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HomeMy WebLinkAboutCity Council Resolution 13-071 Approving Tree Risk Management PolicyRESOLUTION NO. 13-071 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA ADOPTING A TREE INSPECTION AND RISK MANAGEMENT POLICY WHEREAS, the City of Saratoga has a thriving urban forest and has been designated as a "Tree City USA "; and WHEREAS, the City of Saratoga is committed to responsible stewardship of trees in the City; and WHEREAS, the attached Tree Inspection and Risk Management Policy was developed by the City Arborist in consultation with other tree management professionals. NOW THEREFORE, the City Council of the City of Saratoga hereby adopts the attached Tree Inspection and Risk Management Policy. PASSED AND ADOPTED by the City Council of the City of Saratoga on this 6"' day of November 2013 by the following vote: AYES: Mayor Jill Hunter, Vice Mayor Emily Lo, Council Member Howard Miller, Manny Cappello NOES: None ABSENT: Council Member Chuck Page ABSTAIN: None 4 ,� Jilf Hunter, Mayor ATTEST: Q ryC> DATE: t 1 Bothelio, City Clerk TREE INSPECTION AND RISK MANAGEMENT POLICY I. PURPOSE This policy establishes guidelines and procedures to inspect and manage City trees in order to promote the health, safety, welfare, and quality of life for all city residents and visitors. Private trees are not subject to this policy and shall be under the care and responsibility of the private property owner. II. AUTHORITY AND RESPONSIBILITY This policy was adopted by the City Council on November 6, 2013 for use in the management of risk for City trees. Inspection of City trees shall be the responsibility of an Arborist certified by the International Society of Arboriculture under the direction of the Public Works Director. The Director is responsible for maintenance, removal, replacement, and planting of City trees and may delegate that responsibility in writing. III. DEFINITIONS For the purposes of this policy the following definitions shall apply: A. Arborist: a person designated as such by the Director of Public Works who has demonstrated knowledge and competency by holding a current International Society of Arboriculture arborist certification. B. City tree: Any tree that is located in the areas described in Appendix A and B. All other trees are Private trees. C. Director: the Director of Public Works or a person designated as such in writing by the Director of Public Works. D. Inspection. An inspection of a tree using either the Level 1, Level, 2, or Level 3 assessment methodology summarized in Appendix C. E. Private Trees: Any tree on private property or on a City street or right of way other than those specified in Appendix A and B . F. Risk Manager: The City Manager or person designated by the City Manager as Risk Manager. G. Target: People, objects (e.g. vehicles, structures, etc.) or locations that could be subject to damage by a tree. Target also includes conditions that pose an imminent risk of injury or damage to persons or property by all or part of a tree (e.g. tree root raising a sidewalk to create a tripping hazard). H. Unsafe Condition: Any circumstance in which there is an imminent risk of all or part of a tree falling or otherwise acting on a target in a manner that would pose an imminent risk of injury or damage to persons or property. IV. Tree Inventory The Director shall develop and maintain a tree inventory listing the following information for each City tree: Species of tree, diameter at 54 inches above grade (diameter at breast height or DBH), and global positioning system location of tree The inventory shall be completed by the Director as funding is available. City trees planted after the effective date of this policy shall be added to the inventory at the time of planting. V. Tree Inspections All City trees measuring 10 inches or more in diameter at breast height shall be inspected as set forth below. A record of inspections shall be kept by the Director. For each tree, the inspection report shall note any defects, whether follow -up maintenance is required and, if so, the date by which that maintenance should be completed. Where the recommended maintenance is not feasible, the Director and the Arborist shall identify and carry out alternative measures to address the circumstances leading to the recommendation. Follow up work will be described in the inspection record with the completion date and confirmation that the work was completed. Inspections of City trees shall be Level 1 inspections either on foot or by vehicle in accordance with ANSI A300 (Part 9) — 2011 Tree Risk Assessment. If a Level 1 inspection identifies a need for additional inspection, a Level 2 inspection will occur. Schedule of Inspections: a. The Director shall ensure that each City tree is inspected at least once every twelve years or more frequently if necessary due to age, structural defects or other conditions warranting more frequent inspection b. As Needed Inspections - -The Arborist will inspect City trees that are reported to be potentially at risk by members of the public or City staff regardless of the size of the tree. If such inspection reveals signs of stress or damage, surrounding and nearby City trees will also be inspected by the Arborist to assure acceptable condition. The Arborist