February 12 2013 Planning and Funding Committee Approved Minutes

CITY AND COUNTY OF SAN FRANCISCO
DEPARTMENT OF THE ENVIRONMENT
URBAN FORESTRY COUNCIL
PLANNING & FUNDING COMMITTEE

REGULAR MEETING
APPROVED MINUTES
TUESDAY, FEBRUARY 12, 2013, 4:00 p.m.

City Hall, Room 421
One Dr. Carlton B. Goodlett Jr. Place
San Francisco, CA 94102

COMMITTEE MEMBERS:  Andrew Sullivan (Interim Chair), Dan Flanagan, Daniel Sider, Sandy Sherwin

Order of Business
Public comment will be taken before the Council takes action on any item.

1. Call to Order and Roll Call. The Urban Forestry Council Planning and Funding Committee Meeting convened at 4:10 p.m. Present:  Members Sullivan, Flanagan, Sider and Sherwin (4:40 p.m.). Members Hillson and Sutherland were present for this meeting.  Member Flanagan left the meeting during Agenda Item 4 and Member Sherwin joined the meeting during Agenda Item 4.  A quorum of the full Council was not present at the same time for this meeting.

2. Approval of Minutes of the January 8, 2013 Urban Forestry Council Planning and Funding Committee Meeting. (Explanatory Document:  January 8. 2013 Draft Minutes) (Discussion and Action)  Upon Motion by Member Sullivan, second by Member Flanagan, the January 8, 2013 Meeting Minutes were approved without objection (AYES:  Members Sullivan, Flanagan and Sider; Absent:  Member Sherwin).

3. Public Comments:  Members of the public may address the Committee on matters that are within the Committee’s jurisdiction and are not on today’s agenda.

4. Department of the Environment Report on Administrative Support to the Urban Forestry Council. Speaker:  David Assmann, Deputy Director.  Mr. Assmann will present on the Department of the Environment’s planned administrative support reductions and associated funding for the Council. (Informational Report and Discussion)

Deputy Director Assmann gave an assessment of current funding and future opportunities: 
- Funding has not been reduced.
- Current funding provides for approximately one 30% full time employee (FTE)(approximately 15% of Ms. Fish’s time and 15% of Ms. Hui’s time).
- Past hour allocations have exceeded the available funding. 
- The Department of the Environment is currently looking for additional funding sources and opportunities. The goal is 25-50 thousand dollars in additional funding. 
- Overhead is included in the Department’s costs.
- Director Assmann to meet with Council Chair Flanagan ahead of next full council meeting to understand options for best allocating existing funding and review options for additional funding
- Director Assmann to provide historic information on previous funding levels and sources. 

Member Flanagan left the meeting and Member Sherwin joined the meeting during this agenda item.  Member Sutherland left the meeting after this agenda item.

Public Comment:

Ms. Nancy Wuerfel provided comments that were read into the record requesting that the Department of the Environment continue to provide adequate funding and staff support to the Urban Forestry Council (Reference explanatory document).

Council Member Hillson requested better communication between the Department and Council on budget issues.  She referenced Director Nutter’s letter regarding a work order for the Urban Forest Program.   Member Hillson requested that City department work order allocations for urban forestry work be allocated for its intended purpose.  She stated that she was glad that the Department is reaching out to other City departments for additional funding.  (Reference explanatory document.)

Member Sutherland stated that she believes funding was stable at $51,000 for the past two years and asked how the Department managed to maintain the level of staffing.  Deputy Director Assmann reported that the Department was spending more than it should have on urban forest work when revenue dropped and is currently working on securing additional funding from City departments to provide adequate support for the Council. 

Item 9 was heard before Items 5-8.

5. Board of Supervisors Working Group. Chair to give update as to anticipated Supervisor meetings and potential schedule. (Explanatory Document: Board of Supervisors Meeting Tracker) (Discussion)

Member Sherwin reported that she would reach out to Supervisor Avalos and circulate available dates for a meeting.  Member Sullivan reported that he would reach out to Supervisor Wiener and circulate available dates for a meeting.

6. Update on Street Tree Pamphlet. Chair to give update on status. (Discussion)

Prior Council Member D’Agostino would be working with Member Sutherland for a final signoff of the Street Tree Pamphlet.  Outstanding item for completion is sign-off on logos for inclusion on the pamphlet.

7. Urban Forestry Council New Member Recruitment.  The Committee will discuss the Council’s vacant seats and potential candidates for new members. (Discussion and Possible Action)

No discussion was held on this agenda item at this time.

8. Urban Forestry Council Annual Goal Setting. The Committee will review last year's goals and identify new goals for 2013.  (Explanatory Document:  2012 Urban Forestry Council Prioritized Work Plan Goals) (Discussion and Possible Action)
This agenda item was deferred for discussion at the next full Council meeting 

9. Update on the Urban Forestry Council 2012 Annual Report.  (Discussion)

Urban Forestry Council Coordinator Hui reported that she is:
- Awaiting final responses to the Urban Forestry Council questionnaire and clarification to the Presidio reply. She expects final data within a few days.  
- To forward previous Annual Report format and data/questionnaire summary to the working group (Sandy Sherwin and Larry Costello) once data collection is complete.
- To currently provide a data summary only.  Any additional analysis is to be by the working group. 
- For next year, the Annual Report Survey/Questionnaire needs to be sent out by the last week of June 2013 (end of Fiscal Year.  Last year, the survey/questionnaire was not sent until December.  
- Working group is to prioritize release of survey/questionnaire for end of Fiscal Year.

10. New Business/Future Agenda Items.  (Discussion)

Future agenda items include a review of options for Urban Forestry Council funding and current allocation and options for maximizing funding based on Council needs.

11. Public Comments:  Members of the public may address the Committee on matters that are within the Committee’s jurisdiction and are not on today’s agenda. 

There was no public comment at this time.

12. Adjournment. The Planning and Funding Committee meeting adjourned at 5:14 p.m.

The next Planning and Funding Committee meeting is scheduled for Tuesday, March 12, 2013, at 4:00 p.m., City Hall, Room 421.

Prepared by Andrew Sullivan, Interim Committee Chair

Copies of explanatory documents are available to the public at (1) the Department of Environment, 11 Grove Street, San Francisco, California between the hours of 9 a.m. and 5 p.m., (2) or may be available at the Planning and Funding Committee’s meeting website http://www.sfenvironment.org/about/taskforce/urban-forestry-council/agendas posted  with each agenda or meeting minutes, (3) upon request to the Council Secretary at the above address, telephone number 415-355-3709, or via e-mail at [email protected] within three business days of a meeting.

Approved: March 12, 2013