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| Board of Directors Regular Meeting Agenda |
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| SUBJECT MATTER: |
| Receive, consider and act upon renewal of the Reforestation-Install Agreement with Rothco Tree Service, LLC (C-2023-0323A1) and the purchase of tree stock through Texan Tree Depot, LP (C-2022-0215A2); |
| FISCAL IMPACT: |
| $1,000,000 is allocated in the 2025 Streetscapes budget for Forest Management/Tree Planting. The estimated cost for the installation of 5,155 trees through this program totals $944,924. Funding remains for additional reforestation as sites are identified throughout the year. No funding will be expended in 2024. |
| BACKGROUND: |
In 2013, the Board reviewed the updated Integrated Forest Management Plan (IFMP), which included an annual plan to plant additional trees of various sizes from container-grown (15/30 gallon) to seedlings. The plan did not consider the number of yearly requests staff receives from residents for reforestation due to vine removal or the need for further screening of a road, park, and parking lot. In 2016, the Board approved adding annual funding to reforest the cul-de-sacs throughout the community as part of the overall improvement plan. Since that time, the Board of Directors has allocated funding for reforestation resulting from repeated freeze/drought cycles in the community.
During the 2024 Budget process, the Board requested 6,000 new trees be planted to address trees that had been removed due to drought and storms. The Board previously entered into an agreement, through a public process, with Texan Tree Depot, LP ("Texan")(C-2022-0215) for the provision of reforestation trees. This agreement expires in 2026. Texan has indicated they are willing to hold their prices for the 2025 reforestation year (Attachment A). Texan has been awarded the stock contract five out of the last six years. Their trees meet the Township’s health and quality standards. Texan's tree stock is readily available, and they offer a variety of natives to choose from.
Additionally, the Board entered into an agreement for tree installation with Rothco Tree Service, LLC ("Rothco")(C-2023-0323) for a 12-month period ending February 20, 2025. The agreement provides renewals for additional 12-month periods. Rothco has indicated they are willing to hold their prices for the 2025 reforestation year (Attachment B). Rothco meets and/or exceeds all specifications of their current contract. Rothco’s tree care experience and operation/staffing plan are in line with what is needed to ensure a successful reforestation project. Their staff provides quality installation services, and their communication/efficiency has been excellent.
If approved, trees will be ordered in late 2024 for delivery in early 2025, allowing them to be planted before the warmer weather arrives in April.
The Township has contracted Burditt Land l Place to update the Township's Forest Management Plan, which was last updated in 2013. This update will provide information for the community to use as it plans future reforestation efforts, vine removal, and other critical aspects of maintaining the community’s forest. The estimated completion of this update is in the second quarter of 2025. |
| RECOMMENDATION: |
| Approve the purchase of 5,155 trees from Texan Tree Depot, LP; authorize a 12-month contract extension with Rothco Tree Service, LLC; and authorize the President/Chief Executive Officer to execute any necessary agreements as approved to final form by the Township legal counsel. |
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