Tree Board Meeting

TOWN OF WEAVERVILLE Tree Board Meeting Wednesday January 7, 2026, 6:00 p.m. Agenda Pg 1. Call to Order …………………………………………. Chair Kantner 2. Adoption of Agenda …………………………………. Chair Kantner 3. Election of Officers …………………………………….. 2 Town Clerk 4. Adopt 2026 Meeting Schedule ………………………… 3 Chair 5. Approval of Minutes- November 5, 2025……………… 4 Chair 6. Arbor Day Foundation Truist Bank Grant update …….. 6 Town Clerk 7. Arbor Day Program ……………………………. Chair 8. Other Business ………………………………… 9. Adjournment  TOWN OF WEAVERVILLE TREE BOARD AGENDA ITEM Date of Meeting: Wed. January 7, 2026 Subject: Election of Officers Presenter: Town Clerk Attachments: None Description: Sec. 2-173. Officers. The tree board shall elect a chair and a vice-chair from its membership, who shall each serve for one year or until reelected or until their successors are elected. The town staff member to the board shall serve as secretary, and provide staff support to the tree board. The membership of the Board is determined by Town Council while the leadership of the Board is determined by the Board Members which have been appointed. Action Requested: Action to elect a Chair and a Vice Chair of the Board is appropriate at this time. 2  TOWN of WEAVERVILLE 2026 Council/ Boards Meeting Schedule Meeting Type recurring day Time January February March April May June Town Council Workshop 2nd Monday 6:00 PM 1/12/26 2/9/26 3/9/26 4/13/26 5/11/26 6/8/26 Town Council Retreat/ Budget Workshops 6:00 PM Retreat Sat? #1- 3/17 #2- 4/21 #3- 5/12 #4 6/3/2026 Town Council Meetings 4th Monday 6:00 PM 1/26/26 2/23/26 3/23/26 4/27/26 *5/18/26 6/22/26 Planning Board 1st Monday 4:00 PM 1/5/26 2/2/26 3/2/26 *4/7/2026 5/4/26 6/1/26 Board of Adjustment 2nd Monday 4:00 PM 1/12/26 2/9/26 3/9/26 4/13/26 5/11/26 6/8/26 ABC Board Wed. Quarterly 10:00 AM 3/4/26 6/3/26 Tree Board 1st Wed. 6:00 PM 1/7/26 2/4/26 3/4/26 4/1/26 5/6/26 6/3/26 Meeting Type recurring day Time July August September October November December Town Council Workshop 2nd Monday 6:00 PM 7/13/26 8/10/26 9/14/26 10/12/26 11/11/26 Town Council Meetings 4th Monday 6:00 PM 7/27/26 8/24/26 *9/21/2026 10/26/26 *11/16/2026 *12/14/2026 Planning Board 1st Monday 4:00 PM 7/6/26 8/3/26 *9/8/2026 10/5/26 *11/5/2026 12/7/26 Board of Adjustment 2nd Monday 4:00 PM 7/13/26 8/10/26 9/14/26 10/12/26 11/9/26 12/14/26 ABC Board Wed. Quarterly 10:00 AM 9/2/26 12/2/26 Tree Board 1st Wed. 6:00 PM 7/1/26 8/5/26 9/2/26 10/7/26 11/4/26 12/2/26 Town Council Regular Workshops are generally held the 2nd Mon. of month at 6:00 p.m. Town Council Regular Meetings are generally held the 4th Mon. of month at 6:00 p.m. Planning Board Meetings held 1st Mon. of month at 4:00 p.m. except for Labor Day Board of Adjustment Meetings are generally held the 2nd Mon. of month at 4:00 p.m. ABC Board on a quarterly basis beginning March- 1st Wed. at 10:00 a.m. Tree Board Meetings are generally held on the 1st Wed. of the month at 6:00 p.m. * Adjusted date due to holiday or other conflict or Special Called meeting Election Day- Tues. November 3, 2026 3 Tree Board - Meeting Minutes Wednesday, November 5, 2025 The Tree Board regularly scheduled meeting on Wednesday, November 5, 2025, at 6:00 p.m. in the Town Council Chambers at Town Hall, 30 S. Main Street, Weaverville, N.C. 1. 0B Call to Order Tree Board Members Present: Chairman Russ Kantner, Gary Harmon, Caleb Hudson, Inger Stallman Jorgensen, Pauline Griffith, and Andrew Shelton. Absent: William Mobley, Patrice Sheehan Staff Present: Town Clerk Tamara Mercer 2. 1B Adopt or Amend Agenda Inger Stallman Jorgensen moved to adopt the agenda. Carried unanimously. 6-0. 3. 2B Approval of Minutes Caleb Hudson provided a date correction to the meeting minutes. Caleb Hudson moved to adopt the meeting minutes with the date correction of September 29, 2025, the Davey Group began collecting the data for the tree inventory. Carried unanimously. 6-0. 4. 3B Davey Group Tree Inventory Update Discussion regarding the Davey Group Tree inventory process included the procedures, file formatting, ARCGIS exporting compatibility, and timeline for presentations. 5. 4B Identified poor health trees Discussions on heritage trees, tree health, the urban canopy, invasives in the Nature Park and working to remove invasive species such as the bittersweets, privets, ivy, etc. 4  Workshops and educational opportunities and next steps for recommendations based on the Davey Group data collections were also discussed. Andrew Shelton recommended we add a story center, poetry and artwork display by area students for the 2026 Arbor Day program also be located at the Community Center during the month of April. 6. 