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Minutes 2002-03-04MINUTES OF AN ADJOURNED REGULAR MEETING OF THE CYPRESS CITY COUNCIL HELD March 4, 2002 The adjourned regular meeting of the Cypress City Council was called to order at 5:33 p.m. by Mayor Sondhi in the Board Room, West Wing of City Hall, 5275 Orange Avenue, Cypress, California. PRESENT: Council Members Keenan, McGill, Piercy, Mayor Pro Tem McCoy, Mayor Sondhi ABSENT: None Aisc present were City Manager, Director of Finance and Administrative Services, Public Works Director, Police Captain, Recreation and Community Services Director, Assistant to the City Manager, Assistant City Engineer, Contracts/Environmental Affairs Manager, Maintenance Supervisor/Acting Maintenance Superintendent, and City Clerk. The Public Works Director stated that staff has been preparing this policy since the City Council first met on this issue in October 2000. He introduced staff members who assisted with the preparation of the policy: Ron McDonald, Landscape Supervisor and Acting Superintendent, Kamran Dadbeh, Assistant City Engineer, and Gonzo Vasquez, Contracts/Environmental Affairs Manager. The Public Works Director stated the City's tree policy began in 1964 as a guideline for developers to follow for planting parkway trees. As the trees matured, the policy evolved to include a list of approved tree species, which was modified a number of times based on the desires of the Council at the time and current theories on suitable street trees. The most significant policy was to permit residents to have trees removed upon demand and replaced with any species on the approved list, leaving empty tree wells and streets with a variety of species. He stated a survey was done of approximately 20 communities to determine their street trees and sidewalks policy, and that no two cities have exactly the same program. The survey found that all cities have conditions and standards for tree removal, an approved street tree list, and maintenance guidelines. A majority of the cities have some sort of master plan for planting of trees. Most cities have the program administered by the department head along with an appeal process to a committee, commission or the City Council. Approximately half of the cities allow the residents to remove or trim trees themselves with a permit and require residents to pay for tree removal. Most cities have an adopted sidewalk repair procedure and do not require the resident to pay for sidewalk repairs. The Public Works Director stated the Street Tree Master Plan was developed in order to provide a consistent planting theme for arterial highways and residential parkways. A street tree inventory was completed of the approximate 18,000-19,000 trees in the City and the locations of vacant planting sites. Staff has researched suitable trees and developed a list of approved street trees. The approved trees provide a nice canopy, Iow maintenance, a variety of colors, and a reduced likelihood of damage to sidewalks and sewers. He stated the current policy allows for only the following criteria in removing a tree: The tree is damaged or diseased. The tree poses a threat to public safety. The tree has damaged a sewer line. The tree is not on the approved list and the property owner agrees to pay to replace the tree with an approved one. CITY COUNCIL MINUTES MARCH 4, 2002 He stated the current policy is cumbersome for staff to administer and does not promote the long-term goal of having beautiful streets with a consistent variety of parkway trees. The recommended tree policy is: Public Works Maintenance staff will implement the tree policy adopted by the City Council, and the Director of Public Works, whose decision will be final, will review appeals. Parkway trees will be removed by the City at its expense under the following conditions: o Tree is declared a hazard. o Tree is declared dead or diseased. o Tree has caused recurring damage to curbs, gutters or sidewalks, and root pruning will not prevent further damage. o Tree is not consistent with the Street Tree Master Plan for the area and the resident requests it be removed. o Tree has damaged private property and root pruning will not prevent further damage. Trees will not be removed if: o Tree drops leaves, pods, flowers or birds roosting in the tree create a mess. o Tree roots intrude into a private sewer lateral. o Tree roots are coming to the surface in the front yard or parkway. o Tree roots have damaged private planters, paving