OPEN MEETING REGULAR MEETING OF THE THIRD LAGUNA HILLS MUTUAL LANDSCAPE COMMITTEE Thursday, January 4, 218 9: a.m. Laguna Woods Village Community Center Board Room 24351 El Toro Road AGENDA 1. 2. 3. 4. 5. 6. 7. 8. Call to Order Acknowledgment of Media Approval of the Agenda Approval of Meeting Report for December 7, 217 Chair s Remarks Member Comments (Items Not on the Agenda) Response to Member Comments Department Head Update Consent: None Reports: 9. UgMO Soil Sensor Pilot Project Update (Raul, Mindi, Bruce) 1. 217 Landscape Division Accomplishments & Vision for 218 (Bruce) 11. 217 Landscape Work Request Volume Analysis (Larry) Items for Discussion and Consideration: 12. Tree Removal Requests a. 5585-B Via Dicha (Gilad) Fern Pine b. 5412 Via Carrizo (Kim) American Sweet Gum (2) **Committee Tour Visitation of various sites corresponding to landscape requests received from Mutual members and/or other Committee interests and/or projects. To be conducted after all other business is concluded. Items for Future Agendas: 13. Turf Reduction Project Update (February) 14. Tree Management Issues (February) Species Sensitive Trimming Cycle Tree Topping Policy Trimming for Street Light Clearance Fuel Modification Strategies 15. Landscape Manual Update (February) 16. 5152 Avenida Despacio (Kreter) Tree Removal and Re-landscaping Request (March)
17. Removal of Bluebird Boxes (March) 18. Fire Risk Management Reduction (March) 19. 3487-A Calle Azul (Klein) Reconsideration of Tree Removal Spotted Gum (March) Concluding Business: 2. Committee Member Comments 21. Date of Next Meeting February 1, 218 22. Adjournment James Tung, Chair Bruce Hartley, Staff Officer Telephone: 949-597-465
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STAFF REPORT DATE: January 4, 218 FOR: Landscape Committee SUBJECT: UgMO Soil Sensor Pilot Project Update RECOMMENDATION Receive and file this report. BACKGROUND Beginning in May 217, a pilot project was initiated evaluating UgMO brand wireless soil moisture sensors as an alternative means of irrigation control. These sensors are currently being used to control two turf locations; one within Gate 11 (42 Calle Sonora) and another in Gate 14 (5279 Pina). DISCUSSION Water use data has been collected for May through October 217 (ATT-1) reveals a total average savings of 22 percent at the Pina location and 17 percent at Calle Sonora location as compared to similar locations under the control of staff. The average savings at the Pina location increased by 1 percent from the previous month while the water use remained the same as the staff controlled areas at the Calle Sonora location for the prior month. The reduced savings for the previous month are likely a result of the UgMO watering levels being reduced via programming changes made by UgMO technicians to match the reduction of one watering day per week of the comparable locations by staff. Had the changes not been made by the UgMO technicians, staff controlled sites would have likely shown a water consumption less than the UgMO sites. Average Savings in Hundreds of Cubic Feet (CCF) Meter Location 5279 Pina 42 Calle Sonora Rainbird Scheduled CCF UgMO Actual CCF Difference in CCF Savings in % 25.34 475.356 177.46 386.356 1.331 69.754 22% 17% Staff is concerned with the reduced visual appearance and dry areas of the turf being watered by UgMO sensors (ATT-2). Based on their findings, staff believes additional watering is necessary to maintain visual appearance and health of the turf. Staff will continue to monitor and report results to the Committee for the test areas throughout the 12 month pilot program. Agenda Item 9 Page 1 of 5
Third Laguna Hills Mutual UgMO Soil Sensor Pilot Project Update January 4, 218 FINANCIAL ANALYSIS Per the contract, UgMO will receive 8 percent of the savings based on the level of gallons per sensor per month. For the period of May through October 217, the fees to UgMO would be approximately $1,7. Prepared By: Reviewed By: Mindra Fielding, Landscape Management Analyst Bruce Hartley, General Services Director Lori Moss, Community Manager ATTACHMENT(S) ATT-1: Comparison of Rainbird Scheduled Water Use vs. UgMO Actual Water Use ATT-2: Photographs
