. (80% of educa
tiOD program) and me Riglu Tru in rJre Riglu Place (20% of <due.1ien pro
gram) which primarily affects trees in utility line areas.. TIk:-acti vi.tIes given
below support holll programs:
Conduc< pub6c ",orbhops. suwon progr.1!D5 in scbools. ard work
with other c:ommUDILy organizations 10 promote an understanding and
appreciation of tree care and me proper selecu9D and sitin~ of trees.
• Consuh with individuals for specific needs sue. as tree care r.nd
planting in utility line areas..
• Maintain .. &elephor.e botIine for questions about public and private
<rees
• Create and distn'bute educational materials..
Nonprofit Tree Group Proposal 1(;'19195
.. Palo Alto Means Tr«
Benefits
Trees pIanced and cared for by vo!uc.leers bave 'higher survival rates
lIlan t)lpi<:!Il contraClO'-plllnted trees. The PATG involves the propeny
owner in the selection and sJ.~ng 0( the tree. obtains a comtnltJDeO[ 10
care for the tree, gi\les information aD bow 10 care for me tree, distrib
utes I newsletter whic;h. has care reminders. and follows-up with
main:enance projects. In the case of City trees, only the planting •• ,.
lower rate lIlan required 10 keep op willl e",pI)' sites, is being done by
tile City cow. (The plAnting costs w-Jl rutve Ie paid by the City ",bother
the PA.""G ellis .. '" DOt}
• Trained vol\Ulteer supervisors will (.'IlJersee lhe plantings.., reducing the
burdea 0[1 City sta.Ir and ensuring quality control.
The equal emphasis 0[1 ed·xatioa should wo(.'k to reduce Dnnecessary
damage 10 trees suck as topping and .severe pruning. This wiJ:1 resutl in
loDger Ii.ing and heathier trees., giving a beitCr return aD the planting
investment Currently the C~ pro,,;des no edl.iCatioo OD trees.
The PArG will bandle <:irizen roncems., complajn ts., and Guestions
about City trees. The currenl eil}' staiflIlg lever precludes ~tumi!'lg
mOS! pbone CllIls foe information.
• Education on locatin,g. the rigb.t tree in the rigIn place W\l) Feducc line
clearing costs.
Organization
The PATG is ill newly--created nO[1profIt membership organiutioD initially
operating Dntier me actminilitrative umbrella of the Peninsula Con.~rion
Cen"', Foundation. A Board of Directon, initially appointed by the City
Council.. sets poEcy. The Board also fonows up OD the recommendations of
1he expiring Palo Aho Tree Ta.<J: Force. Paid staff, consisting of a.'1 Executive
Director, Adminlstrati\le Assisumt. and Volunteer Coordinator, cooramate 1he
efforts of VOLunteers (at least 100 by the, second year) who do the work ollhe
enterpris.e.
Nonprofit Tru Group Proposal J(YI9195
~ _______ t9,,':;.' __ .. f'oJoAlto Means Tr ...... 0,.,"'-_________ _
Budget
rn. budgtl is CIlkIdated a> if tlu! PAro /oDd 10 pa, ali ca'" wirlaoUl (JIlJ u..
kind cOlllri1:>utiDns.rvclt ... cOnlJlurer.<, and offic. spaCt.
Fuadiog So"""",
General P.md &m
Utilities
Grnnts. Planting. etc.
YearOne .
$1~3.610
$131.197
S 11)14
o
Year Two
St72,71~
$100,920
$ 14,800
S 56.9%
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:~~;~1nftF' )~E(
IJ _F""d .Utiity
Year Three
S193.1!n
S ~8,9)o
$ 16,751
S127.!110
II Grants." Plantin~ etc.
After subtnctfug \he Utility funding, !he General Fund seed money provides
IQO<J, func1l1g !he fits! r..ar, 61'1-!he secOlld year. and ~% the second yea<.
The rest or \he funding will cQIIle froro ,nUlts, !Dembersldon~ foondanoo.<.
planting coctracts, etc.
A budget sumroaryls on page IS and !he oo\a11ed badget numbers 5\3J1 on
page 26.
Utilities Connection
While ill general ills <Mainly DOlIhe desir< or the PATG 10 reduce the overall
amvpy of treeS.. tfo.ere ue many cases of tr,e wrong tree in 'the wrong pl~ in
utility line areas. The PATG will condllC1 , Right Tree in tile !'.ighl Place
progr.ll1l '" prevent inapproptiate trees being placed Dear power Unes and
wort with property owners 10 remove 1IeeS. The costs or tile program reacll.
b=keveB point ill 910 10 y= Plusesee page 18 fO£details.
Nocprofit Tree Group Proposal IM9195
,.' -.-' .'
--.--,. ~ .-,'--.-"
__________ -'@,,·"'· __ .... FillaAItoMeansTree,...0-----------
PROPOSAL: PROGRAMS
The Polo AIIo Tree Group (pA.<"U, I placeholder name) has two core prognuns
",bklt iI<mphas],.. "'luany: tree planting and e<ll!y care, and education.
Tree Planting and Early care
aty Street and Far/( Trees
Under contraCt from the City &!"Jd in close coordinatioo with the City Tree
Section. tl'.e PATG planlS City .treet and park trees. The plar.ting ral< will SIlUt
with • ] 00 pla.nts a.nd graduaIJy increase as the tralred ... ·olunteu base gr.ows..
(A preliminary City tree planting plan is In tlle Appendix on page 24.'
Initial plantings will be in hIg. visibility sit<s In order'" promOle tlle PATG.
ExampIe. include .reru.r streets. pans. and tlle Mayor's front yard.
f'(on-aty Trees
Oher tree planting projects address othet \ocations socR as school and busi
ness. sites.
Larly Care
It tak.es rIVe years 10 p1anl a tree. Newly planted ~s need regular was:ering.
timely temO\'al or stakes. and annual pruning to dire.--tlenhance groW1ll and '"
create I structuraIty sound lree.
Property owners adjacent 10 street trees are instructed on {he proper .... atering
of trees and in lheir early maintenance. Property owners unable 1:0 do mainte
Dance are helped by voTunleers.. A core gmup of trained \lolunteer5 will prune
new City trees according 10 standards set by tlle City Arbo<ist.
Nonprolit Tree Grour Proposal Il)'l9i95 6
. ,',
6) 1':"\
________ ~ _ __'___ ... Palo Alto Mt:arts Tree Ja,\J .. :I!L ___ _
Education
Mocb inadver1ent dama~e 10 treeS can be avoided wougb education. Man)!
problems suck as large treeS planted un6ec power lines can be avoided by
planting lhe right tree in the r1ghl place. The PATG has Ewo core education
prosrams: tree care (SO% of education program) and !he Right Tree in !he
Right ~ (:!O'l-of edocation program) ..,hk~ addresses trees in utility nne
areas. EdUCJItioo will be done L'>rough • variety of methods 10 • wide range of
audiences. All of !he generany stated acli,ities 10'0016 apply 10 both prognms.