may accelerate the frequency of scheduled inspections to address "at risk" or deteriorating conditions identified during any inspection. VI. TREE MAINTENANCE GUIDELINES All City trees shall be maintained as set forth below. A record of maintenance shall be kept by the Director. A. Pruning All work on City -owned trees shall be in accordance with the most current edition of the following industry standards: ANSI A300 (Part 1) — 2001 Pruning, and ANSI Z133.1 -2006. State and federal regulations prohibit the disturbance and destruction of many active bird nests. November through February is the optimal time to prune in order to avoid bird nests. B. Insect And Disease If trees are infested with pests or infected with a disease and treatment is warranted, the problem shall be identified and targeted with a specific and timely treatment. If the pest or disease situation creates an unsafe condition, measures to mitigate risk will be taken. Those measures include pruning out diseased portions of the tree, or removal of the tree if warranted as determined by the Arborist in accordance with section VII of this policy. C. Fruit Control If fruit production of a City tree becomes an unsafe condition the Director shall undertake appropriate fruit control measures. VII. TREE REMOVAL A. In General Although the Tree Regulations in the City Code do not apply to the City, the City will remove trees that would be subject to the City's Tree Regulations only when removal would be authorized based upon the removal criteria specified by those regulations except in cases of emergency. If the Director, following consultation with the Arborist, believes removal of a City tree other than a dead or fallen City tree is warranted, the Director shall provide notice of the intended removal to owners of properties within 150 feet of the tree. The tree removal shall be scheduled no sooner than 16 (sixteen) days from the date of the final decision to allow time for appeals of the decision to the City Council. If a tree removal decision is appealed, the removal shall be postponed until a date after the City Council's consideration of the appeal. Notice is not required for removal of a fallen City tree. Notwithstanding the foregoing, consistent with section 15- 50.060 of the City's tree regulations, if the condition of a City tree presents an immediate hazard to life or property, it may be removed without notice on order of the City Manager, the Director, the Community Development Director, their designated representatives, or a Peace Officer, or the fire department having jurisdiction. B. Tree impact on Walkways, Paths and Roads. If a City tree has been found to be elevating a sidewalk or walkway to a degree greater than one half inch, or exhibiting cracks of 1/4 inch or wider, or tilting more than 2% in the cross slope, the Director shall promptly take one of the following actions: 1. The sidewalk can be ground down or cut to reduce the elevation; or 2. The sidewalk can be removed and replaced. If the sidewalk is to be removed and replaced, the Arborist will assess the situation following the removal of the sidewalk and make a determination about whether roots may be cut, or the tree should be removed and replaced in accordance with City Code 15- 50.080. 3. If the tree cannot withstand the removal of roots without being compromised, and removal of the tree is not authorized by City Code 15- 50.080, the sidewalk repair will be made using an approved replacement or modification method which best corrects the anomaly while minimizing harm to the tree. C. Determination of unsafe trees. A tree must be evaluated and determined to exhibit an unsafe condition before can be removed for safety reasons. The Director shall mitigate or abate any known unsafe condition of a City tree. Upon direction from the Director, the Arborist shall assess the risk potential of City trees using the following criteria: If a tree possesses a structural defect that may cause the tree or a part of the tree to fall on a target, and the risk of the fall is determined to be imminent, the tree is considered unsafe. If the unsafe condition cannot be mitigated to an acceptable level through measures other than removal and the target of the potential unsafe condition cannot be removed, then removal of the tree shall be authorized by the City to abate the condition. VIII. REPLACEMENT AND PLANTING OF TREES The Director shall replace City trees that are removed with the same or a similar species in the same general location unless soil, terrain or other conditions make another type or location for planting more appropriate. In locations where new trees are needed the species of new trees shall be approved by the Arborist and shall meet International Society of Arboriculture guidelines. Selection criteria will include, but not be limited to, height and size at maturity with resulting impact on hardscapes, curbs, gutters, walkways, and utilities, predicted longevity, and maintenance requirements. XIX. COMPLAINT RESPONSE A. Complaints regarding City trees will be entered into a database where they can be tracked. Copies of the complaint will be provided to the Director (with a copy to the Risk Manager) who shall determine the appropriate response to the complaint. B. The City will endeavor to respond to