Landscape Beautification Committee Agendas & Minutes

LANDSCAPE BEAUTIFICATION COMMITTEE MEETING MINUTES August 2, 2012 Administration Building Room 218 Present: Trustee Louella Preston, Chair Susan Bus – Purchasing Chuck Ostman – Community Development Bob Pilat – Public Services Cathy Spadoni – Secretary Fred Braun – Superintendent of Public Works I. Call to Order Trustee Preston called the meeting to order at 9:30 a.m. II. Approval of Minutes Chuck Ostman moved to approve the minutes of the June 14, 2012 meeting, seconded by Bob Pilat. All approved. Chuck Ostman moved to approve the minutes of the June 28, 2012 meeting, seconded by Susan Bus. All approved. III. Old Business a) Ash Tree Replacement Trustee Preston stated that some of the sites of the Phase II Landscape Plan for the RFP involve Ash trees, and that the Village has an Ash Tree Replacement Program in place. She asked Fred Braun to give an update as it affects Phase II landscaping so that John Ryan will know when and what to plant based on the new trees. Fred Braun reported that, of the portion of the tree inventory that was completed, almost 300 trees need to be removed because of the Emerald Ash Borer infestation, in addition to approximately 100 others that were already scheduled to be removed. Fewer than 200 replacements are currently budgeted. That number can vary based on the type and size of trees that we purchase. He recommends that, if at all possible, we avoid replacing some Page 1 of 6 Landscape Beautification Committee August 2, 2012 of the Ash trees around the Fitness Center, the Senior Center, Public Works – anywhere where there is new landscape construction being done. This would significantly help Public Works. He further suggested that it would make sense to install the trees as landscape work is being done as opposed to two or three months later, thereby disrupting the plantings. Trustee Preston reported that at the Finance Committee meeting on Wednesday, July 18 she learned that the money for the replacement of diseased Ash trees will come out of the Public Works Ash tree replacement budget ($60,000) and that the Landscape Beautification budget is not to be used for Ash trees replacement. Fred Braun stated that Tony Dati will be able to determine how many of the trees that have been cut down were Ash trees and how many were not Ash trees. Trustee Preston continued that funds of the Landscape Beautification Committee will be used to replace the non-Ash trees. Bob Pilat suggested John Ryan should design the landscaping with the appropriate trees and prepare his RFP accordingly. He added that it is better to have one contractor do all the landscaping at one site and later split the cost between accounts - Public Works replacing Ash trees, and the Landscape Beautification Committee replacing other trees and providing the landscaping. This approach will not change the bidding process. Chuck Ostman moved to approve what was discussed in regards to replacement of the Ash trees: Ash trees will be replaced by the Public Works budget and any other trees will be replaced by the Landscape Beautification budget. Susan Bus seconded the motion. All approved. b) Review of Phase I Landscape This item was postponed until a later date. c) Review Phase II Landscape Plan for RFP Trustee Preston stated that Civic Center Drive, as it currently is in August of 2012, is not the Civic Center Drive that we’ve had in the past. John Ryan has only seen this area in its current condition. As this area is included in Phase II, it is this committee’s responsibility to make decisions for its future. Trustee Preston referred to Civic Center Drive as the main street of the Village; it is “our Village on display.” Fred Braun agreed that there are improvements that need to be made. He identified two problems: There is not a high probability for success the way the trees have been planted, and the open tree grates create a hazardous condition on the sidewalks. He has discussed these problems with various Village of Niles personnel – Chuck Ostman, Bob Pilat, Steve Vinezeano – and has researched the situation and compiled photos and data regarding promoting sustainability for plantings in sidewalks. He discovered that raised planters would make more room for tree root growth and would decrease the likelihood of damage from salt run-off. Page 2 of 6 Landscape Beautification Committee August 2, 2012 Fred Braun continued that his research was done with no concern for cost. He was simply assembling ideas. Some solutions may not be financially or physically feasible. Chuck Ostman agreed with Fred regarding the raised planters keeping the salt out of the plantings. He suggested that, since the drawings are done, these ideas be included in the bid proposal as alternates and discussed at the Board meeting as the proper way to proceed. It is unfortunate, however, that the cost will likely be considerable and we may have trouble getting approval from the Board. He noted that we would run over budget. Trustee Preston agreed, adding that there is no money in the budget for hardscape; we only have money for landscape. Trustee Preston continued that she does not want to recommend to the Board that this phase of Landscape II be moved to Landscape III. She wants to do it right, and not be penny-wise and pound-foolish. Chuck Ostman stated that if they don’t approve the planters because they’re over budget, then the alternative is to either replant trees in the tree grates or replant trees with mulch. We can keep a record of what’s happening with those trees over the next two to five years and see what happens. When we discover that the trees aren’t surviving, we can then budget for doing it the right way Trustee Preston asked if there are really only two alternatives: planter boxes versus tree grates. Fred Braun suggested a third alternative: Don’t do it all at once, and budget money