REGULAR MEETING OF December 18^th, 1997

IN ACCORDANCE WITH THE OKLAHOMA OPEN MEETING LAW THE AGENDA WAS POSTED December 16th, 1997. IN THE MUNICIPAL BUILDING AT 723 SOUTH LEWIS

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

II. Approval of Minutes of Sept. 18th, 1997 and Nov. 20th, 1997

Jack Moore made a motion that the minutes from Sept. 18^th be approved along with Nov. 20^th minutes. It was seconded by Helen Gorin. Motion carried with all votes yes.

Discussion /Decision

This item was not discussed because it was previously resolved by Mr. Jeff Huff , Director of Public Works for the City of Stillwater, and Carrie Tomlinson.

B. The Highway Tree Program

Discussion

Dr. Lou Anella came to the Tree Board meeting to inquire about the Tree Board’s participation in the new ODOT highway entryway planting grant. He was interested to see if the Board would be writing a grant proposal for this year’s grants, and also if the Tree Board was interested in doing a cooperative project with the Landscape Architecture Dept. at OSU for next year’s round of grants. He said that they would be focusing their attention on the entryway to the OSU Horticulture Arboretum, and that they would provide the design work and the planting labor, but they could use some help in maintaining the trees. Bryan explained that during the Comprehensive Plan focus group sessions there was a good deal of interest in creating more visible entryways into Stillwater, and that there was a large possibility that several groups in Stillwater could be involved in such a project. One of the areas discussed for making an entryway at the focus group meetings was the area west of town along Highway 51 near Range Rd.

Outcome

The Board decided that it was too late to consider writing a grant for this year, but that they were definitely interested in helping to arrange maintenance in cooperation with the LA Department at OSU. It was decided to try to find other groups willing to cooperate in making an entryway planting on the west side of Stillwater, and work on making a planting plan and maintenance agreement with ODOT.

IV. Business.

Discussion

Carrie Tomlinson gave an update on how the Neighborwoods project is progressing. The signs and doorknockers have all been ordered and are on their way. Carrie has also done some research on how many of the houses in the neighborhood are actually owned and how many are rented. The results showed that about half of the neighborhood is rented. All of the owners of the rental properties were sent a letter asking them to give permission to the current resident of the properties permission to plant a free tree. They were to send a response form back before the 1^st of January. Carrie told Tree Board members that the plans are to put the signs and doorknockers throughout the neighborhood starting during the 1^st week of January. She asked the Board members for help. All members present at the meeting agreed to volunteer.

Outcome

Carrie will contact Board members when she is ready to start placing the doorknockers and flyers.

B. Discuss the Park Tree Planting Master Plan (John McClenny)

Discussion

John McClenny explained that he had talked with Carrie about an idea to create a "Master Plan" for planting projects throughout the park system in the City of Stillwater. In this way we could plan farther ahead into the future for budgeting and also for bidding of plant materials. This would also help in organizing volunteers for future plantings. The Board agreed that this was an excellent idea and suggested using a survey to ask people living around the parks if they wanted more trees and where they would want them. Arrington Park was suggested as a possible candidate for a pilot area in using a survey to design a park master plan. John suggested that we use surveys similar to those which have been used in the past for play grounds.

Outcome

Carrie and John will create a park planting survey to be used at Arrington Park. Updates on progress will be given at future meetings.

C. Discuss the Possibility of Doing a Tree Tips Live Presentation

Discussion

Carrie explained that when she called Grant Ehlen to order more Tree Tips Live booklets, he mentioned that we should consider doing another Tree Tips presentation. He will be available to do one in January or February if the Board was interested. The Board discussed the past Tree Tips Live Presentation and thought that the only problem with doing another one was that we had to guarantee a better turn out this time. Carrie mentioned that we could make the presentation mandatory for our volunteer groups to attend if they are currently maintaining Tree Board trees. The Board discussed some optional marketing strategies for the advertisement of the Tree Tips Program such as advertising on the public access channel, on the web page for the City of Stillwater, on flyers for distribution at the local nurseries, and on the radio.

Outcome

The Board decided that the Tree Tips Live presentation was a worthwhile opportunity and they decided to go ahead and try to schedule towards the end of February and use this as part of the Tree Board’s effort towards having an annual training event aimed at our volunteers.

D. Discuss the standards for right of way tree removals

Discussion

The City of Stillwater Parks and Recreation administration has asked Carrie to help provide some guidelines in removing hazard trees in the right of way. They have had trouble in the past with citizens wanting trees removed that were not hazard trees. The justification that a tree is a nuisance is not enough to spend City dollars to have the tree removed. The Board discussed the fact that removal of a tree should happen only after several factors are taken into consideration such as the following: 1) The health of the tree, 2) What species it is, 3) What danger is it to life and property, 4) What qualities and detriments it possess in terms of public welfare. They decided that only after weighing these factors very carefully could the determination be made on whether the tree should be removed or not. They also discussed the fact that the Forestry Coordinator should have the final decision on these matters, and any argument in that decision should be resolved by the Tree Board.

Outcome

Steps will be taken to make the Hazard Tree Removal Policy more formal. Carrie will bring a proposed policy statement to the next meeting for recommendations by the Tree Board.

F. Discuss the possibility of changing the ordinance to allow Tree Board members to live outside of the city limits.

Discussion / Outcome

This item was tabled for a future meeting.

V. Miscellaneous Items from the Staff- none

VI. Miscellaneous Items from the Board-none

VII. Adjournment-

The meeting was adjourned at approximately 7:50pm