REGULAR MEETING OF October 16^th, 1997

IN ACCORDANCE WITH THE OKLAHOMA OPEN MEETING LAW THE AGENDA WAS POSTED October 14th, 1997. IN THE MUNICIPAL BUILDING AT 723 SOUTH LEWIS

The meeting was called to order at approximately 5:35 pm

A quorum was not present at the beginning of the meeting so meeting notes were not approved.

This planting was completed in the previous week with the help of the Farm House Fraternity.

B. Kameoka Trail

Discussion / Decisions

The bid on this planting was awarded to Brush Creek Nursery and has been rescheduled for November 4^th at 9:00 am.

C. Stillwater Municipal Airport

Discussion

A Request for Proposal was sent out to find a qualified landscape designer for this project. Only two responses were received. Carrie Tomlinson asked the Board whether they would want to close the bidding with the two landscape designers that we had received a response from so far or keep it open for a little time longer to see if we could get any further responses. The total amount offered in the RFP was $225.00.

Outcome

The Board decided to allow Carrie to leave the bidding open for a short while longer and to also give her the choice of who to pick for the award of the bid.

D. Ingham Park

Discussion

Carrie Tomlinson explained that John had sent the bids out and made a planting plan. David Heller was approached about the buying of the valve and wasn’t too enthusiastic about it. She explained that the valve installation will cost $300 for both this planting and the Kameoka trail planting.

Outcome

The Board decided that it would be acceptable if the Tree Board paid for the valve.

E. David Payne replacements

Discussion / Decision

John McClenny is going to attempt to fix the drainage problem in the David Payne structure. This planting has been scheduled for November 15^th starting at 9:00 am. The bid has been awarded to Brush Creek Nursery. John will keep Carrie updated on the progress. Any of the Tree Board members who want to come are invited to the planting. Due to the unusual amount of volunteer disorganization at the first planting, John has requested that only "qualified" persons be invited to attend.

F. Boomer Lake Replacements

Discussion / Decision

There are 12 dead trees that need to be replaced at Boomer Lake. The Board decided to replace the tree with Chinese Pistache and Lacebark Elms at the last meeting. The bid has been awarded to Brush Creek Nursery for the delivery and planting of each of these trees. The total for the bid is $919.00. Carrie said that she would be present at this contract planting and that any Tree Board member who would like to attend was invited to come also. The dead trees are scheduled to be taken out by Mr. Bill Westoff on November the 16^th.

G. High School Replacements

Discussion / Decision

The clean up day for this has been rescheduled for sometime in January due to the lack of response from the student groups involved. The previous date was too close to Fall Break. Mulch for this will be provided by Asplundh.

H. City Hall planting

Discussion / Decision

The Finance Department at the City of Stillwater has agreed to do the planting on a weekday. The tentative time for this has been set at 4:00 p.m. on Nov. 5^th or Nov. 12^th. Brush Creek has been awarded the bid for this one also. The total plant materials needed for this bid are 9 green ash. Possible varieties available include Patmore, Urbanite, and Autumn Purple Ash.

I. Discuss the Stillwater Neighborwoods program

Discussion / Decision

Carrie said that she was not prepared to present any additional information to the Tree Board at this time, but that there was a possibility that a sponsor would be located for the program before the next meeting due to the efforts by Bob Gaiko.

J. The Street Tree Voucher program

Discussion

Carrie asked the Tree Board if she could hire a student to help with distribution of the vouchers. She said the total number of vouchers that have been applied for so far has been 19. She had already completed 2 vouchers. With the number of plantings that we have this Fall it will be difficult to complete these voucher evaluations in a timely manner without assistance. The amount that has been offered for the job was $14.00 per visit.

Outcome

The Tree Board made the motion that a student be hired at $14.00 per visit with a maximum of 15 visits. Motioned passed with all votes yes.

VI. Miscellaneous Items from the Staff-

Discussion / Decision

Tom Hennessey suggested talking about any future Tree Board position vacancies. There will be two positions on the Board in April,1998 that will become vacant. These two positions are currently held by Bob Bollinger and Steve Hess. Bob Bollinger was asked if he was interested in continuing his work on the Tree Board. He said that he did have another offer to serve on another Board in the community, but he wasn’t yet certain whether he would try to obtain that position. So Bob will keep us informed on whether he would be able to continue on the Tree Board or not. The issue of Steve Hess living outside of the city limits was also discussed. If Steve wants to pursue staying on the Stillwater Tree Board, the ordinance under which the Tree Board exists will have to be changed to allow people living outside of the city limits to be members on the Board. Several of the members expressed an interest in keeping the ordinance the way it is. This issue will be discussed further at a future meeting.

B. Budget considerations

Discussion / Decision

The Board talked about what considerations need to be made before budget time arrives. The possibility of putting a full-time forester on the budget was discussed along with equipment and departmental considerations that need to be made with that position. The suggestion was made to make this discussion a single item on a future agenda so it can be discussed more thoroughly.

VII. Adjournment-

The meeting was adjourned at approximately 7:50pm