City of San Juan Capistrano. Agenda Report. Honorable Mayor and Members of the City Council

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1 8/16/2016 F1a City of San Juan Capistrano Agenda Report TO: FROM: Honorable Mayor and Members of the City Council ;Jfl(n Siegel, City Manager SUBMITTED BY: Dori Budde, Director of Community Services DATE: August16, 2016 SUBJECT: Reata Park and Event Center Picnic Tables and Shade Options RECOMMENDATION: Provide direction regarding location of picnic tables and options to improve shade at Reata Park and Event Center. EXECUTIVE SUMMARY: In June 2016, three picnic tables were installed at Reata Park in accordance with a recommendation from the Trails and Equestrian Commission and City Council approval. Requests were recently received from community members to relocate the picnic tables under the canopies of existing shade trees, which is inconsistent with a prior recommendation by an arborist. DISCUSSION/ANALYSIS: On February 8, 2016, the Trails and Equestrian Commission reviewed and discussed various proposed improvements to Reata Park and recommended a package of improvements for City Council approval. The recommendation included the purchase of three additional concrete picnic tables and installation in accordance with a site plan. Consistent with recommendations from a certified arborist (Attachment 1 ), the approved site plan showed the picnic tables outside the shade tree critical root zones and driplines, so as to avoid compaction damage caused by park users, horses or other animals accompanying the users, and the picnic tables themselves. On March 1, 2016, the City Council approved the purchase and installation of the picnic tables as part of a package of improvements. The new concrete picnic tables were installed in June 2016, in accordance with the approved site plan.

2 City Council Agenda Report August 16, 2016 Page 2 of 5 Recently, staff, Commissioners and the City Council have received requests from community members to relocate the tables directly under the tree canopies to maximize shade for users. In an attempt to find a workable solution, staff contacted the arborist to see if there were lighter weight picnic tables that could be used or other options available. The arborist indicated that the size, weight, and composition of the picnic tables is largely irrelevant. The issue is preventing introduction of compaction, caused by objects, animals, and persons, to the critical root zones of existing mature trees. Because trees are very sensitive to their environment, the arborist recommended installing picnic tables close to younger/newer trees, so that the table's weight is already in place as the trees initially acclimate to their environment. According to the arborist, if picnic tables are an existing factor when the tree's root systems begin to develop, they will adapt and find ways to adjust and compensate around the weight, as opposed to mature trees, with large canopies and extensive existing root systems that can be damaged when objects are placed on top of them. Moving forward, staff will couple installation of picnic tables with planting of young trees that can ultimately provide shade shelters. Vice Chair Crabbs has agendized the picnic table item for discussion at the August 15, 2016, Parks, Recreation, Senior and Youth Services Commission meeting. Anticipating the need for City Council direction, staff prepared this staff report prior to receiving the Commission's recommendation. Staff will provide a verbal update regarding the Parks, Recreation, Senior and Youth Services recommendation at the City Council meeting. Options for City Council Consideration: Option A: Relocate the three concrete picnic tables directly under the shade from existing mature tree canopies, as requested by community members and some Commissioners. This maximizes shade to the picnic tables, but may damage mature trees and has been advised against by a certified arborist. The replacement costs of the five trees evaluated at Reata, should they be damaged or destroyed by compaction, were estimated by the arborist using a standard industry formula. The replacement costs depend on the tree type and trunk diameter, and range from approximately $13,000 to more than $100,000 per tree. Option 8: Maintain the location of the three concrete picnic tables outside the critical root zones, and explore the potential of installing awnings/shade structures over them. According to the arborist, introduction of awnings would be preferable to moving the picnic tables directly under the tree canopies and on top of the driplines. Various types of shade canopies are available, and price could range from several hundred dollars each to potentially more than a thousand dollars each, depending on the materials, construction, and durability of the shade structures selected.

