11/06/1986 - Minutes MINUTESfNT1
URBAN FORESTRY BOARD MEETING
November 6 , 1986
Parks Building
1965 West 500 South APPROVED
6: 00 p.m.
FEB - 31987
Present:
CITY RECORDER
Jennifer Harrington Max Peterson
Mary Pat Matheson Steve Schwab
Lloyd Siegendorf Karen Salisbury
Orson Gibb
JoAnne Milner
Mike Bird
Jennifer Harrington was asked to Chair this meeting.
Item #1 : Announcements
A. Jennifer Harrington
1 . The 3rd National Urban Forestry Conference will
( be held in Orlando , Florida on December 7-11 ,
1986 . (Steve Schwab will be attending)
2 . There is a State Shade Tree Commission Workshop
in Ogden, Utah on December 4 , 1986 .
B. Lloyd Siegendorf
1 . November 13 , 1986 at 3 :00 p.m. at the City &
County Building there will be approximately an
hour walk around the grounds to determine some
possible historic trees. Steve Henson from the
State Forestry Division will be there with
Lloyd and Steve Schwab. Board members are also
invited to participate.
2 . November 14 , 1986 at the Triad Center , 4th floor
in the State Lands and Forestry office, there
will be a short meeting at 2 :30 until about 3 : 15 .
KSL is putting together a Tree Care Booklet.
Board members are invited to participate by
submitting articles.
3 . Lloyd passed around a "Friends of the Urban
Forest" information packet from San Francisco
regarding possible ways to raise money for the
Salt Lake City urban forest.
4 . Lloyd would like the Urban Forestry Board to join
with the Heritage Tree Commission to sponsor
"Plant a Living Legacy" which ties in with the
Constitution being 200 years old . It is an
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opportunity to plant more trees in the city by
asking business, etc . , in each district to buy
trees for their area . More information will be
available later . Perhaps a certificate of
appreciation/participation could be provided .
D . Steve Schwab
1 . In conjunction with the Lowel School tree removal
request, a permit was issued to Bland Tree Service
to remove the six Medesto ash trees with borers
that had been topped several times under power
lines on "E" Street and 3rd Avenue.
2 . The city-wide tree removal contract was awarded to
Diamond Tree Experts who began work on November 3rd .
The contract calls for the removal of 245 street
trees which have been individually inspected and
marked. The cost of this contract is $35 ,670 which
is approximately $145 .00 per tree .
3 . The city-wide tree trimming contract was awarded to
Blandtree Service and will begin November 17th.
The cost of this contract is $43 ,040 for trimming
of 750 to 800 street trees. There are 360
individual homeowner requests; the rest are entire
streets that need priority attention.
4 . Tracy Aviary. Steve did a tree by tree inventory
for a possible contract to be let out for
trimming and the removal of 12 trees. Steve ' s
estimate was $12 ,000 to $15 ,000 for this work.
Access is poor and would involve a lot of
climbing . Grenville Roles, curator , and the
Aviary Board thought the cost was outrageous and
asked if the Shade Tree crew could do the work for
less. Richard Graham, Parks Department Deputy
Director , told the board that it would be about
two years before the Shade Tree crew could get to
it and also mentioned that the work at the C & C
Building cost $37 ,000 . Mary Pat suggested that
perhaps the work could be done in piecework over
the next few years . The Urban Forestry Board felt
that the Aviary Board needs to be educated on the
value of trees and the importance of proper care .
MOTION: Lloyd Siegendorf
1 . Put together a letter of support stating that
the trees should be pruned as soon as
possible .
2 . Steve Schwab and Bob Burke go to the Aviary
to do some educating sometime in December or
January if possible .
2nd: Mike Bird
Vote: Aye: unanimous
5 . Steve handed out a copy of phase one of the Urban
Forestry budget for 1987/88 , which is an analysis
of the current Urban Forestry Program, as
requested by the Mayor .