Work with Oroups
• Hold p>.lbtic seminars. 'On such ""pies as the care of native oaks..
Make presentations on tree care and' appropriate planting to groups
such IS DeLgbborhood o..-ganization.'Iio.
Develop programs fa< schools.
De"ise programs", promo", better Ire< pracoces and appro;>ri.ate
planting for real e;tate developers, contrac1:O£S,. ek:.
• Participate in (om muniry fairs and CVt:nts.
Work with lndfliiduals
VotU[lteer liilinIng.
Telepbone bOOine for answering que.:ruoos abou( individual pubIJe and
priYate trees...
• Door-IO-dooc carnpajp .peci.f.c-.ny targeti.'8 beritage ow.
• Wad with property owners in utility line areas.
Supply l:ducationall'1aterials
• Supply educational handouts (prinred and video) on l range of lOpics
sueR as tree se1eciion. ho .... 10 prune. bask needs of trees. eu::. Obu:.in
!he handoulS both througb !he purchase of eJtisong material and in
house developmenL
PubUsh qu.ar\CcIy news.tetter fcc members. people who have received
trees., Cit)' staff liaisoos, eiC.
Nonprofit Tree Group Proposal 1(),19l95 7
. --.
_________ -'@,,-"· __ .eo..paIoAltoJlkansTree.. @
ORGANIZATION
The organization chart sha .... ·I) below swnma~zes the PArO organization.
Dollbte-fine bo.es indic.'" paid slllff pesinons; L'1e dashed fine imlkares a
position thai transitions from \'otuillCer to paid.
/.i.rieting AdrninistratioD
·LI __ ~ _____________________ V_OlU __ ~ ____ R_S ________________________ J
The Board of DireclO<S selS policy. The bee.live Dire,,"', i< charged .. ith
day-to-da)' management and is responsihle foc implementing PATG programs
"'ilh lhe assistance of I:q-\o'ofunteers..
The PATG utilIzes both pald staff and lIoIunaeers.. Other tree ~roups bave
found ilia! all-volunteer organizations are threr;.tened by volunteer bUIIlOtlt.
Thererore. the Executive DireclOr and Administrative MsiSWlt are paid
positior.s. In the second year. as the number of volunteers increases. fue:
VoJUDt.e.e! Coordinator becomes a pail! position.
A single key volunteer maOlages each PATG section. working with the Execu
tiv: Director kJ creale and impl~ment the programs and suppon the orga.'liza
tion.
The volunteers are the foundation of the PATO; the organizaticna1 superstruc
ture above them onl'y exists to support the volunteers as the people wbo the
work of the PATO.
Nonprotil. Tree Groui' Proposal 1(1119195
. ~.:,~-) -~ ~',~h~ :~,~_-:
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@) ________ -==-__ .. ralo Alto Means Tree .. 0
Board of DIrectors
ResponsibUities
The !loan! provides the guidance. energy, and s:>iriI "-",,essary 10 estab~sh the
purpose of Ehe organization,. 10 ensw-c its continuity. and 1(} shape its future.
The !Ioanl is responsible for:
• Programs.: annual program objectives and evaIua:tioo methodology_
Organizatio.,ar Continuity: coounued leadership~ recruittneni. of Board
member:w'Exec:utive Diredor/ke)' volunwel'S., personnel policies.
compliance wiLh laws and re.guTarions.
• Funding: funding poOcy. (und-raising. effective 0"" of fu:>ds.
• MMJ<etinl'!'Public Relaoons
• Planning and Evaluatior.: loog.-!'aIlge plannin~ and evaluation..
• Continuing Ihe role 0{ me Tree Task For.::e: ilf;el the Bvard cornes up
10 speed it wi1! "'1'1""e the Trre Taslt Force. They will fono", up on the
research and recommendations of Task Force. inc!Lldin,g:: the service
levels 0( the City Tree Section, the tree managemen[ plan. coorJmaOOD
among CIty departmeilts., and the propose\! tre.e protectiO[l .and man
agement ordinance.
Composition
FoTIowing in Ibe fOO<StCp5 of the Palo Allo Olild Care Council and the Palo
Alto Senior Coordinating C<Juoci!. the initio! PATG Board rnemben; will be
selecled by the CilJl Cooncil
The)deal Board would have about .S members.:-
1 artxxist
J representative from City go\'emmenl
2 members from the Tr= Task Force
1 person from IlocaJ CCMpOC"aOoo
] persoc from real' estate development business
I educational professional
I puhllc relations professional
·2 fund-raising experu
'auorney
I accou ntant
3 members frum the community il!.large
Nonprofil T_ Group Proposal 11)']9195 9
<~;". .~.,--': , . >. .. ". -~ . '. ~-_~~~<.r ': ~~;:">.~:~ ..
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_________ ...;e=='=:-_ .. Palo Alto Means Tree .. _@:::~~~ ________ _
Paid Staff
During the first year, the PATG will be staffed with. r ull-time Executive
Direc".or and a fun-lime Administrative Assistanl (bOred by the Executive
Direc1or). In the secood year, a full-time Vo!unleer Coordinal{)( will be &d<!ea
Executive Director
The Executive DirecIOr. .. orung with the Board of Di=1ors and key volun-
Is responsible roc creating all the implemenlalioo plans: development
of pro,grams.. 'lIolunte:el' coonfmatlon. funding. mariceting/PR. and
ad'ministra60n..
• Is responsible roc the doy-w-d"$ management of the PATG_
DevelOps and carries oul an annual operating pLan and budget.
Raises funds (approWnatefy l halftime commitment).
• Hires and sopetvises the Admlnistrativ( Assistanl and Volunteer
Coordinator.
Administrative Assistant (MJ
The M supports the executive arn:c1OC Helsbe understands the programs of
me PATG and communkares them effectively &0 the comrnuni:y. Helshe does
most of !he initiat volunlCel coordinalxm and m3cages. the offxe acth..-ities
soc'" as sending {lui infonnation packets, maintaining the donor/membership"
volunteer databases.,. ordering. and :so forth.
Volunteer C.oordinator
AJ me Dumber of voIonteers increases. I fun-time pai d staff posit.iocJ will be
needed in the second YCiIr for volun Irer C'oordination. The. Los Angeles group
T:reePeop1e DOtes: '"O\.Jr success bas also heea in en,genderin,g voluntary dtizcn
action. Althougb most TreePeop1e staff members ",cd with volunteers in
some way. someone bas always had the SpeciflC jo'!J of C'{)()!cfmating \lolun
leers. The job includes recruitment and orientation" racllltatio~ support, and
acknowledgment-acknowledgment bebg prime on me list or res.ponSloili
ties. •
10
'V, fA lJ
$ 1":'\ '--________ -' .. YakJ AJto Pkans Tree: ~""""''''---_________ _
Organizational Functions
Programs
The planung and education programs are dC5(..'O"bed in the previous section of
!his Fe port-
Volunteer Coordination
A VolunlCCr Coordinator is oceded \0 coordinate L~ activities of IDe alleast
100 \loluDleCfS '111110 will do everything from tree planting 10 ans~{ering the
telepbor.e holline. Ensuring lIlal Ihe.se vol untars feel prodocti ve, needed and
appreciated. Pnd that they are baving a good time in lhe process., is essential 10
m:nntaining volunteer emhusiasm.