Third Mutual Water Use Comparison Rainbird Scheduled vs. UgMo Soil Sensor Actual 5279 Pina 42 Calle Sonora 25. 5. 2. 4. CCF Usage 6. CCF Usage 3. 15. 3. 1. 2. 5. 1... Rainbird Scheduled CCF May 182.814 Jun 228.919 Jul 25.269 Aug 279.985 Sep 152.923 Oct 137.129 Rainbird Scheduled CCF May 526.138 Jun 511.47 Jul 462.684 Aug 547.869 Sep 328.621 Oct 298.88 UgMO Actual CCF 137.263 222.665 222.294 217.76 87.733 95.25 UgMO Actual CCF 379.129 578.267 42.62 441.354 199.884 237.887 Difference in Hundreds of Cubic Feet (CCF) of Water Use - Rainbird vs. UgMO by Month Percent Savings with UgMO by Month 5% 15. 4% 3% % Savings 1. CCF 5. 2% 1%. % -5. -1. -1% -2% 5279 Pina May 45.551 Jun 6.254 Jul 27.975 Aug 62.99 Sep 65.19 Oct 41.924 5279 Pina May 25% Jun 3% Jul 11% Aug 22% Sep 43% Oct 31% 42 Calle Sonora 147.9-66.797 42.64 16.515 128.738 6.993 42 Calle Sonora 28% -13% 9% 19% 39% 2% Agenda Item 9 ATT-1 Page 3 of 5
Third Laguna Hills Mutual UgMO Soil Sensor Pilot Project Update January 4, 218 UgMO 5279 Sensor - Back Area (Taken: 9/11/217) (Taken: 12/19/17) Rainbird 5228 - Back Area (Located close to UgMO meter) Agenda Item 9 ATT-2 Page 4 of 5
Third Laguna Hills Mutual UgMO Soil Sensor Pilot Project Update January 4, 218 UgMO 42 Sensor Front Area (Taken: 9/11/217) (Taken: 12/19/17) Rainbird 4119 Front Area (Located close to UgMO meter) Agenda Item 9 ATT-2 Page 5 of 5
STAFF REPORT DATE: January 4, 218 FOR: Landscape Committee SUBJECT: 217 Landscape Division Accomplishments & Vision for 218 RECOMMENDATION Receive and file the report. DISCUSSION 217 was a very challenging year for the Landscape Division. From the easing of the drought, to the heavy winter storms, nature played a significant role in the performance of the Division. Work requests increased dramatically in number and maintenance programs fell behind. Over the course of the year, work steadily progressed toward re-establishing traditional service levels. Late in the year, the Landscape Department was moved into the General Services Department as a Division. The major accomplishments of the Division in 217, as it relates to Third Mutual, were: Rapid and effective response to winter storms and the resulting flooding and large quantities of downed trees, tree limbs and debris. Completion of significant turf reduction/water saving landscape projects Achievement of 1% recycling of all greenwaste generated in the Village Completion of several smaller landscape renovation projects Implementation of the ArborPro tree management software The 218 Vision for the Landscape Division will focus on four key areas: Develop the Landscape Division Leadership Team o Fill vacant Landscape Manager position o Fill vacant Landscape Supervisor positions o Establish goals & objectives to focus efforts o Mentor the team to raise the level of individual success Improve customer service to residents o Complete the backlog of uncompleted work and unfulfilled promises o Achieve faster response to calls, e-mails and letters from residents o Re-establish and meet maintenance schedules Develop and implement more efficient approach to work o Purchase more specialized mowers; some that are smaller and others that pick up clippings o Expand the use of pre-emergent herbicides to break the weed cycle
Third Laguna Hills Mutual 217 Landscape Division Accomplishments & Vision for 218 January 4, 218 o Create a new GRF landscape maintenance crew to allow mutual crews to focus on mutual maintenance cycles and not be re-directed for routine tasks and special projects at GRF facilities o Establish more field staff accountability and improved efficiencies o Evaluate how work tasks are accomplished and ways they could be improved Communication o Publish in printed media and post on the Village website; landscape maintenance, specialty maintenance and tree trimming schedules o Utilize Village Television to reach out to residents with timely information and educational segments on key topics, i.e. drought tolerant plants, water restrictions, new maintenance practices, emerging pest problems, etc. FINANCIAL ANALYSIS None Prepared By: Reviewed By: Bruce Hartley, General Services Director Lori Moss, Community Manager