complaints about City trees within two business days of receipt of complaint, not including days that City offices are closed. If a complaint concerns a tree that the complainer believes poses an immediate threat to public health and safety and City offices are closed, the complaint shall be filed with the Sheriff's Department. XX. REFERENCES • American National Standard for Tree, Shrub, and other Woody Plant Maintenance — Standard Practices ANSI A300 (Part 1) — 2001 Pruning • American National Standard for Tree Risk Assessment (a. Tree Structure Assessment) — ANSI A300 (Part 9) — 2011 • American National Standard for Arboricultural Operations — Safety Requirements ANSI Z133.1 -2006 Appendix A - City Owned Trees Inspection Schedule Park Inventory Date Most recent Inspection Next Inspection Inspection interval 1 Azule Park 2007 2007 2017 10 years 2 Beauchamps Park 2011 2011 2021 10 years 3 Brookglen Park 2010 2010 2020 10 years 4 Congress Springs Park 2009 2009 2019 10 years 5 El Quito Park 2007 2007 2014 10 years 6 Foothill Park 2010 2010 2020 10 years 7 Gardiner Park 2008 2008 2019 10 years 8 Hakone Gardens TBD 2011 2021 10 years 9 Historic Park 2010 2010 2017 10 years 10 Kevin Moran Park 2011 2011 2018 10 years 11 Ravenwood Park 2009 2009 2016 10 years 12 Wildwood Park 2008 2008 2015 10 years 13 Quito Rd @ Pollard Rd TBD 2011 2016 10 years Street (trees within ROW ) Inventory Date Most recent Inspection Next Inspection Inspection interval 1 Big Basin Way 2008 2008 2018 5 years 2 Cox Avenue 2012 2012 2018 5 years 3 Fruitvale Avenue 2013 2013 2018 5 years 4 Prospect Road 2013 2013 2018 5 years 5 Quito Road 2013 2013 2017 5 years 6 Saratoga Avenue 2013 2013 2018 5 years 7 Saratoga - Sunnyvale Avenue 2013 2013 2018 5 years Property Inventory Date Most recent Inspection Next Inspection Inspection Interval 1 City Hall /Civic Center 2011 -- 2014 7 years 2 Library 2011 -- 2015 7 years 3 Orchard 2011 -- 2016 10 years 4 Blaney Plaza 2011 -- 2017 7 years 5 Saratoga Prospect Center TBD -- 2018 Appendix A - City Owned Trees Inspection Schedule (continued) Street Median Islands & Parking Districts Inventory Date Most recent Inspection Next Inspection Inspection interval 1 Allendale TBD -- 2013 5 years 2 Fruitvale Avenue 2010 -- 2014 5 years 3 Prospect Road TBD -- 2015 5 years 4 Saratoga Avenue 2010 -- 2015 5 years 5 Saratoga - Sunnyvale Avenue 2009 -- 2014 5 years 6 Austin /Bainter 2010 -- 2018 7 years 7 Squirrel Hollow 2010 -- 7 years 8 Corner of Canyon View @ Elva TBD -- 2013 7 years 9 Seagraves median TBD -- 2014 7 years 10 Parking District #1 2010 -- 2015 7 years 11 Parking District #2 2010 -- 2016 7 years 12 Parking District #3 2010 -- 2017 7 years 13 Parking District #4 2010 -- 2018 7 years 14 Montalvo @ Audry Smith TBD -- 2020 7 years Appendix B - Landscape and Lighting Districts — Schedule of Inspection Districts that have lighting only, and not landscaping, are not included in the above list. Landscape District Inventory Most recent Next Inspection improvement areas Date Inspection Inspection interval Arroyo de Saratoga TBD 12 years 1 Zone 11 2013 2025 Beauchamps (Zone TBD 12 years 2 16) 2014 3 Bellgrove (Zone 26) TBD 2012 2024 12 years Bonnet Way (Zone TBD 12 years 4 15) 2009 2016 Brookglen LLA (Zone TBD 12 years 5 34 ) -- 2014 Carnelian Glen (Zone TBD 12 years 6 33 ) 2015 Cunningham / TBD 12 years 7 Glasgow Zone 27 -- 2016 Fredericksburg (Zone TBD 12 years 8 2 ) 2017 9 Gateway (Zone 32) TBD -- 2024 12 years 10 Greenbriar Zone 3 TBD -- 2016 12 years Horseshoe Dr. (Zone TBD 12 years 11 31 ) 2017 Kerwin Ranch (Zone TBD 12 years 12 28) -- 2018 Leutar Court (Zone TBD 12 years 13 12) -- 2018 14 Manor Drive Zone 1 TBD 2012 2019 12 years McCartysville (Zone TBD 12 years 15 9 ) -- 2019 Prides Crossing TBD 12 years 16 Zone 22 -- 2020 17 Quito (Zone 4) TBD 2020 12 years Saratoga Legends TBD 12 years 18 Zone 25 -- 2021 19 Sunland (Zone 17) TBD 2011 2023 12 years 20 Tollgate (Zone 29) TBD -- 2021 12 years Tricia Woods (Zone TBD 12 years 21 10 -- 2022 Village Commercial TBD 5 years 22 Zone 24 -- 2015 Districts that have lighting only, and not landscaping, are not included in the above list. Appendix C — Description of Assessment Levels Process of a Level 1: Limited Visual Assessment • Identify location or selection criteria of trees to be assessed • Determine most efficient route and document the route taken • Assess the tree(s) of concern from the defined perspective • Identify trees needing a higher level of assessment and /or prompt action • Document tree inspection and recommended actions Process of a Level 2: Basic Assessment • Locate and identify trees to be assessed • Determine the targets and target zone for the tree or branches of concern • Review site history, conditions, and species failure profile • Assess general tree health • Inspect tree visually — use of mallet, probe or binoculars ok • Determine mitigation options and estimate residual risk for each option • Document findings including likelihood and consequences of failure Process of a Level 3: Advanced Assessment — may include some or all of the following • Site evaluation • Target analysis • Aerial inspection • Health evaluation • Testing for decay using boring /resistance /sonic /electrical impedance tomography or other methods as specified • Analysis of storm /wind load 517429.2