Advice OD recruiting and training \loJllnleeiS has beeR gi'w'ee to the Tree Task
F"n:e by Ille cOllSUlta."'-
Funding Development
A successful tree groop requires a diversified funamg base bcyolld the income
produced by conlTaCl,pmnting. Diversificatioo decreases the PATul YlJIner
ability lO uncertainties and onforeseeable changes in fundin.g sources.
Cgy seed money fo< llle PATO declines o'er lllree years. making it imporUnl
foc llle PATG 10 begin enrolling alternate funding sources immediately and
cootinuOWil,. The Soard, Executive Direc\or, and altey .0IUD""" l1IilI develop
a plan eo build I dh.ersulCd base of support including membershi~ pbilan
lhropists, foundations.. corporations and government grants. 0tItu sources of
funds, sueT! .. wod';.shops and mel<:hanatSe. will also be explored. A short
professionally produced video "ill be developed 10 prescn, the PATO favOl"
ab'r)'~ consistet1tJy~ and succinct1)t.
A reasonable r.lle of thumb lor developmem activities is die foflov.'ing level of
monlhIy activity: four fOu.rH!ation propos.a1s. leA comacts to corporations!
businesses.. and twe:nL)' de \idopment-related activities (contacts. events.,
letters., meetings.. el£.) The consultant bas given the Tree Task Force suggested
approacbes for all ollhc sources..
Nonprofit Tree Group Proposal I ()' 19/95 11
! •
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_________ ..:@"'·""''-_ ... paloAltOMeanS Tree: ~ _\§"''7,:=-_____ _
l1a rketing! P'ilblic Reia lions
Marketing and puNk: relauons increase public awareness of the Palo Alto
Tree Group in order I,,, I) creal< oppor!JJnities for public e<location, 2) attrac.
\lolunteers. and 3) attracl dooors.. The Board of Directors and the Exxutive
Directoc wed tog~lher with • key vohm1C:er 10 de vise an Cr\e rgetic marketin g
plan that v.ill both bunch me new ~roup and lay the foundation (Of ongoing
rommDnJty awareness.. Community and governmenl partnerships are natural
"eruc1es fOl' a public awareness campaigR and are mutually beneflCi.al..
Elements of. marteting plan ~ave bee. give. IJ) the Tree Task Fo<ee by the
con.~ltant
Administration
Volun~rs assist the Exe<:utive Director and Administrative Assistan( in
maintainini t.."K: databases, oirlCe equipment and facilities. establlihing offICe
procedures. ele.
Volunteers
Maintaining a large acu' .. e pool of volunteers is the key 10 me success of lhe
Palo Aho T= Group.
Key yo1uoteers wiD be those wbo make: major commitments 10 do bask
organizational functions foc lhe Donprofit: the educati(.>iJ programs. madeting.
<Ie.
The fOIlnd.tion of <he PATG is its base of YOlUnlCerS ",bo g,g boles, ",al<~ and
prutle~ who condUC\ programs in schools; who proouce,1he newslener and
answer the phone. The ·upper levels-of the or~aniz.ation eJ(ist onry l!O enable
the '\Iolunteers 10 do their work etJ'ecti\lcl)t.
The PATO aims 10 have 100 active volunteers on board by the end of its
secoo rl year.
Nonprofit Tree Group ProposoJ 1n'19/95 12
_________ {i)_. ___ ~ PaloAttoMean!iTree ~O'-__________ _
IMPLEMENTATION
This section covers bOil! !he PATO ",ill be launche~: !he legal is&Jes of creat
ing !he nonprofi< statu ... timeU"" of activities for !he fln;t year and • budge<
summary.
Incorporation as a Nonprofit
For fund-raising purposes it is necessary for the PATO lO ,gain Donprotit status.
Most funding $Ollrtes will gi\le only ao a !10nprofll otE.anIzation.
Nonprofi<s are .,,,ally =blished La accomplish sl"'ciflC I'UfllOses of benefit
\0 \he pubIic allarge.. 2 segment of the comro~rul)t, Q( a particular member
ship. They are classified undersp<CialllU statutes: an IRS 501«)(3) nonprofit
classif:;catioo exempt..$ the: nonprofif from federal and Slate incOG1e taxes. To
ob<ain S(H(~X3) statos involves ex1ensive paperwork and red tape. Douhle
entry bookkeeping. payron taxes. audits. documentation of ongoing activities
elC-. are ongoing requi.rements of a nOrlproflf status.
To laUDe'll the PATO quickJ)~ it "'ill begin operation under tlle nonprofit
DrnbreDa of L">e Peninsula Conseniation Cenler foundation (PCCf). After IS
months. t11e PArG should consider whether k) stay tinder the um'breDa of the
PCCF Of bec:orne an independent operation.
The PCCf Ievle3 a 7% surcharge 00 all incoming monies in order lO pay foc
the accounting costs of an banking activities. payron, and payron tax ming&..
If !he PATO leaves the Dmbren. of !he PCCf, !he PAro will bave 10 contract
Out for accounlin,g services. The bud~et assumes PATG is 00 its own in me
third year.
Nonprofit Tree Group Proposal lQll9l95
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@....palOAftoMe.at'l.STree.l'&-@ ___ _ -------=~
Timeline
Here are Ihe activi~ needed 10 stan 'I' lIle PAro.
December '951Jo"""1) '96
Ci'y C<luocil appoints Board of Directors.
Tree Task Force initiates searc'h for EXe(:uuve DireclOC
Establish relationship wiL.'I Penins~la Conservation Center Foundation.
F.burarylMarch
Board mrerl,iews aDd hires E~ecutive Director (ED).
Sel up offICe,
Recruit key volunteers.
Initiate searcll for Administrative Assistant
April/May
ED inter\lie~'slhlres Adrninistrath'e Assistant
ED create.s plans for programs. lIoIunaeer p"...cruitmen!.., fUrl'!i:r.:g develop-
ment. a."Jd marketing. roc review witl! the Board.
Issue pre .. releases: ,,",scribing PAro .nd ED.
RUD name and logo design contest fO( Dew organization.
PLant Arl:>.x Day tree in the Ma)locs (ront yard.
Junell-.Jy
Follow plans foc programs, funding d<veJoplDCn~ eIC.