5B Adjournment There being no further business, and without objection, Chair Kantner adjourned the meeting at 7:15 p.m. Town Clerk Mercer 5  TOWN OF WEAVERVILLE TREE BOARD AGENDA ITEM MEETING DATE: January 7, 2026 SUBJECT: Arbor Day Foundation Truist Bank Grant PRESENTER: Town Clerk Mercer ATTACHMENTS: 1 DESCRIPTION: Arbor Day Foundation Truist Bank Grant $35,000 This funding was used to conduct the tree inventory, conduct an overall health assessment of our trees, remove and refurbish trees, as the tree canopy plays a crucial role in air quality, provides habitats for wildlife, and offers recreational opportunities for residents. The data will provide us with a roadmap aiding in the Town’s tree management plan. This project satisfies the December 2024 adopted Tree Board priority goals as well as the Town of Weaverville Strategic Plan goals. In October of 2025, Town Council adopted the Town of Weaverville Strategic Plan 2026-29. Whereas the Town recognizes when strategic goals of the community are in alignment with available and planned resources; therefore GOAL 5: infrastructure and Environmental Resilience objective and initiative #2 states: with guidance from a certified arborist conduct a tree inventory and health assessment for trees on Town property to encourage a healthy tree canopy in conjunction with a certified arborist and tree replacement program. 6 Arbor Day Foundation Powered by Submittable Title Weaverville Tree Board 05/14/2025 by Tamara Mercer in Truist Hurricane Recovery id. 50532723 Grant Program- Tree Cities on behalf of TOWN OF WEAVERVILLE tmercer@weavervillenc.org REQUIRED FORMS & PAYMENT INFORMATION 09/05/2025 In order to advance your application to the awarding phase, we need your W-9 Form, Certificate of Insurance (COI) and Banking (ACH) documentation. Please upload your W-9 and COI forms and enter your ACH banking information below. Please note: the Submittable system is a safe, secure SOC2 and HIPAA compliant platform for your confidential, sensitive information. Upload your W-9 Form W-9_Town_of_Weaverville_Sept_2025.pdf Upload your Certificate of Insurance Town_of_Weaverville_Certificate_of_Insurance_-_Sept_2025.pdf Provide your ACH To protect privacy, we've screened this field information Indicate if this a Checking checking or savings account number Enter your Tax 56-********* Identification Number Upload a copy of a voided check or a bank letter. Town_of_Weaverville_Voided Truist Hurricane Recovery Final Report 12/17/2025 Organization Name Town of Weaverville, North Carolina Project Impact Project Activities Tree Planting Tree Maintenance/Watering Tree Removal Tree Assessments 7 Project Start Date 7/2/2025 Project Completion 3/1/2026 Date Primary Project Site 30 S Main St Address 30 S Main St Weaverville North Carolina 28787 US Description of 30 S Main St and North Main St. and Spruce St. Weaverville, N.C. nearest intersecting Lake Louise 60 Lakeshore Dr. Weaverville, N.C. and West Lakeshore Dr., streets/nearby Weaverville, N.C. landmarks (optional) Using Google Earth's "Add Path or Polygon Tool", draw a polygon of the primary project area and attach a screenshot. If you utilize a different platform to map your project or have a sketch or screenshot of the project location, you can upload that here as well. Weaverville_Polygon7Nature_Park_Tree_survey.pdf Weaverville_Lake_Louise_Tree_survey_Davey_Group_data_image.png Weaverville_Poly2Public_Works_property_tree_survey.pdf Number of 11 Community Member Participants Number of Planting 7 Organization Staff Member Participants 8 In your experience, Town of Weaverville FEMA funding reimbursements were submitted directly what resources do after the disaster of Hurricane Helene, but the town suffered infrastructure community tree complications never anticipated. After implementing our disaster plan, we programs need most needed to/ and since have cleared downed trees blocking public rights-of- in the year following way, NCDOT streets, town owned streets and private property. Currently a natural disaster? we recognize felled trees in the waterways and stormwater runoff lower How did these funds elevations as new challenges, so we have applied for grant monies to address any gaps address these next issues. Grant applications submitted to: NC Dept. of you had in accessing Water Resources for $180,000. Pigeon River Fund grant application needed resources? submitted for $35,000. Land of Sky Regional Council for $15,300. The Town understands that replanting in the disaster areas will strengthen our root bed soils, and maintain habitats, countering effects of the stormwater runoff; so are working with many environmental vendors, (Blue Earth Engineering, Landscape Design and Surveying, Land of Sky Regional Government Council) to accomplish our Strategic Plan 2026-29 goals set for : Goal 5- Infrastructure and Environmental Resilience, and Goal 6- Parks, Recreation, Special Events and Community Vitality. As we move forward with this Phase I Main Street Nature Park