3 City Council Agenda Report August 16, 2016 Page 3 of 5 Option C: Maintain the location of the three concrete picnic tables outside the critical root zones, consistent with arborist's recommendation, but switch the three new concrete picnic tables with three existing picnic tables from the Event Center picnic area, which are "umbrella ready." The "umbrella ready" tables have existing holes in the center that can hold umbrellas. Park users could then bring their own umbrellas to use with the tables for additional shade, as desired. Option D: Maintain the location of the three concrete picnic tables and install two permanent shade structures over the existing picnic tables at the Event Center, which would enhance usability and rentability of the existing picnic area, making it more desirable for birthday parties, company picnics, etc. Horses, however, are not allowed in the Event Center. The cost is estimated at $50,000 for design and construction cost of a permanent shade structure. Option E: Install one permanent shade structure in the equestrian staging area of Reata Park, perhaps near the San Juan Creek Trail, and relocate the three concrete picnic tables under the shade structure. This option would allow equestrians to be closer to their horses while using the shaded picnic tables. The cost is estimated at $20,000 for a shade structure capable of covering three or four picnic tables. Option F: Obtain a second opinion from another certified arborist. estimated at $1,000. The cost is FISCAL IMPACT: The cost depends on the option(s) selected. The cost estimates included for discussion purposes are very rough estimates. If there is interest in pursuing options other than A or C, staff will further develop and refine the related cost estimates and return for City Council consideration and direction. Funding was included in the budget for upgrade of play equipment and installation of shade structures at City parks (CIP 09203). In FY 2016/17, $126,000 was budgeted and an additional $52,865 is left over from 2015/16 that is anticipated to be carried over. This funding could potentially be used for installation of a shade structures at Reata Park. ENVIRONMENTAL IMPACT: In accordance with the California Environmental Quality Act (CEQA) the recommended action is exempt from CEQA per Section (b)(3), the general rule that the CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Consideration of relocating picnic tables within existing non-sensitive

4 City Council Agenda Report August 16, 2016 Page 4 of 5 areas would not be an activity with potential to cause significant effect on the environment and therefore exempt from CEQA. PRIOR CITY COUNCIL REVIEW: On March 1, 2016, the City Council approved expenditures associated with purchase and installation of the three picnic tables, along with other improvements. COMMISSION/COMMITTEE/BOARD REVIEW AND RECOMMENDATIONS: The Parks, Recreation, Senior and Youth Services Commission will be considering an Agenda Memorandum regarding the picnic tables at Reata Park on August 15, Due to timing constraints, the Commission's recommendation was not available at the time of this staff report submittal. Staff will provide a verbal update during the City Council meeting on August 16, Commissioner Crabbs will be in attendance at the City Council meeting to answer any questions. At the February 8, 2016, Trails and Equestrian Commission meeting, the Commission approved the costs and recommended proceeding with the purchase and installation of the improvements, with the exception of the mounting block, which were on hold pending a City Attorney opinion. At the December 7, 2015, Trails and Equestrian Commission meeting, the Commission approved a matrix delineating the Commission's recommendations for equestrian improvements in Reata Park and Event Center. The Commission had questions about the estimated costs and requested that staff provide a breakdown of costs by labor and materials. At the November 5, 2015, Trails and Equestrian Commission meeting, the Commission recommended installation of a soil mix in the Reata and Event Center corrals, removal of the ADA ramp and installation of a mounting block. At the October 5, 2015, Trails and Equestrian Commission meeting, the Commission approved the installation of hitching posts, automatic waters, holding pens, and picnic tables and directed staff to return to the Commission with additional information regarding equestrian footings and ADA access. At the September 2, 2015, Trails and Equestrian Commission meeting, the Commission approved the installation of hitching posts and reinstallation of hitching rails at Reata Park and directed staff to return to the Commission with additional information regarding equestrian footings, automatic waterers, picnic tables, and ADA access.