Contact scbools., ncighborllood associaGons, businesses. ele. ao introduce
new OI]:anization. re...lUll \lolunteers. fund-raising contacts., etc.
Develop planting plan with City stalL
Develop -Righi Tree in Right PI.ce" plan with City staff.
Orient and lr3in voTun!.eer5 for initial programs suc"b a..'i oak outreach!
education.
Pubtisfl semiannual report.
A._gwstlS'pl,mb.rA)cwber
FonD .. plans.
Purchase planung eqtfiprnent
Or:ienl and I:ra!n pla.nting volunteers...
Publish first issue of quarterly newsletter.
Commissioo prol1lotiOflal video.
N(}vember/Deumber
Follow plans...
PI:lll~ plant. planL
PubfIs& annual rej>Ofl
--------------------------
N<lal'rol-" T~ o.wp Prop<=l I ()Il9rllS 14
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______ ~_®_._' __ ... ".!oAlto Means Tree ... O'l:L _____ : ____ _
Budget Summary
Below is the estimate<l budS"' summa!)' for !he rKSl ~'lree years or !he PATG.
Detailed budge! Dumbers are in the Appendi't.
1M bwJget is p"u"",J ... if 1M PATG had 10 pay c1J ecru -.irhour any in lind
contributions such tu Conan"ons of C{)mputers, offiu spact, ttc.
YEAR
2 3
SAlARiEMlENEf'rrS
Executive Director $54,000 $55.080 556.182
Admin1stretive Assistanl " 8.720 $25,459 $25,968
Vofunfeef Coordinator $0 $36.000 $36.720
SALAR!ESlBENEFITS SUS-TOTAL $12.120 5118.539 51".110
ADMINJSTRA TIONIOFFlCE
Equi>menJ , furniture S17,7g5 $4.1 gO $700
Rant $20.475 $17.550 $17.550
insurance. Suppfies. Trairung, etc. SII.225 $11.457 $11.957
Accoun ~ng seNices $11.000
AOMINIS TIIA TIONJOFFICE SUB-TOTAL SCl.U5 $31.197 $41.207
I'AOOAAMS
Planting 51.500 5600 $SOD
Ed<Jca1ion $5.500 55.080 H.320
Vorunteers $5.000 $6.000 $7.')00
Video $20.000
PROGRAMS SUS·TOTAL In.ooa 511.610 5n.120
TOtAL $134.215 5161.416 $193.197
PCCf' Aa:oonli1g Fee $9.395 $11.299 $0
TOTAL EXPENSES SIU.lil0 5172.115 5183,191
GENERAL FUN!> SE EO MONEY
UTILITIES FUNDING
OTHER SOURCES
Nonprofit Tree Group Proposal lM9I9S
, "0 "
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@ "* Palo Mo Means Tret -.. ---=ec.-_________ _
SALARlfSlBEl'o'EHTS
The salary fiiun: ir>clL'<les benefits calculared at 20% ofl1le salary.
The firs< yeM AA salary is foc 9 months of !he YeM,
I>OMlNISnAI1ONIOfFlCE
AccOtlntinl services for I.he first two years are incTuded in the Penir.s:uta
Conserv-W"oo Cen~r FouodauoD !«. They a.-e contracted out in the third year
assuming !he PAro becomes an independent oooprofit.
PROGRAMS
••
The programs component of the 1Ol3l budget is relatively small for [wo rea
soos. The pr<X!u<:t being planred. trees, wm be pajd focby grants, ", .. dents. or
Il>e City. The lobor cost foe I1le planting and ed..,aticn programs is "free" since
it is done by voTunreers.
The video is I one lime cost. It is I brief profe&SionaIIy done 'Video presenliog
I1le pro&ram5 of the PATG. h can be ose<l as an intr<X!uctiOll 10 any type of
pres::ntation with me speaker rollowing-op OD me particular purpose of !he
meetin.g: fund-raising, VOIUllLeeC recruitment. edu-::ation. c\C.][ can also be
used at pu.bflc e'l;ents such as community lairs where it can be shoWIi on a
corutnuous flasis 00. portable oniL The video is J very valuable tool. spread
ing lb< message of !he PATG in • profession4! man"",. en.bnng the PAW 10
recruil lhe resources needed 10 do its work.
I'CCf ACC01111lTING FEE
The PAm Star\5 OUI under the legal nonprofit \lmbrena of the p.eninsura
Omserva6on Centet Foundation. They provide aaoonting scrv..ces., 'handling
all double cnlC)' re<:o<~ !reepinE. banking. pa)Ton. and <ax reponing activities.
They charge a7% fee of ir.coming funds io order to cover dle1r expenses.. No
I'CCf fee is provided foc!he tllied year. assumin, Iilal the PATG leaves I1le
PCCF .:lm hreD II rut year.
GENERAL fUJ'iD SEED MONEY
The 111' recommends !l1at !he Cily supply 1 ~ of the fJCSI year budget. 6')<1,
of the second year. 34'1 of L'le third year. After !he Uu1ities funding is sub
tracled.lhe GeneraJ fund seed money makes up the differeoce. (Rounding of
\be percenLagescau~s tht numbers nOlIO add upexactIy.)
UTILITIES FUNDING
The Utilities funding is 00( seed money but ongoing funding io pay for the
Ri~ht Tree in Ihe Righl PIoce program which males up 20% of the PlUG
education program. Hololf the funding level is caklJla~d is showo. in the de
tailed budget numbers in the Appendix.
Nooprolit Tree Group Proposal lfiJ 9I9S 16
'-\ -
~ raloAIto MeanS Tree: ~O= __ _
APPENDICES
Utilities Connecuon ._ ........................................ _ ............. 18
Preliminary PUnting Plan ____________________________________ ,, ________ 24
Nonprollt Tree Group Proposcl HYl919S 11
', ... ,'
-,~
~-; --@ _________ v ,., Palo Alto Means T:ee .. ~::"~ ________ _
Utilities Connection
The Unk between Utilities and the PATO
The Palo Alto Tree Group will wO!"k in three ways Ih>t t>enerJl. Utllities:
• WNG TERM COST SAVINGS. Trained volunlUlS work witll prop
erty OWDe.J'i in determining appro;>riar.e trees for removal in line clear
ing an>1S, offering the mc.,ntive of helping them select appropri.ate
site.< for Uuuty-supplicd replacement trees.
PREVENTION. Education programs of the PATG include infocmation
co ptantin, the rigbt tree in [be ri:;t.1 place 10 be.gin with. prevenuri!
problclT.:5 down the road and reducing (ut'oJre line clearing costs.
• RELlABlLIlY. By targeting higb maintenance trees and area< witll
high reliability reqciremen~ the reIiabiH!y of elecuic service. can be
enhanced.