project and Lake Louise Park project, we have purchased the replacement tree inventory with the grant monies paid for from the Arbor Day Foundation Truist Bank Grant and for the Weaverville Tree Inventory and Tree Canopy Assessment, performed by the Davey Resource Group Tree Experts. As you reflect on the Flooding and stormwater effected our mountain banks, causing mudslides impact of Hurricane and landslides: trees which could not withstand the force of that portion of Helene on your the disaster clearly fell across our region. Learning from geotechnical community's tree evaluations and biologist studies show how the slate rock/mica under the canopy, what soil, slipped as sheets and aided in causing the problem along with the insights have you force of the water, allowing for great loss of trees to our forests. White gained in the oaks in our urban canopy suffered most along with pines. It is all above our recovery process paygrade as to technically why these things happened, but we as a that might be helpful community are fascinated by these statistics and wish to help our to your community neighbors understand planting the correct species in these high elevations and/or a fellow are of utmost importance. community tree leader in the event of future natural disaster? 9 What was the most Collaborating with engaged and enthusiastic citizens preparing our parks meaningful, for replanting of trees. We have worked alongside dedicated community memorable aspect of members in preparation of the tree refurbishment. This initiative includes this project for you? hands-on education about the tree species impacted by the hurricane disaster and identifying which native species are most resilient in our region of the Appalachian Mountains. This project works hand-in-hand with invasive species removal, which choke the establishment of our indigenous tree species. The community is hopeful that these pro-active projects will replenish our urban tree canopy for the future. Please Note: some of our purchased trees have been planted such as the green giant evergreens in the attached photos. The remaining purchased trees are estimated to be planted after the winter freeze, estimated date for replanting is 3/1/2026 (if not before). Tree grooming maintenance, mulch materials and watering labor will come out of Public Works grounds-keeping budget. Please upload at least five photos or videos demonstrating the impact of your project. IMG_1696.JPG 20251210_Nature_Park_invasive_species_removal_prep_Tree_Planting.jpg Invasive_species_removal_tree_planting_prep.MOV IMG_1069.JPG IMG_1100.JPG IMG_0889.JPG IMG_0897.JPG IMG_0905.JPG felled_tree_removal.MOV IMG_1256.JPG IMG_1265.JPG Final Project Costs Final Tree Costs 4068.57 Final Supplies Costs 0 Final Contractual 17000 Costs Final Rental 14360 Equipment Costs Project Tree Specifics Final number of trees 6 removed Final number of trees 960 assessed by an expert 10 Final number of trees 0 maintained Final number of trees 24 planted Final number of trees 0 distributed to community members We estimate tree benefit metrics from the top five tree species based on the highest quantity planted or distributed in a project. In the table below, please input the species, size, and quantity of the top five species planted or distributed through your project, if applicable. If you did not plant or distribute trees with these funds, you may skip this section. Trees Planted or Distributed: Additional Detail Tree Info.xlsx Finalize and Submit Media Release and By submitting this report, including any accompanying photographs, quotes, Usage Consent statements, or other materials, the Grantee grants the Arbor Day Foundation a non-exclusive, royalty-free, perpetual license to use, reproduce, publish, and distribute the submitted materials in any format, including print and digital media, for the purpose of promoting the Arbor Day Foundation and its programs. This includes, but is not limited to, use in marketing materials, social media, reports, and presentations. The Grantee affirms that they have obtained all necessary permissions and rights to share these materials and that their use by the Foundation will not infringe on any third-party rights. I have reviewed and checked acknowledge the media release and usage consent information above. Original Submission 06/26/2025 Community Name Weaverville Tree Board Key Information Introduction With the generous support of our partners at the Truist (Application Below) Charitable Fund, the Arbor Day Foundation is helping Western North Carolina communities respond to unmet tree-related needs resulting from Hurricane Helene. This grant program aims to break down barriers for communities large and small to access funding for urgent tree clean-up work, pruning and removals for safety, and replenishing the community