in the future for another part of it. Open holes in the sidewalks from previous plantings need to be addressed immediately. We can focus our efforts and money on doing those the right way, and then work on the less critical areas (Post Office) later, thereby keeping the project under budget. Speaking as a certified arborist, Fred believes that planting trees in those little squares practically guarantees their demise. The recommendation is to proceed with the plans for planter boxes. It was pointed out that this committee is a recommending body to the Village Board, whose charge is to implement the Ives/Ryan Beautification Plan and get it up-to-date and out for bid. At this point in the meeting, the committee went on a “field trip” to Civic Center Drive – Village Administration Building, the Post Office, the Fitness Center and the Senior Center. The following features were discussed: Village Administration Building There are planter boxes in front of Village Hall that are similar to the ones being recommended for the rest of Civic Center Drive. We would like to keep the style the same. Page 3 of 6 Landscape Beautification Committee August 2, 2012 Post Office – East side The two trees on the grass stay the same, with added landscaping around the trees. Remove the tree; put a planter box in place of the grate - #3 Priority. There will be patchwork of new concrete to make sure there is enough room for the sidewalks. (IDOT rules dictate that there must be a minimum of a 5’ sidewalk.) Bob Pilat will talk to John Ryan about what we talked about. Fitness – South side Install planter boxes, taking out some of the landscaping to accommodate concrete - #2 Priority. Keep the depressed areas for the handicapped. Fitness – West side (front entrance) Install a planter box, taking out some of the landscaping to accommodate concrete. The relocation of sprinkler heads is part of the RFP. Replace grate with planter box – #1 Priority. Removal of the light bollard must be added to the RFP. Public Works will relocate the light bollard. Plant annuals in large planter until Spring. Fitness – driveway to the North Eliminate planters (large pots) - #1 Priority Install planter boxes with additional concrete on the back. Use drought-resistant plantings; few annuals. If planter boxes are not approved, then cement. Recommendation by Public Works: Eliminate all grates with trees. Chuck Ostman moved to cement all tree grates if not replaced with planter boxes. Bob Pilat seconded the motion. In favor: Ostman, Pilat, Bus Opposed: Preston Motion passed. Bob Pilat moved to keep the planters if grates are cemented. Chuck Ostman seconded the motion. All approved. Senior Center - front If we don’t install a planter box, then remove the grate and cement it over. Remove planter (large pot). Senior Center – North side Keep as is; address later - #4 Priority. Install planter boxes if there is money for it. Senior Center – East side This area was not addressed by John Ryan. There is a grate with a planter (pot) on it. Concrete over the grate and put the planter back. Leave the grate with the tree as is until a later date. John Ryan will add this to the plan. Page 4 of 6 Landscape Beautification Committee August 2, 2012 The meeting continued back at the Village Administration Building, Room 218. Trustee Preston summarized that the committee has just completed its walk-around of the Post Office, the Fitness Center, the Senior Center and a portion of the Village Administration Building. Susan Bus submitted this timeline: The plan will go to the Board on August 28 for approval to go out to bid; the bids will be available the next day; the bid opening is September 12. Trustee Preston asked Bob Pilat to contact John Ryan and give him our changes so he can incorporate them into the specifications of the RFP and so that he has an up-to-date idea of the Ash trees that have been removed and/or that will be removed not only on this property but at Public Works. She asked that Bob return and take pictures and email John pictures of the exact spots that we talked about for Priority 1, 2 and 3. Regarding the kind of planter boxes that will be suggested in the RFP, Chuck Ostman made a motion, seconded by Susan Bus, to replicate the planter boxes that are out in front of the Village Administration Building – standard curb detail with no decorative border. All approved. Bob Pilat suggested that in the bid proposal, we divide the work into five areas/priorities and ask for costs for each area. Even if we don’t label them with “priority,” we can group them according to what we want replaced. Chuck Ostman suggested that we also ask John Ryan if he would split out the costs for each planter, and if he would charge to do this. Trustee Preston recapped that we either want curbed planter boxes or cement. There are very few places where we left the grates; the cement will be “until further notice.” The committee decided to meet on Thursday, August 16 at 10:30 a.m. to review the new specs. Fred Braun was asked to attend. John Ryan will be invited as well. It was determined that, at the August 28 Board meeting, we would like to have a 45- minute Committee of the Whole/Pre-Board meeting so that John Ryan can present the plan for Landscape II and the trustees can ask him questions. Trustee Preston will talk to Trustee LoVerde prior to the meeting to discuss whatever he would like to review. (As executive director of the Park District, Trustee LoVerde has expert information.) Trustee Preston will also summarize the plans and send them out to the trustees prior to the meeting. IV. New Business V. Announcements Page 5 of 6 Landscape Beautification Committee August 2, 2012 VI. For the Good of the Order VII. Adjournment Trustee Preston entertained a motion to adjourn. Chuck Ostman moved to adjourn, seconded by Trustee Preston. All approved. The meeting adjourned at 11:30 a.m. Page 6 of 6