Removing the Wrong Trees
WIlll. i< is DOl the desire of the PAI'G 10 reduce the city" 0.=II canopy of
trees. there are rr.Uil)' cases of I:be ... :roDg tree in (be .... rong place in. uulit)' Ene
areas.
Most 0( the trees in line clearing areas are OD private land. Tl=e are appro,.;..
mately 39.000 \Tees in power line areas. about one-thind of them in tile front
propeny areas and .bout twcHhWs in the rear propeny areas. From May '13
10 May '94 (latest complete da!a aVaIlable} S.597 trees were 1rimmed. 4.283
(7~'i» of them in the rear areu. Trimming cycles range from 6 months 10 HI
years (or more) with. pe<lk in the 110 2 year range (non-dJ"Ough, years>-
Trees Will be removed (by Ihc City) as the)' Come up oc tlJe uim cycf.e (so .'It
dml) remove a lree two lIKIoths after it bas becll trimmed). Areas under,goin~
under,8rotmdin.r: of utilities Wlll DOl. be targeted.
• HiJ;b Mainten.ance TFees. Fast grow..ng trees cfJ.IeC!l:; under the power
lines are prime candidates for removal (especiall)' those with weak
br:mc-ll anachmen ts and brittle ",oed).
• Trees in Hi~'h Re!1ability Areas. Areas SueR as Gunn ffigb School
,"'hkh feeds the industrial p.>rk} and the substation areas win be
targeled for approprial.e tree removal and rep;-acement.
NonprofJl. Tree Group Proposal ](1'19.'95 18
•
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Current Trim and Removal Data
A pcefunir.ary survey by City Tree Section still identifled 14 tI~ species that
lypicaJl)' ll~ve hi£:her maln~nance requirements and are clearly inappropriate
species 10 !:Ie in power line areas (palms, eucaJypluS. poplar. etc.). Trimming
data OD theSoe nus was tonr;ded O'ller S.75 years from 1987 -1994.. (Most of
these year'S are drouglll years. Trimming roues would be hiEher in "noonal"
rainral! years.)
Thele are 8,221 tree, in \he \4 species p-oup. The overage trim COS! fa< \he
,roup was 567 per uee ea<k YeM.
Currently" during the process of fme-<Iearing. about 30 treeS are removed I
year. The stump is DO( removed and !.here "is DO replacement b'ee.. The aver...ge
removal cost is $403 wi~ .. ran.ge from $2:5 to S j 425. Tbe cost is paid from
the Jine-clearing contract.
Po/entia I Long Term Cost Savings
Remove 100 lrees il year, cOr'ltinuing L~ e",isting .30 included in tlIe line
c1earin~cQQtrac'.nd add?O to be done b, \he PATG. As,ume half of the trees
are replaced at a cost olSSO e3ClL
The PATG proposes anocati.rlg: 20% of its education program 10 the RighI Tree
in the Righ. Place prognilit. Calculations of the Ull1ity ,bare of the PATG cost
(as shown in the detatled budBel at tile eod of the appendix) resUlted in tfle
Utililiescomponeru beinB 8.2% (511.814) oCthe PArG bud,e'in the fL'S! year
and 8.6% tS 14,8O)} iu Ole second)lear ... heR a fun time \lolull;eer coordina\(K"
is hired. (The third year lias I one time budget increase due 10 creating an
education "'.<leo for the PATG.)
Cost 110 l,'tifities '.0 remove trees:
70 trees Ii) be removed J: 5403 average removal cost
35 trees 10 be replaced 1 5 50
PATG expense (fU'Sl a.nd second years)
Tot>!
Averag.:: cost kJ 1rim pc:r year if QO( remo,,'ed:
70 trees 1 $67 = $4.690
Payback:
$28.210
$ 1.750
SlI.ll!4 IQ SI4 ROO
541.774 10 $44,760
The break evee poiru. occurs in &.9 10 9.5 years ~ Me Utilities would be saviog
the expense of trimming [hose trees from ilia! poinl on.
Rate imp"""
The pro,gr.un ~ost per year would increase the typical reside Ilts' bill by 2 cents.
Nonprofit Tree Group Proposal 1 (0119195 19
. ,
":;; . \.
________ -'@"'."· __ .. I"aIOArt.oMeanSTree l't-_(i},,:~=__ __ _
Experiences of Other Tree Organizations
The 1995 Califomi. ReLeaf network list in<flCates L"" wide ran~e o{o""!'rofi.
Ire<! gro"ps. There are 42 o<ganizations on !he lise
• B"~g€t range: SO to $i,700,OOO (TreePeop1e in los Angeles) ",i<h aD
i verage 0{ S 162,632.
Years founded: 1960s: 2.19?Os: 4. 1980s:15, 199Or.: 21.
The roDowing inform.liOll comes from articles published in !he California
ReLeaf Dewsleuer over the past several years.
TreePeopk: supponi.g (peal group. (J 992 article)
Since 1973. TreePcople in U>s Angeles has groWD from. onetime SUrnmeT
planlin! pro joct 0{ 8,000 IreeS "'. 18,000 mem bee organization that has
planted wetl cover a million trees. One or their proudest achievements is the
Dumber of new lJ'ee groups IJ-.ey ha,,'e inspired. launched, or helped to support.
1bey believe Ihat the power 10 solve problems in a community lies within the
commcnity itselC Rather than develop a large. cenuali7..ed organization with
regional o(f~ TreePeople opts 10 support local organizatfons. whicR "an
adapt lO the SpecifiC needs of dleir community.
Pan of bow lhey recoocile the issue of Cund-i"3ising competition is Ihat we an
have our owa nicbes... TP!ePeople &'i 3 regional' group lhat doe..(. work across the
Cot!ruy attracts il different kind or COl] triOOting pubUc: than does I city Qf .
neighborbood group. There is competItioa hut by bringing more people K> lhe
table, dle fund-raisin! pie ~eLS larger
Another area of possible frictiotl is t.errlLnruIism. The sheer amount of 111'01'\
dlat ~ 10 be done tcli:es C"art of this problem. Wbea everyone has more
request! coming in than mey know what 10 do with. patrollin£! b'le fence lines
becomes very onimporbnL
Pera'uma Tree Nalllers: volUlIleer burnout (/994 ankle)
During !Ilree years, volun""", have planlea hundreds 0{ IreeS, oone four creek
restorations.. and beld pub6c educaooD work.mops.. But (heir past is richer than
their present as 'the aU lIolunteer organizatioc faces bumouL They DOW operate
OS an .dvisofy body."d "",tie activities on a proje<:t-by-proje<:t basis.