canopy. These funds are intended to address immediate needs and pave the way for future community engagement and longer-term projects that bring hope, healing, and resilience to communities. Through this program, 11  the Foundation will also work with community forestry leaders to capture and share insights gained during the response and recovery to fuel peer-to- peer learning within our program networks. Eligible Activities Storm damage clean-up (Removal, transportation, and disposal of fallen trees and/or tree limbs, urban wood utilization) Hazard tree inspection, pruning, or removal (Inspection, pruning, or removal of trees for safety as deemed necessary by an ISA certified arborist or similarly qualified forestry or tree care professional.) Tree planting (Planting trees in public spaces, e.g. parks, right-of-way trees) Available Funding Funding will range from a minimum award amount of $5,000 to a maximum award amount of $25,000. All funding must be used within the 6-month period of performance. At the Arbor Day Foundation’s discretion and based upon the volume of projects received, funding availability, and the specific needs within each community, the Arbor Day Foundation reserves the right to offer award amounts other than what you apply for. Match / Cost Share There is no match funds or cost-share requirement for this grant. Including match in your budget will not increase your chances for funding. (An example of match funds or cost-share could be donated trees from a local nursery.) Disbursement of Funding To help facilitate the 6-month period of performance, awardees will receive 80% of their total award amount as payment up front. The remaining 20% will be paid upon the submission of a final project report that outlines completion of all project goals and objectives. All funding must be used within 6-months of receiving the funds or by December 31st, 2025, whichever comes first. Eligible Applicants To be eligible, applicants must be a 2024 Tree City USA recognized community within the following North Carolina counties: Alexander, Alleghany, Ashe, Avery, Buncombe, Burke, Caldwell, Catawba, Cherokee, Clay, Cleveland, Gaston, Graham, Haywood, Henderson, Jackson, Lincoln, Macon, Madison, McDowell, Mitchell, Polk, Rutherford, Swain, Transylvania, Watauga, Wilkes, Yancey. Timeline The deadline to apply is Friday, June 13th, 2025 at 5PM Eastern. Applicants will be notified of the status of their application by Wednesday, June 25th, 2025. If awarded, your work can begin as soon as an agreement is finalized. All work must be completed and a final report submitted within 6 months or by December 31st, 2025, whichever comes first. Eligible Expenses Trees and mulch Contracted tree work including: -- Inventory services --Inspection services --Tree debris clean-up --Pruning and removals --Planting and maintenance Purchase or rental of pruning equipment (e.g. chainsaws, pruners) Hand planting equipment (shovels, hand augers, gloves) Watering supplies (hoses, watering bags) Any capital expenditures or capital equipment purchases over $5,000 may be allowable and considered, with appropriate justification. Ineligible Expenses Plants other than trees Staff salaries and benefits Office supplies/furniture Computer equipment Indirect expense Resources You may find these resources helpful as you plan your work: Find a certified arborist NC Trees & Storms Information and Guidelines for Communities Storm Damage Resources | Arbor Day Foundation How to Hire an Arborist | Arbor Day Foundation Organization Contact Tamara Name Mercer 12 Organization Contact tmercer@weavervillenc.org Email Address Organization Address 30 S Main St PO Box 338 Weaverville North Carolina 28787 US 35.695578 -82.559354 Please list the Buncombe impacted county in which your project will take place. Which of the Tree planting (planting trees in public spaces, e.g. parks, right-of-way trees) following categories Hazard tree inspection, pruning or removal (inspection, pruning, or removal best describe your of trees as deemed necessary by an ISA certified arborist for safety) community’s Storm damage clean-up (removal, transportation, and disposal of fallen remaining tree- trees and/or tree limbs, urban wood utilization) related funding needs that resulted from Hurricane Helene? (Select all that apply) Describe the impact Significant tree damage and tree loss in the incorporated town limits of of Hurricane Helene Weaverville due to Tropical Storm/Hurricane Helene disaster event. Clean- on your community’s up and removal of the felled trees is on-going. In the fiscal year budget trees. 