STAFF REPORT DATE: January 4, 218 FOR: Landscape Committee SUBJECT: 217 Landscape Work Request Volume Analysis RECOMMENDATION Receive and file this report. BACKGROUND Work Orders (tickets) are generated to track all resident requests and specific tasks for the Landscape Division in the following work centers: Grounds Maintenance, Irrigation, Pest Control, and Tree Maintenance. Statistics reflecting ticket volumes by work center and specific tasks comparing previous years to 217 (through November) have been provided to the Committee for review (ATT-1). This information will be updated and presented to the Committee periodically to monitor the effectiveness of the Landscape Department. DISCUSSION The total ticket volume for the Landscape Division was analyzed based on work areas (sections) throughout Laguna Woods Village and by work centers, comparing previous year s volume to this year s volume through November. This data reflected much higher ticket volumes in 217 than previous years. The Landscape Division has received 19,213 total tickets to date, as compared to 13,449 for all of 216 and 12,746 for 215. Historical trends representing total ticket volumes by work center from 21 to present were presented. In addition, total ticket volumes per specific task were analyzed comparing previous years quantities. This data reflected an overall increase in ticket volumes for most tasks in 217. Sidewalk Cleaning, Plant Replacement, and Sprinkler Revision/Addressed were the tasks showing higher volumes in previous years. Historical data representing total ticket volumes by specific task from 21 to present for Third Mutual ticket volumes was presented showing similar trends. The Shrub-Bed ticket volumes show a direct correlation in ticket volume with Grounds Maintenance being behind in traditional pruning cycles for 217. Staff continues to work diligently to return the pruning cycles to the 5.5 cycles per year accomplished in the past. The Tree Maintenance work center has received 1,77 tickets compared to 247 in 216 and 581 in 215. Tree Maintenance staff, still behind schedule due to the time lost as a result of the winter storm cleanup, are working hard to return to the 34 month trimming cycle. FINANCIAL ANALYSIS None
Third Laguna Hills Mutual 217 Landscape Work Request Volume Analysis January 4, 218 Prepared By: Reviewed By: Mindra Fielding, Landscape Management Analyst Bruce Hartley, General Services Director Lori Moss, Community Manager ATTACHMENT(S) ATT-1: Landscape Work Request Comparison
Total Tickets Landscape Division Total Ticket Comparison by Section YTD thru November 215-217 5 45 4 35 3 25 2 15 1 5 1&2 3&4 5&6 7&8 57 54 56 215-YTD 2191 223 894 947 581 2542 3568 216-YTD 2327 2429 989 1225 247 2583 3649 217-YTD 37 3312 1621 1592 177 2938 4973 Landscape Division Year-to-Date thru November Total Tickets Comparison 217-YTD, 19213 215-YTD, 12746 216-YTD, 13449
Landscape Division Total Tickets 21 thru November 217 Total Tickets - Sections Total Tickets - All 4, 3,5 3, 2,5 2, 1,5 1, 5 25, 2, 15, 1, 5, Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Total Tickets - United Total Tickets - Third 14, 12, 1, 8, 6, 4, 2, 8, 7, 6, 5, 4, 3, 2, 1,
Landscape Division Third Mutual Total Tickets by Department 21 to November 217 3,5 3, 2,5 2, 1,5 1, 5 Total Grounds Tickets - Third 1,4 1,2 1, 8 6 4 2 Total Irrigation Tickets - Third 2, 1,8 1,6 1,4 1,2 1, 8 6 4 2 Total Pest Control Tickets - Third 8 7 6 5 4 3 2 1 Total Tree Related Tickets - Third