Sonoma Keuaf: dedicated cofounders (J991 articlt)
T",,'o women cofounded Sonoma ReLeafio 1988 and mey -eat. drink, and
sleep ReLeaf' 4 Their OOlCe is I. titchep...,lheir guestrooms. garages., and back
yards are fun olReteaf handouts and equipment;: the off~ phooe number is I
pc:rsonal borne line. As of 199 J lhey are paid part-time salaries eack. Their
Nonprofit Tree Group. Proposal 1011919> 20
,-~ ;-
",-.<~. . -. . -,' ~
. ,~":~,,':;-:
______ @).=..." ___ ...FaJaAltO Means Tre~ t6-0
(It'Sf; nlajor p1antin, was in 1990; SOO 'Io'ohmteers planted 600 trees along I
three-mile hiking and bikin~ ,,.ailln 1991 PG&E contra<:ted wiL~ them 10
plan, 2.000 sbade trees next 10 bomes.lhos reducing the Deed fo.-air-condi
lioning. They feel Iheit .tron~ point llas beeR their .hili!)' 10 pun in other
,rcups from the community 10 wad: OD trees.
IrviM: city launched and administered (1994 Qnkle)
Since 1990 the cil] oc the w.ter district has had • paid staJf person &dm ini5-
tra1e I nee PWlting program relying on grams and volunceers. The advantages
have beeD weD-<>CJ::anized pIantin.gs that dovetail neatly with !he cilfs OWJa
tree l',og.'1llll and •• te.dy supply of pubGc grant funds. The crlSadvantages are
now becom!ilg: apparent as they need 10 locate I ne·'" furufrng source (having
reached tOO limit of how many Consecllti\l~ grants Wey may bave) and lhe
group's lack of community leadersrup. !'he group is at lhe mercy of agency
personnel and polk)' chan.ges and DO ot\e bas 'Volunteered 10 take the place of
the paid staff person.
Our Qty FareS! (Sal! Jose}: city incubated (1993 article)
Ii! 1991 the Cily of San Jose <","!led I dIy-affiliated tree organ,zation witll the
goal of planing one million trees by '"" year 2000. The city pledged 5150.000
I. year for-three years and tl".tCB Ole group was 10 be spun off as ar. independenl
group. (Which happened in 2.5 y,an.) Being created on the half-.sbeU as a
cily·affiliaied OIi3.J,i.zaUoc has big ali .. -antages:: ready-made a£enda complete
with goals. direction, and .stead)' funding; Of'8anizatiOflaI Slf'JC[ure thrOl.lEh the
cUr,. I_nd Illatural entree 10r forming the kinds of re13tionships that the brQad
agenda depends 0"-
SacramenJo Tree Foundatio!l:from volurtJeer to staffed (1992
article)
The Sacramemo Tree Foundation began in 1982 as an aII-volun~r or,gani7.a
tioo. By 1992. 117.000 trees l'Ie'. L'ley have. 38 pcrson.taff with. SL8
million bud,get and L.'>e largest contract in ti1e ccunCl)' for I t.tility company
shade-tree progr.mI. The beginning volunteers spent 21mOSl a year on planning
and program go.a)s, working up I five-year plan. They made I concened efJon
from day one 10 be I comrnuruty nODprofli. versus an eDvi.:-onmcnLaJ nonprofit.
The -4\} member boara is made up of civic leaders., mO\lers and shakers in
de¥eloprnent.. fmance. politics. and the CJlvlrorunenw flle1d.
Nonprofit Tree Group Proposal I(),J'lI95 21
----~-'-__ """-""_."""-' __ "\"Ii!~."",.,,,-.,
~,-, .
;~"."
",._,,"
_________ G)"f,,>__ __ raio Alto Keans Tree J6. @_'=~~_> __
PATG and other Tree Groups
n.; .. is aJ .... ~y 00< ."", groop in Palo AIlo; another b ... d in S:m Jose """
itself operating throughout Santa Clara County_ Why should Polo Allo start
another tree ,roup1 WhOl ",ill its rebliooship 10 'JUsting groups be?
Why a Palo Alto Oro up?
There are Ifuee reasons foe Palo A.I~ \0 have its O'IWD tree groop:
I. Specialization. No Allo', forest is atypicl1 of Santa Clara Counry com
mWliUes. h 1w. cornparali.ely l:u¥e Dumber of mature =-Much of its soil
can arzd does support aauve Dab.. Thus,. whereas I County-wide Iree group
might devOle most of its energy \0 pbDtlng. an optimal Palo Alto tree group
shooJd .spend 5ubsl.aJltlat effor! 0[1 con.."-ervation. care, and pb.ased replacement:
0( mature trres.. with a particu!.ir empllasis Oil native oaks..
2. A<:coUD!3hilil)l The PArG will act as • pbnting contnlClOC 10 the Cily. ie.
as 1. busL"'\eS5. It. .... i!! be roueh easier fOf eny Qfflcials \0 commcruca.'.e and
inlenoct with • local group tll .. is de<f1C.1ed 10 local projects. A local group
will be responsive 10 local praise and 10 local criticism. And every donor
invested in alocaJ group is by definition reinvested in !he community.
3. "Inspiration. The a.bility IJf the PA.TG k) attract and retain motivated \lolun
leer workers islargc1y a funceoo of their satisfaction and identi[)cation with
their woik.. Vc.lunleeJ" planters" ser.se 0( accomptishmer.l ,..ill be reWon:ed
week after ",eel:. year arlee year. as tlley pass trees !bey've pbDled OD their
way 10 :mops.. offICeS, or friends' bornes. Citizens who see lheir-llei,ghbors and
acqu.o.Uttaoces-TarJ\er than strangers--at work planting trees are moo: likely
100 wanr 10 (!:et iDvolve<l. and 10 kno .... bow 10 get in'''olved.
" .. ,: .
-~-,.
.. YaJo AH.o Means Tree .. 0
Relationship with Nagic
Magle is I Polo Alto base~ or8aniz.ltioc "'ith the very broad mandate 0(
applying c<cotog:y to discera and \Q fur\he( common human interests.
In CCllveI53.tion, David Schrom of Magic-noted that:
Magic's school (FruitioD). open .pace (Planting fa< the Second Hun
dred Years). and ocigbborilood (Regreen Everp;:e. Park) ..... .,e projects
are vehicles (oc ateir larger mission.
They see need for third secIOr tree progrnns in Polo Alto far greater
than any they want 10 provide.
Magic bas assisted in establishing tree groop> in several othec Bay
Area: ron:ununities. and worked for more than [Wo years 1O secure CMy
CounciJ approval (or the TTF~ hoping if: might prove a precursoc 10 a
Palo Aho tree group.
o They ",ill be appreciative ifa oewly·fooned Palo Alto groop worll:s
wit."1 them 10 strengthea their existing projects and the)' look. forward
to cooperating for community bencff.L
Relationship with our City l'orest
Cooversatloos "'ill1 Rhonda Berry reveal that the San Jo<e-ba.'ied Our C..-}
Forest could:
• EJlpand its oper3tiOIl I() Palo Aho.
• Contract with PATO 10 train an initiaI group of pTaruers..
Contract with PATG 10 set up planting programs.
