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HomeMy WebLinkAbout#03 - Tree Fund STAFF REPORT DATE: 6/10/2025 Workshop TO: Lake Elmo City Council FROM: Jason Stopa, Community Development Director AGENDA ITEM: Tree Fund | Right-of-way (ROW) Boulevard Tree Program REVIEWED BY: Ashley Monterusso, City Planner CORE STRATEGIES: ☐ Vibrant, inclusive, connected community ☒ Efficient, reliable, innovative services ☒ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future ☐ Managed Growth ☒ Resilient Infrastructure BACKGROUND: The City received a $50,000 payment from Greater Stillwater Schools as part of tree mitigation when the new elementary school was approved. The current code allows for a fee-in-lieu but doesn’t specify how the funds should be spent. Using the funds to replace trees was discussed during the approval process. The City does not have a tree fund separate from park dedication funds. The City does not have a right -of-way (ROW) boulevard tree replacement program. 105.12.470 Tree Preservation(f)(2). The City Council may require payment to the City of a fee-in-lieu of tree replacement, payment of additional park dedication fees; the implementation of woodland management practices by the applicant; or the planting of replacement trees on City property by the applicant under direction of the City Public Works Director; or a combination of these methods as a condition of the City approving relief or an exception from the City tree preservation and replacement standards. The amount of the fee-in-lieu of tree replacement is set forth in the City's fee schedule. ISSUE BEFORE COUNCIL: Would the Council consider creating a Tree Fund and Boulevard tree program? PROPOSAL DETAILS/ANALYSIS: The City could amend chapter 105.12.470 Tree Preservation and add section (g) Tree Fund. This would allow for the City to receive donations directly for tree preservation and replacement. It would also provide a fund for the $50,000 payment from the School District. Draft language has been included as an attachment. The fund could be used on boulevard trees and/or to purchase larger trees for the Arbor Day tree giveaway. Currently, the city does not have a ROW boulevard tree replacement program, or funds dedicated for replacement. The parks dedication fund does allow for tree planting at city parks. A tree fund could provide the revenue needed to start a ROW Boulevard Tree Program. The details of a potential ROW Boulevard Tree Program are attached. Staff discussed the potential program with the City’s landscape architect, HKGi, and would model it based on Oakdale (Boulevard Tree Stewardship) and Columbia Height (Adopt- a-Tree) programs. The basic program details are a resident is provided a boulevard tree (planted by a nursery/contractor), a watering bag, and a mulch ring. The resident would be responsible for watering the tree. FISCAL IMPACT: Cost would be offset by the $50,000 payment and future donations. Program administration and project delivery costs, not including trees and materials, are estimated to be $5,000-$10,000 per year. The ROW Boulevard Tree Program could be a one-time pilot program based on results. OPTIONS: Create a Tree Fund with a Boulevard Tree Program Create a Tree Fund without a Boulevard Tree Program Do not create a Tree Fund and specify how the $50,000 School District payment should be spent RECOMMENDATION: Staff recommend that the City Council provide general feedback on both the Tree Fund and ROW Boulevard Tree Program. ATTACHMENTS: • Tree Fund Ordinance - Draft • ROW Boulevard Tree Program Details - Draft 105.12.470 Tree Preservation f) Exceptions. 1. Exception standards. Notwithstanding the City's desire to accomplish tree preservation and protection goals, there may be instances where these goals are in conflict with other City objectives. These conflicts will most likely occur on small, heavily-wooded parcels. The City recognizes there may be instances where it is not practical or reasonable to have an applicant plant the total required replacement trees on the site. The City encounters applicants to have the required number of replacement tress plant on the site of as much as possible. The City will only approve the use of fee-in-lieu of tree replacement or other mitigation methods when all the required tree replacement cannot practically or reasonably occur on the site in the judgement of the City. Applicants may ask the City to approve exceptions to the City's tree preservation and replacement standards. The City Council may grant exceptions if all of the following conditions exist: a. It is not feasible to combine the subject parcel with adjacent parcels that could use the parcel as required green space; b. Strict adherence to the City's tree preservation and replacement standards would prevent reasonable development that is consistent with the Comprehensive Plan and desirable to the City on the parcel; and c. The exception requested is the minimum needed to accomplish the desired development or redevelopment. 2. Reduced mitigation for exceptions. If the City Council approves an exception to the tree preservation standards, relief from the requirements of the standards may take the form of reduced mitigation requirements, greater allowable tree removal, higher thresholds for determining significant trees, or any combination of the above. The City Council will determine which form of relief best balances the objectives of the City and tree preservation. The City Council may require payment to the City of a fee-in-lieu of tree replacement, payment of additional park dedication fees; the implementation of woodland management practices by the applicant; or the planting of replacement trees on City property by the applicant under direction of the City Public Works Director; or a combination of these methods as a condition of the City approving relief or an exception from the City tree preservation and replacement standards. The amount of the fee-in-lieu of tree replacement is set forth in the City's fee schedule. g) Tree Fund. 1. Purpose. The purpose is to provide a dedicated fund for tree replacement throughout the city. 2. Funding Sources. The primary funding sources will be from fee-in-lieu of tree replacement, funds allocated by the City Council, and individual and corporate donations. 3. Eligible Expenses. Funds shall be spent on programs approved by the City Council, which include but are not limited to, a boulevard tree program and community tree giveaways. ROW Boulevard Trees 1. They must be boulevard trees in the ROW in established neighborhoods (beyond warranty) 2. Resident completes an online form a. Selects from a list of trees b. Name, Address, Phone, Email c. Must agree to water the tree 3. HKGi with Public works ensure that the sites do not have utility conflicts 4. Trees are planted once a year depending on funding. (A waitlist would be created if there are not enough trees) 5. Trees would be planted by a nursery/landscape company with HKGi monitoring the program 6. Trees would come with a watering bag that the resident would be responsible for filling 7. HKGI would complete an inspection to ensure the work was done correctly FAQs What would the selection process look like? Would it be open application, first-come-first- served, or prioritized based on ROW conditions? After completing the online form, the sites would be verified to ensure that a boulevard tree could be placed in front/corner side yard of the home. It is a first-come-first-served program. Will residents choose from a pre-approved list of species, and do we want any flexibility in that? Yes, but they will be limited to what the nursery has in stock. How will we track and document tree locations? I think this a crucial element. We would need a robust GIS map to properly document tree locations and other information that we could then pass on to the City. The City uses ArcGIS Online and can map the data from the online form. Will we need to hold a pre-install training or issue planting guidelines to ensure consistency across contractors? The City would prefer to use one nursery/contractor. Training would be limited. How much inspection do we want to take on, initial, warranty, or spot-checks? An initial site inspection and an installation inspection are the only planned inspections. What would our process be if a tree dies within the warranty window or if there are resident concerns post-install? Trees will not have a warranty. The tree health is the responsibility of the resident. What level of care are we expecting from residents (e.g., watering, avoiding damage), and how do we communicate that clearly? The resident will receive a how-to-care for the tree document which would be on our website. Do we want to consider a pilot phase to test this out in a limited area first? We recommend starting as a pilot program.