or other items constructed in the parkway. By request of the property owner, a tree species for that area will be planted at City expense. Resident may request a tree be installed at their expense in accordance with the Street Tree Master Plan. The City or its contractor will perform all trimming, removal, and root pruning. One recommended change from the existing policy is that root intrusion into a private sewer lateral can no longer be a reason for the City to remove a street tree. Tree roots do not break into a sound sewer lateral; this occurs where there is damage to the line and at poor joints. The Public Works Director stated that public education, through local and City newsletters, distributing flyers, water bill inserts, the City's web site, and local cable television will play a key part in implementing the program. The Public Works Director stated that last fall, the City awarded a contract to Berryman & Henigar to prepare a Condition Assessment and Inventory for all the residential sidewalks in Cypress. They have surveyed 133 miles of sidewalk and identified $650,000 in repair work needed at this time. He stated that significant changes to the current policy are not needed. Repair requests will be investigated within 24 hours and the type of repair determined. He stated the financial impacts are as follows: Street Tree Master Plan Tree Trimming Program Sidewalk Repair $ 50,000 per year $220,000/four-year trim cycle $410,000/first year $200,000/second year The Public Works Director stated that short-term goals are to adopt the Street Tree Master Plan with a budget of $50,000 to implement and promote the plan, adopt the revised Approved Parkway Trees list, adopt the revised Parkway Tree Policy, amend the Municipal Code section relating to street trees, adopt a policy to trim the trees on a four-year cycle, adopt the Sidewalk Condition Assessment and Inventory, and adopt the Sidewalk Repair Policy with a budget of $410,000 in the first year for repairs. Long-term 2 CITY COUNCIL MINUTES MARCH 4, 2002 goals are to continue to implement the Street Tree Master Plan, continue to support and fund tree trimming on a 4-year cycle, and continue to support and fund sidewalk repairs and resurvey the sidewalks in two years. Mayor Sondhi commended staff on the thoroughness of the report. Mayor Sondhi asked about the number of vacant tree sites and if all of the districts had a similar amount of vacancies. The Maintenance Supervisor stated Ball and Walker have the most vacant tree sites. Council Member Keenan asked about tree roots in the sewer lines and removing the tree. The Public Works Director stated it has been his experience, for the most part, that the small roots that get into a sewer line are there because of cracks in the line or poor joints from older sewer lines. Council Member Keenan asked where the funding for these programs would come from. The Director of Finance and Administrative Services stated that this year $250,000 has been set aside for sidewalk repair and the same would be proposed for next year, taken from the General Fund and put into the Capital Improvement Program. The tree trimming and tree replacement would have to be placed in the budget for next year. Mayor Pro Tern McCoy asked how sidewalk repair is prioritized. The Public Works Director stated that minor sidewalk damage is grinded down or ramped so that it can be included in a larger project through a contract. If there is a large displacement, the repairs will be done immediately. ORAL COMMUNICATIONS: Carmine Pilichi, Cypress, commented on trees in the City and stated his housing tract has no parkway trees. It was moved by Mayor Pro Tem McCoy and seconded by Council Member Piercy, to adopt the short-term and long-term goals, in concept, subject to City Council approval of budgetary changes and Ordinance revisions. The motion was unanimously carried by the ?ollowing roll call vote: AYES: 5 NOES: 0 ABSENT: 0 COUNCILMEMBERS: Keenan, McGill, Piercy, McCoy, and Sondhi COUNCILMEMBERS: None COUNCILMEMBERS: None ITEMS FROM CITY COUNCIL MEMBERS: Council Member Keenan stated it would be helpful if periodically the workshop sessions could begin at 5:00 p.m. ITEMS FROM CITY MANAGER: None. 3 CITY COUNCIL MINUTES 1.55 MARCH 4, 2002 ADJOURNMENT: Mayor Sondhi adjourned the meeting at 6:55 p.m., to Monday, March 11, 2002, beginning at 5:30 p.m. in the Executive Board Room, 5275 Orange Avenue, Cypress, California. ATTEST: MAYO~S I~Y-CLERI~ OF TH~.~IT¥ OF~YPRESS