FO! the speciaEzation. accountabilizj, and inspiration reasons descnOed in the
begInning nf ~is section., the Tree Task Fon-.e recommends 1hal Palo Alto start
its o ... 'U ,group. OJr City Forest, offer 10 supply Ir3Jnin.g an" program assis
tance should be considered by tile PArG.
Nonproflt Tree Group Propcsal 1011919S
Preliminary Planting Plan
The City purciwe.the ""'" and contracts witl1the PATG for planting.
• Assist ill l<lentif)",~ tree planting sileS, including iden!ifying uees foc
remo\'1l
• Olnsu 11 .,ilb the property owner 00 the selection of the repbcernent
tree. Obtain • lree care commIunent if possible. Otherwise assigl1 •
neigblxlf' or volur.tect
Organi« the plllndn~ Provide lrained vot"."",rs "'00 .. ill supervise
the planting. 10 ensure quality control; one supervisor for every 2 '" 3
tree Plllntln~ crews.
• Provide fonow-up maintena.'K'.e. Property owners who receive lTCes
will recei'ye educariona1 materials a..:ld the newslene(:. Volun teers 10
maintain what can be hancf1ed from the ground (weeding.. stake re
moval, prun1n~, e1C.)
• SUNey 'U'eeS for survival raws..
Desi81Ul1ed people will be Eaisops between the City staff and the PATG in
order 10 eFlsure CDnsistent com m unicaoon.
All C;'y In'< siling. and seleclion :ue to be conf>rn>ed with \be C",. Any
cban~es "'" 10 be confumed willl the Cily.
EQUIPMENT
The COY:
purchases the trees and roa1erials (stakes. ties. mulch., ele.)
• provides Custom lra11ers out!1Ucd with boxes for MUtch. "'a.ter tanlcs.
elC.
• pro",ide$ storage for the u-ees an d equipment
ThePATG:
• purchases sho\lel~. buckets., hoses.. ~rooms. manock.s. picks. gJo'\lcs..
pruners., ~\C.
Uses 'V'ulunteer \ierucks ()£ rents trucks..
Nooprofit T"", Group Proposal 1(1'19195 24
.-. ,-~ ..
________ ..:@~';'~-___ M-,.,,10 Arto Me.ans Tree ~O= ___________ _
PLANTING RATE
The PATO plants 100 City Ue<S in the fITSt year and the. gradually inc~
the number as l~ Ir.l1'ned volunlee! base grov.'s. N the number of trees 10 be
planted grows it become Iogistkally more DUllCult 10 OI1an,,,,-It is much
easier organize I pMlicuw neighborhood 10 plant trees i"l their OWD area than
\0 Ja.'1'Uit and crganIb: '1olunleers \0 piant replacement tr~s. scill~red lhrough
out the C~y_
The new PAro would naturally sun out with the projects ill concentnned
areas sudl as OreSOD Expressway (urigatioo system and other faclOfS ptmnit-"
ting} "and in neighborhoods. with many empt} sites..
11 is !>oped that the PATG will <ventuany plant 800 10 1,000 Cily trees eack
)'eM. However the Io.,;stics are ~b3~enging_ To reach 1.000 trees, the PATO
would bave 10 plant.bout every otller ..,eeke"" (Saturday only) during the
November du'01lgh Mru'Ch ptantin~ season. 136 'w·olunteers would be needed
for cae' of the 9 Samrt!ay~ It may be that the City will stiJI do replacement
plan"egs sc.""red ihrougb""t the City wbile the PATO does more concen
lr:lIeO' plantings (0< the Cttjl. schools. eIC_
Nonprof .. Tree Group Proposal I CVl 'lI95 25
SALARJESIBENEFJTS
EXEa.IT!IIE D!S1EClOR
Salary
8eneflt&
$45,000
59,000
IDIIJN1ST!IATIVE ASSIST.&NT
Salary [9 monlhs firS! rear)
Benefits
515,600
$3,120
SALARIES SUII-TOTAL
AD !olIN 'STAA TrONlv FFtC~
~"T
Phone~ 2 Jines, voice mail (sel-up tees)
Copy machine tcanoo PC8SO)
Fax '(HI> Fax?OO)
SIi<Ie prcjeclion _'pman,
C!HnputerlMonilor ..
Laser printer
Word l'Jocosslng
Desktop Pub
fund-raising software
Toner cat1ridges
Cove.,.
Surglll Protector
Maintenance Agreement
fQUlPMENT &.6-TOTAL
FURJIITU1E
Desks
Oes/< Chaj ..
Chairs
Boob;helves
Table. 6 It.
FU. Cabine,. (4 dPMl
StOfage. cabinet
lamps
FlJRNffiJflE SU!-TOTAL
NSUWCE
FirefTbeh
VoJuntoer liability
NSURANCE SUB-TOTAL
annual
annual
POSTAGE tJOO pleo..rmonlh. flrs, cr.ssJ
f'I'lOF£SSIONAL MEMlERSHPS
Nonprofit Oeverapmenl Center annual
Na60nat A...rbor Dey FCKS annual
lnt1 Soc. Arboricurture annual
Er.vlronmentar CoafWon Bt1nual
MEMBERSHIP SUB-TOTAL
2
1
2
2
2
4
2
t
2
1
2
5315
$2,000
$550
$1,900
52,200
$1,400
S100
saoo
52,000
S50
$30
55 a
5500
$500
$180
$35
$200
550
$250
5300
545
$300
$1,000
$125
SIS
585
5100
"
'-<.--" ..
i
5%
to%
$72,720 54,512
514,955
52,840
$1,300
$ t, 152
5325
26
•
"
.".' .
@STIMATEO FIRST YEA!! BlIOGE"QnUnUed
RENT
Aru .. sq. ,.leo&! 650
Rental depooN (2 moo!h5)
SUPPUES
NoU-boob. pape,. disk., ~plera. ...
TRAlNING !SIo! ond Soar~ ISeminaISlBool<sl
TRAVEL {.291m~.J
VTLlTIES
Utilities
Phcoe
<>.t~ne SeNice
VTLITIES SUB-TOTAL
monthly
monrhry
monthi,.
AOIolINISTRATIONIOFFiC~ SUB-TOTAL
PROGRAMS
PI.ANTfIIG
Planfing tools
Tnx:;Jc; lenlaT
PUIlUC er:u::.t.TiCW
£ducational materials
WorkshopslSaminars
N~ ... I.ttef p<intmg {5()(l)
New.stet1er postage (turk late)
Oes~n 10f newslet\e1'. 1etter1'leat:
Pl&IC er:u::.t.TION SUB-TOTAL
VOLVNTEE.RS (botl1 prog<amsl
T/aining maleriais, refreshmenrs
Training class {20 peopie)
1IOLLMEER SUB-rOTIIL
PROGRAr.lS SUB-TOTAL
GRANO TOTAL FIRST YEA!!