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6 . Update on street tree inventory. Steve passed
around a map showing the areas that have been
inventoried to date . Approximately 60% of the
city area has been covered .
Item #2 : Minutes
A. October : Jennifer Harrington made the following
corrections :
Page 3 , paragraph D . : Silver maple instead of
Norway maple .
Item #4 : landscape construction instead of
landscape rendering .
MOTION: Lloyd Siegendorf
Accept the October minutes as corrected.
2nd : JoAnne Milner
Vote: Aye: unanimous
B. September
MOTION: JoAnne Milner
Accept the September minutes as written.
2nd : Mary Pat Matheson
Vote: Aye: unanimous
C. August
MOTION: Mary Pat Matheson
Accept the August minutes as written .
2nd : Lloyd Siegendorf
Vote: Aye: unanimous
Item #3 : Ordinance
The draft is 2/3 done. A full completed draft
of the ordinance is expected for the December
Board meeting. The goal is to have the Ordinance
passed by April 1 , 1987 . In February or March it
will be presented to the City Council and the
city departments for review. It will also be sent
out to all tree service companies because it
requires licensing of tree service companies; and
involves arboriculture regulations, specifications,
and standards.
Item #4 : Policies and Procedures
Jennifer divided the Policies and Procedures into
three general categories :
I . Preparation & Distribution of Information
II . Meetings & Procedures
III . Ethical Conduct
The Board discussed and amended the draft and then
voted on it as a whole .
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MOTION: JoAnne Milner
Accept the Policies and Procedures for the Salt Lake
City Urban Forestry Board as amended .
2nd : Orson Gibb
Vote: Aye: unanimous
Item #5 : The draft of the letter to the school board should be
reviewed for the December meeting . A mailing list
should also be drafted for the December meeting .
To work on mailing list:
1 . Mike Bird
2 . Bob Burke
Item #6 : A Nominations Committee was formed for elections in
January.
1 . Mary Pat Matheson
2 . Kathie Anderson
3 . Peter Lassig
Item #7 : Place of Board meetings :
December : Parks Building
January: 444 South State
ee t i nadjourned . ��M g 04144
Apes°°DIED
F
CITY RECORDER
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Adopted: November 1986
APR;
POLICIES & PROCEDURES
;FEB 3 1987
URBAN FORESTRY BOARD
-CITY RECORDER
I . Policies and procedures regarding the preparation and
distribution of information by the staff or Board members
and to the staff, Board members , Mayor , City Council , other
boards or commissions, media and members of the general
public .
A. All Board actions shall be addressed to the Mayor
with copies as necessary to the affected parties. All
actions shall be signed by the Chair or Vice-Chair in
the Chair ' s absence . Copies or reference of all Board
minutes pertaining to the action shall accompany the
Board recommendations.
B. The Board shall produce an annual written report to the
Mayor and City Council on the status of the urban
forest and urban forestry program. Copies of this
report shall be distributed to the media, public
libraries, various affected city departments, and other
agencies as deemed appropriate by the Board.
C. Oral discussions or presentations shall be made to the
Mayor and City Council during their regular work
session on an annual basis or as necessary for the
• Board to conduct their business expediently.
D . Formal presentations shall be made to the Mayor and
City Council during their public meetings as necessary
and as determined by the Board .
E. The Board shall meet with other Boards of Commissions
as necessary and as determined by the Board.
F. The Urban Forester shall send out minutes of the prior
months meeting a minimum of one week prior to the
meeting scheduled for their approval .
G . The Urban Forester shall inform the affected district
board member of urban forestry issues as they come
up throughout the month as necessary. The Urban
Forester shall prepare an update of those issues for
the entire Board at their regularly scheduled meeting
in the form of a staff report containing a brief
description of the issue, the location and the
recommended action .
H. The Urban Forester shall inform all Board members of
issues up for board action a minimum of one week prior
to the scheduled meeting date. Provide a brief
• description of action to be taken, the location if
appropriate and a staff recommendation .