5 City Council Agenda Report August 16, 2016 Page 5 of 5 At the July 13, 2015, joint Trails and Equestrian Commission and Parks Recreation and Senior and Youth Services Commission meeting, the commissioners requested that staff evaluate, provide preliminary design, and research the costs for alterations and improvements to Reata Park and Event Center. At the June 3, 2015, Trails and Equestrian Commission meeting, the Commission held an onsite tour of the equestrian facilities at Reata Park and Event Center. NOTIFICATION: Parks, Recreation, Senior and Youth Services Commission Trails and Equestrian Commission ATTACHMENT(S): Attachment 1 -West Coast Arborists Report, dated December 4, 2015

6 December 4, 2015 City of San Juan Capistrano ATTN: David Hubler Paseo Adelanto Capistrano, CA RE: Reata Park & Event Center: Evaluation of 5 trees Mr. Hubler, Pursuant to your request this report has been prepared in order to present the findings from my assessment of five specific trees located within the Reata Park and Event Center. The purpose of the evaluations was to assess the general health and condition of the trees and to offer recommendations based on those findings. The site was visited on Monday, November 30, 2015 and all comments and discussion that follow are based on my observations while on the site. BACKGROUND: There is a proposal presently being considered by city management staff that includes the addition of several public improvements within close proximity to the trees detailed below. These additions are currently comprised of three picnic tables and six hitching posts as well as the relocation of four existing stalls (holding pens). See the attached image on page 6 for tree locations and approximate placement of the proposed items. Basic health evaluations were performed on each tree as requested; this level of assessment includes a 360-degree ground based visual inspection of the tree crown, trunk, trunk flare, above ground roots, and site conditions around the tree(s). Each tree will be discussed separately below. Park-515: Coast live Oak (Quercus aqri(olia ) OBSERVATIONS: Located in the south-west corner of the park, near the southern portion of the arboretum, this oak has a double stemmed structure and is leaning towards the arboretum (see Figures 1 and 2). Trunk diameter, as measured at three feet above ground level, is 21 inches; the tree is roughly 40 feet tall with a foot canopy spread. Overall, this oak is healthy and growing well, with a nice full canopy displaying limited dieback. There is evidence of a low level beetle attack at the base of the tree, on the underside of the lean (see Figure 3). However, the sap exuding from the injuries indicates the tree is fending off the attack and this is not an area of concern at this time. Because of the lean, any roots located within the open area to the east of the tree are considered critical to both health and stability. RECOMMENDATIONS: This is a fairly healthy oak and should be considered worthy of protection. By implementing similar measures as used with another oak at the site, we Page 1 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax ATTACHMENT 1

7 Tree Care Professionals Serving Communities Who Care About Trees can help assure a long term survival. It is therefore suggested that increased activity within the critical root zone (CRZ) be limited as much as possible. The proposed placement of a picnic table within this sensitive area should be reconsidered. It would be better for the health and stability of this tree to place any new items well outside the dripline and the CRZ, at a minimum of feet away from the base of the tree. Maintain a good quality, course chipped organic mulch and/or leaf layer over as much of the CRZ as possible. This will aid in reducing compaction, moderating soil -temperatures and adding nutrients back into the soil as the mulch breaks down. Periodically prune out any dead or diseased material that develops within the canopy. Park-517: California Pepper (Schinus mol/e) OBSERVATIONS: Located just outside of the small arena, this tree is double stemmed, with two fairly good sized stems comprising the main structure; they measure at 20.5 and 14.5 inches. The tree is approximately 40 feet tall with a 50 foot canopy spread; it is healthy and growing well, with good crown density and new growth (see Figure 1). As with most California pepper trees, there are a few detectable decay pockets along its limbs, but nothing which is too alarming at this point; these same limbs have good reaction wood growth and appear sound and firmly attached. RECOMMENDATIONS: As with most other trees, it is always best to not encroach within the critical root zone. Due to the high propensity of this species to develop heart and root rot, it is highly suggested that visitors not be invited to gather within the immediate drip line. There is ample room to install a picnic table well away from both this tree and the adjacent oak discussed above. Maintain a pruning cycle which focuses on thinning and retaining a reduced canopy. The large branch that reaches out over the adjacent arena may need to reduced further to prevent injury to persons using the facility (see Figure 4). Park-518: Coast Live Oak (Quercus aqri[olia) OBSERVATIONS: This oak is currently being protected by a fence surrounding the tree and encompassing its entire canopy spread (see Figure 5). There is some visible flagging and a small amount of dieback occurring on the smaller branches and twigs (see Figures 6-8). There are a few small dead branches visible from under the canopy, but these are not considered hazardous as the area is fenced off and there are no targets should they give way (see Figure 9). There is nice thick mulch layer, ideal for our native oak trees. RECOMMENDATIONS: Continued, routine maintenance and monitoring should be sufficient to retain this tree in the landscape for many years to come. To ensure its continued health, proper maintenance treatments can be employed to encourage development, this would include the periodic pruning of any dead wood that will develop naturally over the course of time. Excessive pruning or thinning of limbs is never recommended as it may expose interior branches to sun damage, may stimulate the tree to produce succulent new growth that is subject to mildew, and, in some cases, may cause a decline in vigor or may even kill a tree. Only dead, weakened, diseased, or Page 2 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax

8 WWN. WCAINC.com dangerous branches should be removed. All pruning performed on the subject oak should act to enhance its natural branching characteristics; large pruning wounds should be avoided. Any work undertaken on this oak should be done during the warmer summer and fall months, after the normal rainy season has past and should only be completed by an ISA certified arborist or tree worker. Supplemental irrigation should be closely monitored and should be restricted to areas away from the trunk base. Maintain a healthy mulch layer composed of good quality course chips and natural leaf litter within the dripline, this will aid in moderating soil temperatures and adding nutrients back into the soil as the mulch breaks down. The planned placements of the picnic table, hitching post and holding pens are all outside of the protective fencing and should not interfere with any vital tree functions. Park-519: California Pepper (Schinus mallei OBSERVATIONS: This particular tree is really two separate trees growing in close proximity to one another (see Figure 10). The western most "tree" (or stem) has a trunk diameter of 46 inches, is roughly 30 feet tall with an equal canopy spread, it is healthy with a nice dense canopy. There is one spot about 5 feet high on the north side of the trunk where an old conk is visible (see Figure 11), but this is not unexpected given the characteristics of the species. There is a good amount of reaction wood growth all around the tree and it retuned solid sounds when lightly tapped with a rubber mallet. The same cannot be said of the smaller, eastern most stem which is only in fair to poor healthy with numerous dead branches located throughout the canopy, especially on the north side of the tree (see Figures 12-14). This specimen has a trunk diameter of 22 inches, a canopy height of 25 feet and a spread of 30 feet. This pepper is in decline and has a moderate to high probability of one or more of the dead/declining limbs separating and falling from the tree. RECOMMENDATIONS: Based on the images provided by city staff, it appears that the planned placements of the picnic table and two hitching posts are all outside of the dripline of the both trees. However, as the hitching posts are closer to the larger tree, it is expected that some level of compaction will take place, caused by both human and equestrian traffic. For this reason, should the project proceed as planned, it is suggested that the hitching posts be placed at the furthest edges of the outer canopy. In addition, maintaining an appropriate mulch layer would also be recommended to aid in reducing the degree of compaction and potential root loss. Based on the declining health of smaller tree, it is recommended that no improvements be installed anywhere near the dripline and potential fall/drop zone of this specimen. It is also highly suggested that this tree be pruned in order to remove the dead and dying limbs currently present. Management staff and/or on site contractors will need to monitor the tree for any continued decline in health with future maintenance needs being adjusted as needed. Page 3 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax

9 Tree Gate Professionals SeNing Communities Who Care About Trees Park-520: California Pepper (Schinus mol/e) OBSERVATIONS: This pepper has trunk a diameter of 28 inches, is 30 feet tall with a 40 foot canopy spread (see Figure 15). Overall the tree is displaying good health and structure, with only one area of concern. There is a large, cracked and hanging limb on the north side of the tree (see Figure 16). This break appears old and weathered, but was not properly removed when the failure occurred. RECOMMENDATIONS: It would be prudent to remove the cracked stem back to the main attachment in order to prevent a full break from the tree. As the area does not appear to be heavily used by park visitors at this time, the risk of injury is low, but still existent. There are currently no specific improvements planned for the area surrounding this tree. However, an evaluation was requested in the event that future plans might be considered which would place a picnic table or other similar item within the dripline of this tree. As with the other trees assessed for this project, it is recommended that no improvements be installed within the direct dripline of the tree but be kept to the outer edges of the canopy. GENERAL DISCUSSION: Tree roots, although primarily underground and not visible, comprise a large portion of a tree's mass and are essential to tree health and safety. Roots not only anchor the tree, providing stability but also absorb water and nutrients, providing the essential elements for tree growth and survival and act as the primary storage place for food (carbohydrates) produced by the tree. Roots of trees will often extend two to three times the radius of the canopy and do not stop at the dripline as commonly believed. Most plants also concentrate the majority of their small absorbing roots within the first 6-10 inches of soil. Protecting trees and their roots can actually be a very simple process and generally encompasses establishing protection zones and maintenance needs for any given tree. Under ideal conditions, a tree protection zone should include the entire crown and all of the tree's root area. Because rooting patterns vary greatly from tree to tree, it is very difficult to know exactly how much of the root system is being protected. In general, the "dripline method" of tree protection is used on most sites. This method utilizes a "protection" zone following the outer edge of the canopy for broad-canopied trees or up to 1 Yz times the perceived dripline of narrow-canopied trees. SPECIES PROFILE: Coast Live Oak, Quercus agrifolia. This grand species is native to the Coast Ranges and inland foothills of California; longevity is estimated at 150 years and more in ideal growing conditions. Growth rate is slow to moderate to feet tall and often with a greater spread; forming a broad and rounded canopy, a short, heavy trunk and dense foliage. An important tree in the California landscape. Large, well established trees are often protected by local tree ordinances and removals can be regulated. The plant is highly sensitive to disturbances in its root zone and is vulnerable to oak moth, Armillaria spp. (Oak Root Fungus) and Phytophthora spp. {Crown Rot). Page 4 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax

10 Tree Care Professionals Serving Communities Who Care About Trees SPECIES PROFILE: California Pepper, Schinus molle is an evergreen species native to Brazil, Peru, Chile, Argentina, and has become naturalized in California; longevity is estimated to be between years, or more with good culture. This species is fairly drought tolerant, has a branch strength rating of medium weak, and is susceptible to the following: Aphids, Psyllids, Scales, Thrips, Phytophthora, Root Rot, Sooty Mold, Verticillium, and Heart Rot. California pepper is well known for the heart rot that it develops, but also for its ability to remain up right for many years despite the lack of internal strength. CONCLUSIONS: In summary, if all currently proposed improvements are kept outside the driplines of the specific trees discussed above, there should be little short term impact. However, due to the expected increase in the number of people and animals (namely equestrian usage) accessing the areas, compaction related issues may become a problem over time. By maintaining a mulch layer under all of the trees, this will help offset compaction damage. A regular pruning cycle should be established as well so as to manage crown weight and expansion by routinely pruning to thin and remove any dead wood. Dead wood removal should be planned every year, while routine pruning can be placed on a 2-4 year cycle depending on the amount of new growth. In years where growing conditions are optimal and tree growth is abundant, the time frame can be adjusted. In addition to the specific recommendations offered of each tree above, it is also suggested that management staff consider planting specific groupings of trees for the purpose of providing shade shelters. Similar to the picnic table with the young oak planted beside it (as seen in figure 17), this type of planned use area would allow for less encroachment of the existing site trees. The current landscape or nursery contractor familiar with the local environmental conditions should be used as resources for recommendations on which species of trees would be best suitable for this particular site. The intent of this report was to provide as complete and unbiased an opinion as possible with regards to the current health and condition of the trees discussed above. If you have any questions or require additional information, please feel free to contact me at (714) ext., 149. Respectfully, ~eleua.?ikjia Rebecca Mejia ISA Certified Arborist #WE-2355A ISA Qualified Risk Assessor #CTRA-1534 West Coast Arborists Inc. Page 5 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax

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12 Figure 1. Showing the Coast Live Oak identified as P-515 & the California Pepper identified as P-517. Figure 2 (at left). Showing the current structure ofthe P-515 Coast live Oak tree; note the lean towards the arboretum. Figure 3 (at right). Note the evidence of low level beetle activity in the tree. Page 7

13 Figure 4. Showing the limb from California Pepper that hangs over the small arena. This branch may need to be cut back in order to prevent an injury to users. Figure 5. Showing the Coast Live Oak identified as Park-518. Protective fencing surrounds the entire dripline, acting as a barrier between park visitors the sensitive roots. Note the small areas of foliar dieback throughout the canopy. This should be pruned out and the tree monitored for improvement. Page 8

