Proposal: Streamline Tree-Related Decisions within the Landscaping Committee

Proposal: Streamline Tree-Related Decisions within the Landscaping Committee

Date: discussion at 2023-08-09 ACM, consensed at 2023-09-13 ACM

Proposed

All tree-related decision will be made by the Landscaping Committee and will not go through ACMs. We will revisit this in the Spring of 2024 (between March and June) and review how well it’s working.

Background Summary

Currently there are no written community-wide policies about how tree-related decisions are made. Some, but not all, tree-related decisions have gone through ACM approval in the past. The lack of a clear process for where and how tree-related decisions are made is hindering our ability to care for our trees in a timely manner, costing the community significant time and money, and causing liability concerns.

How this proposal intends to address the issue:

• Going forward, all tree-related decisions (planting, trimming, removal) will be made by the landscaping committee, in coordination with management and relevant unit owners.

Note: Management still has the authority to manage trees in an emergency situation where there are risks to people, property, or structures.

• Trees will only be removed with the advice of a qualified arborist, and per the consensus of a quorum of committee members who represent at least 4 different units.

• Tree removal decisions should be communicated to the community over email in advance, separately from meeting minutes.

• The Landscaping Committee will hold regular open meetings, publish meeting minutes, and communicate tree-related decisions to the community over email and at ACM (but will not be required to seek ACM approval).

• New trees must be planted in consultation with the Landscaping Committee to ensure they will be properly cared for and to ensure they are planted and maintained in a way that does not damage infrastructure.

Pros:

• More streamlined decision-making process, allowing for quicker response to tree-related issues.
• Those with strong opinions on trees can have their voices heard in Landscaping Committee meetings.
• Aligns with the community's values of having clean, attractive, and functional common areas (per our bylaws) and our values of cooperation, trust, inclusivity, and respect for the Earth (especially our 4.5 acres).
  
• Proper tree maintenance will safeguard our insurance coverage and protect against potential risks.

Cons:

• May be reduced participation from residents who do not wish to join the Landscaping Committee.

• Residents who do not attend Landscaping Meetings, check their emails, or come to ACM may be unaware of upcoming tree maintenance.