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II . Policies and procedures regarding the Urban Forestry Board
meetings .
A. Meetings shall be conducted according to Robert' s Rules
of Order . It shall be the goal of the Board to conduct
their meetings in two (2) hours or less if possible .
B. The agenda for each meeting shall be established by
any two of the following : The Chair , Vice-Chair , and
the Urban Forester .
C. The agenda shall be distributed to Board members a
minimum of one week prior to the scheduled meeting .
D . Board members shall contact the Chair directly a
minimum of eight days prior to the meeting regarding
scheduling of agenda items.
E. In general , agendas shall include the following
information and conform to the following standardized
format. Meeting date, time, length, and location .
1 . Approval of minutes
2 . Public Comment on Non-Agenda Items
3 . Report of Standing Committees (Including staff
report)
4 . Report of Special Committees
5 . Old Business
• 6 . Adjourn
F. The following policies shall apply regarding voting.
1 . A simple majority is required on all matters of
recommendation to the Mayor unless otherwise
agreed by a 2/3 majority of the Board .
2 . A 2/3 majority is required on all matters of
policy and ordinance recommendations unless
otherwise agreed by a 2/3 majority of the Board .
G . Any Board member who fails to attend the regular
meetings over a three month period or 50% of the
meetings over a one year period unless excused by
the Chair shall be asked to resign .
H . If a quorum is not present within 15 minutes of the
scheduled time of •the meeting to begin , the meeting
shall adjourn .
I . The Board shall establish subcommittees as necessary
to prepare reports, review proposed projects, etc . .
These subcommittees shall report back to the Urban
Forestry Board for any formal adoptions or recommended
actions .
• J. Public comments and reports shall be kept to a maximum
of five (5) minutes per speaker unless the agenda
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committee requests additional time for a specific
speaker .
411 K. The Board shall elect a Chair and Vice-Chair at their
first regularly scheduled meeting in January.
1 . Nominations for Chair and Vice-Chair shall be
accepted by the current Chair during the November
meeting .
2 . Elections shall be by written ballot if more than
one nomination is accepted for any position .
III . Policies and procedures regarding board members ethical
conduct.
A. Conflict of Interest - Any Board member who may benefit
from a proposed action shall not participate in that
action .
1 . Benefit shall be described as direct or indirect
gain, material or personal gain, advantage to
self, relation, friend, group or organization to
which their is loyalty, or any other association
which would influence objective judgement.
2 . Any Board member who has a conflict of interest
shall state that conflict prior to any discussion
of the topic in conflict. ' The Board member with
the conflict shall refrain from voting on the
topic and shall leave the room during discussion
• of the topic unless permission is granted by a
100% consensus of the Board to allow participating
during discussion. Under no circumstances shall
a board member present a topic of conflict before
the Board for discussion or action .
3 . If a board member may not believe or is not sure
of a conflict, they shall raise the matter with
other members of the Board or the City Attorney' s
office for a determination .
B. Treatment of Information - Board member conduct outside
of established meetings and while reports are being
prepared is subject to the following policies.
1 . Requests for Board action shall be subject to the
open meetings law and any information gained
outside of the established meetings shall be made
publically available to all parties .
2 . Information contained in studies or reports which
are in progress shall not be divulged except
established by policy.
C. Representations outside of the Board.
1 . Once a recommendation is made by the Board , no
individual board member shall represent a minority
opinion contrary to the Board ' s recommendation
unless he/she clearly represents their opinion as
a minority.
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D . Gifts, favors, or advantages shall not be accepted if
they are offered because the receiver holds a position
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of public responsibility.
1 . When provided to the Board as a whole, meetings
around meals, calendars, and other small office
tokens may be acceptable . If in doubt, refuse .
E. In general , Board members shall conduct themsleves in a
manner which demonstrates personal integrity,
truthfulness, honesty, and fortitude to inspire public
confidence and trust. The Board shall serve the public
with respect, concern , courtesy, and responsiveness.
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