NOnprof. Tree Group Pro","", )Q/19/9S
annuaJ
annual
~'J'erteri~
quarterly
one1lme
SI50
$2.25
$100
S50
$25
$2,400
$1,000
$250
$50
$1.500
$2,000
$3,000
S17,550
$2,92&
$3,000
$3,COO
$348
10% of 95%
$2,100 ofadmin.
148,496
$1.000
S500
$5,500
$5.000
112,000
$134,215
$9.395
$143.610
27
$4,702
20-"
10%
51,600
10%
$S40
S",e \C
~ .. ~. >-.
"--". , . -"~
@TlMATEO SECONO YE~ £I\IOOf.G
The basic dill.,.""". in l!>. _ yo", l>ud91>t .r. l!>e addilion <J • "'I-~me
volut'ltBer coord'inatOf and l1e reaucrlOO of ,tart-up cO&!5.
S"LAAIESIIiIENUITS
exec:tJl'M: arecroo
SoloIY
a..".fi~ (20%)
mAliSTflt.TIVE ASSISTANT
SalaIy
Benefit.
1Kl.lM'E£R~
Salary
Be~e1its
S,t,LAAIES SUe-TOTAL
IoO .. CNISTRJlTIONJOFFICE
EO\JIPMENi
CompU1er.:1IQnito(
WOtd PIOCItl,,_
Toner cart'idges
eovOf$
Su'1l" Pr<>lilclOr
Main(8f\,i1ne& Agreement
E~ENTSU8-TOrAL
~
Oesb
Oes\ Ctlairs
fi:e C<Iblne1.5 (4 drw)
Lamps
fU'lNfT1JRE Sl&TOTAL
~
f".lThert
VoIunte.r fiabiTiry
I'ISLIRANCe ~TOTAL
$45.900
$9.180
$3O,QOO
$6.000
}
~
1
,
1
1
1
annual
a:nnlJat
POSTAGE (300 I'iecwmoolh. first ci .. ,)
I'fIOI'ESSlOIW. MfMIlERSHPS
Nonprofd [)QYelopment Center
National A1bo< Oat Fnd Ion Soe. kt>oticuhur.
Environmental CQaIitioo
MEM!IEflSHlP ~TorAL
ar'!!'W'al
ani1uaT
af',n\.lal
annual
$2.200
USC)
$SO
$IS
$50
$500
$SOO
SI8D
$250
$45
$300
$1.000
$125
$15
US
$100
$IU.i38
$3,215
5915
$1.300
$'.' S2
$325
lITlUTIfS
~
10%
10%
U.900
28
@STlMATED SECOND YEAI! BUOGOconunued lITlUTIES
~
felT
A!ea it .... t.A:06l 6 SO $2.25 $17,550
S\JPPUES
NoIeboob, paper, 68"-'._ $2,000
TRAINING (Sla~ end Board) lSeminarslBooksJ $4,000
TRAVel (.29Imffe] $580
lIT UTiES
Utilities monthly $100
Phooe monthry $50
On-line Se:v1ce mor.thly 525 lO'%. 0( 95%
lIT UTIES sus. TOTAl. 52,100 of admin..
... OYIN ISTIU.TKH!lOFFICE SUB-TOTAL $33,117 $3,154
PfIO<lR,\IIS
F'lANll'IG
T ruc~ renf1!l $600
PUeUC EOIJCATlON
£ciucstional mat61ia1e annual $2,400
Worbhops!Seminars annual $1.00~
Newsle!!er printing (700) quarterly $350
Ne""ener poslage (bul'< ra!e) qua.rt~fly 570
PUeUC EOIJCATlON !AAl-TOTAL $5,080 20%
VOLUNTEERS (bolh programs)
Training lTUlItelials, refreshments $3,000
Training cJa£$es $3,000
VQ.lNTCEA !AAl-TOTAL 56,000 10%
PROGR.\MS SUB-TOTAL Sfl,6'0 1616
TOVL5EOCNlYEAR $161,416
10%
~FEE(PCCF} $11.299 51.130
GRAND TOT At $172,115 S 14 ,61)0
@TIMATEO THIRD YEAR BUDGET ®
SALARIESI8ENEFITS
EXmlITNE OIfECTOR
Sallry
BeneOts l~%}
vc:u.NTEEI'lOCJCF£:M'W"OR
Salary
Benefits
S .. .lARIES SUB-TOTAL
ADMINISTRATION/OFFICE
AClOOU>lIN:lSERVK:ES
EaUIPI.£NT
Portable videa unit
NSIJWICE
FirelThefl
Volunteer liability
fS.JRANCI: SlB-TOTAL
SH,818
$~,S64
$21,6~O
$4,328
$3Q,600
$6,120
POSTAGE (SOO pie<:esrmonlh. firsl class)
PAOFESSIONAL UEldlERSHIPS
Nonprofd DevelOpment C&nter
Nalional Mx>t Day Fnd
Inn Soc. Arboric:ufture
Environmental Coalllion
MElIBEASlIlP SlB-rOTAL
SUPPLJES
Notebooks, paper. disks._
'nrlU"
atWIaJ
""""" annual
650
TRAJNlNG (Stat! and Board) (Semir,arsi8ool<s)
TRAVEl (.291mITe}
UTILITIES
\Jtilitles
Phone
On..J.ine Service
1ITILITIES.SUS-TOTAL
monlhl~
monfhly
monttlly
ADMlNlSTRATIONIOFFtcE SUB-TOTAL
NOoprof"c T ... Grou!> Proposal l(lll'll9S
53eQ
51.000
$125
SIS
$85
$100
$2.25
$100
$50
$25
Sil1,no
$lI,oeo
$700
$1,300
$1,152
$325
52,50Q
$4 .O~O
$580
. <-."',
IITILITlES
~
5%
10%
10%
$9,078
10% 01 ~5%
$2,10e oIadmin.
141.2Q7 $3,915
JO
..
~IRO YEM 6UDGET, con~nu04 0
PROGRA»S
PI..ANTIIIG
Truck renlal
f'UBIJC EOUC\T1ON
Educational malerials
Wot1uJhopslSeminars
U .... I.tter prinflng {BOOI
N.wsletter postage (bulk ralel
PIJ£LlC EO.JCI. TlON Sl.&TOT AL
\'CU.MEE1S
Training mate!,ja1l5~ le(rist'lments
Train~ng classes.
~SI.&TOTAL
PROGRA»S SUB-TOTAL
9f!AND TOTAL THIFID YEAR
'Muar
InnWill
quarterly
quanet!J
one time
S2.400
SI.OOO
UOO
SBO
U.500
$3.S00
.,-,:
$$.320
S7.000
$20.0()O
$33,120
$193,\87
-.;
VH.IT!ES
ClCM'OI'8IT
20'"
10%
10%
U.764
$16.757
31