2023-2024, the Town had budgeted for and purchased a grapple truck which was delivered the day before the storm disaster hit. Public Works Department requests to budget for a secondary grapple truck, due to the constant usage of the equipment. That budget request is pending before Town Council and is not included in this application. Recovery efforts and costs due to the impacts of the disaster during this uncertain Federal government budgeting remains unclear. Municipal government still hopes to recoup the reimbursements from FEMA for the event expenditures, but Town Staff is tasked with seeking other funding. Total debris removal tonnage = 35,304 cubic yards as of 5/11/2025 13 Describe your Request to fund Weaverville Tree Inventory, hazard assessment survey, community tree tree replacement program.Town would undertake a tree inventory/canopy program’s unmet cover & survey assessment of the current trees & storm tree loss, needs related to including the overall health & condition of the trees on Town owned response and properties, parks, & rights-of-way in Weaverville. Tree Expert Vendor to recovery from include abutting property owners tree health & conditions analysis, as Hurricane Helene. adjacent trees may affect town owned parks and town owned properties, to How will you use determine if diseases or tree blight present or pending dangers. Hurricane these funds within Helene mostly destroyed the Oak trees, but damage and loss to the the given timeline, to Hemlocks, Birch, Pines, Sycamore, Walnut, and Tulip Poplars are help meet those evidenced throughout the town.Tree planting project: Planting back native needs? Oak trees first, if Oaks are not available the Tree Board has an approved native species tree list consisting of: Tulip Poplar, Walnut, Buckeye, Birch, Maple and Chestnut to be planted to replace the destroyed trees. The species list can be furnished as an attachment with this application. This supplemental list establishes the recommended Tree Board guidelines in order to replenish the tree canopy. To understand what we still have and what we have lost, we would hire professionals. These referrals provided by NC Forest Service Community Forestry Coordinator. As secretary to the Tree Board & as Weaverville Town Clerk, I have a list of companies to request a proposal and can provide them with the Planning Departments GIS mapping of our town owned properties, parks, and rights-of-way property in order to facilitate this project assessment. How will this grant Arborists, qualified tree professional, and/or ISA certified forestry experts' help to pave the way Canopy Tree Assessment to prevent further loss and damage to the for your community's Town's tree canopy. Analysis and assessment of abutting properties to recovery and long- determine blight or diseases and prevention methods and long-range plan term resilience to to maintain overall health and condition of Weaverville Tree Canopy. To future natural replenish the lost trees which happened during the disaster event of disasters? September 27, 2025. The Town planted a Red Oak for this past Arbor Day event on 4/10/2025, at cost $600.00, in the Nature Park. The Weaverville Tree Board would like to identify heritage trees or treasure trees in need of care and implement a recovery plan based on the findings by the tree experts. The tree care recovery plan will maintain our urban tree canopy and can help the Town's crews and personnel at Public Works grounds department which are tasked with the care of the trees. The tree inventory analysis will provide the public community, Staff, and Tree Board with mush needed data on our overall tree health. Total Budget 35000 Estimated Cost for 14000 Trees Please provide the 25-30 White, Red Oaks, Tulip Poplar, Walnut, Buckeye, Birch, Maple and itemization for your Chestnut estimated tree costs. If you will not be purchasing trees, please type "NA" 14 Estimated Cost for 6000 Supplies Please provide the mulch, dirt, gravel itemization for your estimated supplies costs. If you will not be purchasing supplies, please type "NA" Estimated Cost for 14000 Contractual Expenses Please provide the Certified Arborist or forestry tree expert, chipper and removal of debris itemization for your estimated contractual costs. If you will not have contractual expenses, please type "NA" Estimated Cost for 1000 Rental Equipment Please provide the backhoe tractor digging and cleanup itemization for your estimated equipment rental costs. If you will not have any rental costs, please type "NA" After the completion Yes of this project, would you be willing to share any insights you gain from this project with your peers in the Arbor Day Foundation's network via a future virtual presentation or written reflection? Submission of Your If your application is complete, you may click the "Submit" button now. If Application your application is not complete, you may choose to save your work as a "Draft" and complete your application at another time. Reminder: the deadline to apply is Friday, June 13th, 2025 at 5PM Eastern. 15