14 Figures 6-9. Showing some of the visible die back on P-518, a Coast Live Oak. According to on site staff, the level of die back has decreased over the last year following implementation of protective measures. Page 9

15 Figure 10. Showing the California Pepper identified as P-519. This tree is actually two separate trees growing close to each other. Figure 11. Showing the conk found midway up the main trunk of the larger stem. This is not unexpected when considering the characteristics of the species. There is good reaction wood formation around the entire perimeter of the tree. Page 10

16 Figures Showing examples of the dieback present throughout the canopy of the smaller stem of the California Pepper tree identified as P-519. Page 11

17 Figure 15. Although not currently part of the planned improvements, this tree was included in case of future planning in the area. This is a healthy California Pepper (identified as P-520) with really only one structural issue (seen below). Figure 16. Showing the large, cracked stem still attached to the tree; this branch should be removed. Page 12

18 Figure 17. More locations such as this planned use area, could be constructed and would help establish shaded rest areas without encroaching into the sensitive root zones of mature existing trees. In a fairly short time span, properly selected tree species will reach a size where noticeable amounts of shade can be obtained. Page 13

19 Tree Care Professionals Serving Communities Who Care About Trees ASSUMPTIONS AND LIMITING CONDITIONS 1. Care has been taken to obtain all information from reliable sources. All data has been verified insofar as possible; however, the Consultant can neither guarantee nor be responsible for the accuracy of information provided by others. Standard of Care has been met with regards to this project within reasonable and normal conditions. 2. The Consultant will not be required to give testimony or to attend court by reason of this report unless subsequent contractual arrangements are made, including payment of an additional fee for such services as described in the fee schedule and contract of engagement. 3. Loss or alteration of any part of this report invalidates the entire report. 4. Possession of this report or a copy thereof does not imply right of publication or use for any purpose by any other than the person to whom it is addressed, without the prior written consent of the Consultant. 5. This report and any values expressed herein represent the opinion of the Consultant, and the Consultant's fee is in no way contingent upon the reporting of a stipulated result, a specified value, the occurrence of a subsequent event, nor upon any finding to be reported. 6. Unless expressed otherwise: 1) information contained in this report covers only those items that were examined and reflects the condition of those items at the time of inspection; and 2) the inspection is limited to visual examination of accessible items without dissection, excavation, or coring, unless otherwise stated. There is no warranty or guarantee, expressed or implied, that problems or deficiencies of the tree(s) or property in question may not arise in the future. 7. Arborists are tree specialists who use their education, knowledge, training, and experience to examine trees, recommend measures to enhance the beauty and health of trees, and attempt to reduce the risk of living near trees. It is highly recommended that you follow the arborist recommendations; however, you may choose to accept or disregard the recommendations and/or seek additional advice. 8. Arborists cannot detect every condition that could possibly lead to the structural failure of a tree. Trees are living organisms that fail in ways we do not fully understand. Conditions are often hidden within trees and below ground. Arborists cannot guarantee that a tree will be healthy or safe under all circumstances, or for a specific period of time. 9. Any recommendations and/or performed treatments (including, but not limited to, pruning or removal) of trees may involve considerations beyond the scope of the arborist's services, such as property boundaries, property ownership, site lines, disputes between neighbors, and any other related issues. Arborists cannot take such considerations into account unless complete and accurate information is disclosed to the arborist. An arborist can then be expected to consider and reasonably rely on the completeness and accuracy of the information provided. 10. The author has no personal interest or bias with respect to the subject matter of this report or the parties involved. He/she has inspected the subject tree(s) and to the best of their knowledge and belief, all statements and information presented in the report are true and correct. 11. Unless otherwise stated, trees were examined using the tree risk assessment criteria detailed by the International Society of Arboriculture's publications Best Management Practices- Tree Risk Assessment and the Tree Risk Assessment Manual and A Photographic Guide to the Evaluation of Hazard Trees (Matheny & Clark). Page 14 West Coast Arborists, Inc E. Via Burton Street, Anaheim, CA Fax