Landscape Division Requested Tickets by Department YTD Comparison 215-217 Landscape Division Grounds Maintenance Tickets YTD thru November 215-217 Landscape Division Irrigation Tickets YTD thru November 215-217 25 2 15 1 5 215-YTD 216-YTD 217-YTD 16 14 12 1 8 6 4 2 215-YTD 216-YTD 217-YTD Landscape Division Pest Control Tickets YTD thru November 215-217 Landscape Division Tree Department Tickets YTD thru November 215-217 16 14 12 1 8 6 4 2 215-YTD 216-YTD 217-YTD 12 1 8 6 4 215-YTD 216-YTD 217-YTD 2 Limb Removed Problem Corrected Pruned Tree Staked Treated Removed
Grounds Maintenance Third Mutual Total Tickets by Request 21 to November 217 Lawn Repair Tickets - Third All Shrub Tickets - Third 25 2 15 1 5 1,2 1, 8 6 4 2 Clippings Tickets - Third Dirty Sidewalk Tickets - Third 3 25 2 15 1 5 12 1 8 6 4 2 Weed Tickets - Third Leaf Tickets - Third 18 16 14 12 1 8 6 4 2-2 18 16 14 12 1 8 6 4 2
Total Tickets Total Tickets Total Tickets Total Tickets Total Tickets Total Tickets Landscape Division Grounds Maintenance Clipping Tickets YTD thru November 215-217 Grounds Maintenance Leaves Pickup Tickets YTD thru November 215-217 35 3 25 2 15 1 5 1&2 3&4 5&6 7&8 215-YTD 17 177 62 53 216-YTD 23 2 79 76 217-YTD 323 319 135 112 2 15 1 5 1&2 3&4 5&6 7&8 215-YTD 114 125 51 32 216-YTD 116 161 35 45 217-YTD 152 195 89 77 Grounds Maintenance Carports Tickets YTD thru November 215-217 Grounds Maintenance Sidewalks Cleaned Tickets YTD thru November 215-217 3 25 2 15 1 5 1&2 3&4 5&6 7&8 215-YTD 2 19 7 7 216-YTD 12 23 21 11 217-YTD 29 16 3 15 14 12 1 8 6 4 2 1&2 3&4 5&6 7&8 215-YTD 129 126 48 34 216-YTD 16 131 43 44 217-YTD 12 99 47 45 25 2 15 1 5 Grounds Maintenance Lawn Repair Tickets YTD thru November 215-217 1&2 3&4 5&6 7&8 215-YTD 165 1 58 78 216-YTD 113 11 55 69 217-YTD 235 192 111 123 Landscape Division Information Provided Tickets YTD thru November 215-217 1 9 8 7 6 5 4 3 2 1 1&2 3&4 5&6 7&8 57 54 56 215-YTD 437 44 235 259 379 334 319 216-YTD 715 918 326 482 114 286 15 217-YTD 649 853 44 396 233 21 95
Total Tickets Total Tickets Total Tickets Total Tickets Landscape Division Grounds Maintenance Shrubs Pruned Tickets YTD thru November 215-217 Grounds Maintenance Shrubs Replaced Tickets YTD thru November 215-217 8 7 6 5 4 3 2 1 1&2 3&4 5&6 7&8 215-YTD 288 255 68 52 216-YTD 245 29 111 88 217-YTD 554 727 396 29 Grounds Maintenance Shrubs Treated Tickets YTD thru November 215-217 25 2 15 1 5 1&2 3&4 5&6 7&8 215-YTD 178 228 43 72 216-YTD 86 32 16 15 217-YTD 51 28 2 12 Grounds Maintenance Shrubs Addition Tickets YTD thru November 215-217 16 14 12 1 8 6 4 2 1&2 3&4 5&6 7&8 215-YTD 74 33 49 46 216-YTD 84 94 34 47 217-YTD 146 119 75 98 35 3 25 2 15 1 5 1&2 3&4 5&6 7&8 215-YTD 28 27 17 17 216-YTD 3 37 22 16 217-YTD 31 262 52 53
Total Tickets Total Tickets Total Tickets Total Tickets Total Tickets Total Tickets Landscape Division Landscape Division Tree Limbs Removed Tickets YTD thru November 215-217 35 3 25 2 15 1 5 1&2 3&4 5&6 7&8 57 215-YTD 65 55 17 14 5 216-YTD 71 77 25 32 4 217-YTD 73 55 4 36 36 2 15 1 5 Landscape Division Tree Problem Corrected Tickets YTD thru November 215-217 1&2 3&4 5&6 7&8 57 215-YTD 43 27 25 31 32 216-YTD 49 41 19 26 14 217-YTD 38 27 14 24 188 Landscape Division Trees Pruned Tickets YTD thru November 215-217 8 7 6 5 4 3 2 1 1&2 3&4 5&6 7&8 57 215-YTD 16 72 3 45 85 216-YTD 199 14 55 97 8 217-YTD 81 116 42 49 757 Landscape Division Trees Removal Tickets YTD thru November 215-217 3 25 2 15 1 5 1&2 3&4 5&6 7&8 57 215-YTD 8 4 4 3 5 216-YTD 12 1 7 6 7 217-YTD 6 7 4 3 29 Landscape Division Trees Staked Tickets YTD thru November 215-217 7 6 5 4 3 2 1 1&2 3&4 5&6 7&8 57 215-YTD 38 51 13 16 216-YTD 26 19 17 8 1 217-YTD 59 65 34 32 6 Landscape Division Trees Treated Tickets YTD thru November 215-217 16 14 12 1 8 6 4 2 1&2 3&4 5&6 7&8 57 215-YTD 54 32 23 24 44 216-YTD 57 51 26 44 15 217-YTD 39 24 18 2 155
STAFF REPORT DATE: January 4, 218 FOR: Landscape Committee SUBJECT: Tree Removal Request 5585-B Via Dicha (Gilad) Fern Pine RECOMMENDATION Staff recommends denial of the request for removal of the tree, and scheduled trimming during the normal trim cycle with an evaluation for root pruning. BACKGROUND Mr. Gilad purchased the manor in September 215. He is requesting the removal of a Fern Pine, Afrocarpus gracilior, tree located at the front of the manor (ATT-1). The reasons cited by him for the removal are structural damage to the adjacent sidewalk making it unsafe to walk and the roots are too close to the house. No other manors are affected. The tree was pruned in August 215 and is scheduled for pruning again in approximately August 218. DISCUSSION Currently the tree is in fair condition and well-placed with no visible pests, disease, missing areas of bark, cavities, cankers or cracks in the trunk. There is some surface rooting, minimal sidewalk damage and evidence of previous sidewalk grinding. FINANCIAL ANALYSIS The cost to remove the tree is estimated at $85, cost to trim is estimated at $3, and the estimated valve is $3,78 based on the ArborPro tree inventory. Prepared By: Reviewed By: Bob Merget, Landscape Supervisor Lori Moss, Community Manager ATTACHMENT(S) ATT-1: Photographs ATT-2: Mutual Landscape Request Form Bruce Hartley, General Services Director
Third Laguna Hills Mutual Tree Removal Request 5585-B Via Dicha (Gilad) Fern Pine January 4, 218 Agenda Item 12a ATT-1 Page 2 of 4
STAFF REPORT DATE: January 4, 218 FOR: Landscape Committee SUBJECT: Tree Removal Request 5412 Via Carrizo (Kim) American Sweet Gum (2) RECOMMENDATION Staff recommends: 1. Denial of the request for removal of one of the trees (Tree S-7 as shown in ATT-1) and 2. Schedule trimming as needed during normal trim cycle; and 3. Approve the removal of the second tree (S-8 as shown in ATT-2) during the normal trim cycle. BACKGROUND Mr. Kim purchased the manor in June 212. He is requesting the removal of two American Sweet Gum, Liquidambar styraciflua, trees. One is located on the side of the manor (ATT-1) and the other is more to the rear of the manor (ATT-2). The reasons cited are that the trees are overgrown, they are causing structural damage, they are in poor condition, and are dropping excessive litter/debris. The only neighbor affected by the potential removal of the tree signed the landscape request in support of removal. The tree was pruned last in July 215 and is scheduled for pruning again in approximately July of 218. DISCUSSION Currently the tree growing to the side of the manor, listed as Tree S-7 by the ArborPro inventory, is in fair condition and well-placed with no visible pests, disease, missing areas of bark, cavities, cankers or cracks in the trunk; and no visible damage to structures was observed. The leaf and fruit litter, while significant, is not excessive for the species, and is seasonal (ATT-1). The second tree, listed as Tree S-8 in the ArborPro inventory, is in poor condition. The tree has been attacked by the Polyphagous Shot Hole Borer, which transmits a disease to the tree that causes die back of the branches and results in the eventual death of the tree. This tree has had prior trimming to remove dead branches, resulting in the atypical growth habit of the tree. Although at the time of inspection the Arborist found no structural damage, the tree is in decline and it is recommended that it be removed (ATT-2).
Third Laguna Hills Mutual Tree Removal Request 5412 Via Carrizo (Kim) American Sweet Gum (2) January 4, 218 FINANCIAL ANALYSIS The cost to remove the tree in fair condition (ATT-1) is estimated to be $6. The cost to trim this tree is estimated at $25 with an estimated value of $2,582, based on the ArborPro tree inventory. The cost to remove the tree in poor condition (ATT-2) is estimated to be $5. The estimated value prior to infection by the borer was $1,897, based on ArborPro tree inventory. Prepared By: Reviewed By: Bob Merget, Landscape Supervisor Lori Moss, Community Manager ATTACHMENT(S) ATT-1: Tree recommended to remain ATT-2: Tree recommended to be removed ATT-3: Mutual Landscape Request Form Bruce Hartley, General Services Director
Third Laguna Hills Mutual Tree Removal Request 5412 Via Carrizo (Kim) American Sweet Gum (2) January 4, 218 Agenda Item 12b ATT-1 Page 3 of 6
Third Laguna Hills Mutual Tree Removal Request 5412 Via Carrizo (Kim) American Sweet Gum (2) January 4, 218 Agenda Item 12b ATT-2 Page 4 of 6