BOROUGH OF POOLE
ENVIRONMENT OVERVIEW AND SCRUTINY COMMITTEE
4 MARCH 2010
TREE MANAGEMENT POLICY
1 /PURPOSE
1.1 / For members to consider the draft Tree Management Policy and the future implementation of the policy. The scope of the Tree Management Policy is management of trees on Council owned greenspaces, woodlands and highways.2 /
DECISION REQUIRED
2.1 / Members are asked to recommend that Cabinet approve the Tree Management Policy.3 / BACKGROUND
3.1 / The Borough of Poole is responsible for ensuring that its tree stock is managed for public safety, trees are protected for their aesthetic value and that legally protected wildlife species are safeguarded.
3.2 / Motion
A motion was brought to the Environment Overview and Scrutiny Committee in February 2009:
“It is over 2 years since the review of the Council’s current Tree Management Policy was requested and as no such review has appeared then we, the undersigned, once again request that the Council does actually review its Tree Management Policy and in doing so address the following issues,-
(i) the current policy of only carrying out work from Council owned trees in the event of trees being deemed dead, dying or dangerous is having an adverse impact on the quality of life of Poole residents
(ii)the current policy of leaving dead wood needs to be applied in a sensitive fashion, particularly when the tree is within close proximity of residential properties”
Signed:Councillors Matthews, Mrs Moore, Brooke, Clements, Mrs Long, Wilson, Martin and Allen.
Prior to this report the Council does not have a formal adopted Tree Management Policy.
3.3 / A Working Group was set up in October 2009 with Cllrs Chandler, Moore and Rampton attending site visits and 4 meetings of the Working Group to work with Leisure Services officers to produce the Tree Management Policy (Appendix 1). The Working Group has also benefitted from expertise and experience from Poole Housing Partnership, Transportation Services and Planning and Regeneration Services.
3.3.1 /
The fundamental approach of the Working Group has been:
- To strive for a succinct, comprehensive policy
- To ensure that the policy is achievable within current resources, in recognition of the financial pressure on the Council
- To recognise that arboricultural work should prioritise statutory safety related work
- To take a holistic view of tree management.
In summary the policy strives to set up a framework whereby the Council manages its trees in a positive proactive manner, recognising the range of benefits that trees bring to the local environment and local residents and visitors.
3.3.2 /
The policy addresses the first point of the motion in 3.2 (i) by setting up a proactive programme of woodland boundary management and by up-dating the information available on resident’s rights under common law. It is recognised that the current level of resources may not reach the aspirations of the public or Members of what service can be delivered. The policy has recognised current resourcing levels and has made the assumption that a growth pressure on the budget would not be acceptable in light of the financial pressure on the Council.
The policy addresses the second point of the motion in 3.2 (ii) by including a specific policy statement in Appendix 1, section 7.7.3.4 / Scope of the Policy
3..4.1 / The Tree Management Policy covers trees on Council owned greenspaces, woodlands and highways. Planning issues such as Tree Preservation Orders and trees in Conservation Areas are outside the scope of this policy.
3.5 / Strategic Context of the Policy
3.5.1 / The adoption and implementation of the Tree Management Policy will assist the Borough of Poole in maintaining and developing green infrastructure, in line with the South East Dorset Green Infrastructure Framework (2009) and the Open Spaces Strategy (2004).
3.6 / Contribution to Corporate Priorities
3.6.1 / The management of trees on council managed greenspaces, woodlands and highway verges plays a significant part in the Council’s objective ‘Protecting Poole’s Environment’. Trees contribute to controlling temperature in an urban environment and tree cover will have an increasing role to play in mitigating the effects of climate change and related flooding.
3.6.2 / Public access to greenspaces contributes to residents ‘ health and well-being’… Trees in particular contribute to the appeal of greenspaces as well as providing physical positive attributes to the public, such as cleaner air, shade and shelter, as shown in summary in Appendix 2.
3.7 / Recent Improvements in the Arboricultural Service delivered by Leisure Services
3.7.1 / Over the last 6 years there have been a number of improvements to the arboricultural service delivered by Leisure Services as outlined below
3.8 / EzyTreev System
3.8.1 / EzyTreev is the market leader in tree management systems, for the management and maintenance of a large number of trees. It is modular in design, allowing it to be incorporated into a wide range of tree management scenarios:
- Enquiries system
- Integrated tree inventory
- Mapping system with aerial photos
- Tree works ordering
- Tree data collection and synchronisation facilities
- Budgeting system
- Reports
3.9 / Staffing Levels
3.9.1 / Since April 2004 there was one Arboricultural Officer in Leisure Services. This raised issues of capacity, business risk should that officer leave, and cover during times of leave. Therefore in 2009 existing revenue resources were transferred from other functions in greenspaces to create an Arboricultural Assistant post since April 2009. This Assistant now completes tasks such as surveys on significant highways and key highly visited greenspaces such as Upton Country Park and handles tree work applications about overhanging branches.
3.10 / Contract with Continental Landscapes Ltd
3.10.1 / As part of their ongoing quality control improvements Continental Landscapes Ltd local Poole Depot is working to obtain Arboricultural Association Approved Contractor status. A mock assessment is due in March 2010, prior to a formal application to the association. A target of achieving approval by the end of 2010 as been agreed via the Contract Management Board.
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/ISSUES
4.1
/There are a number of issues, which have resulted in the need for a formal Tree Management Policy, as outlined:
4.2
/Demand for Tree Work Applications
4.2.1
/Currently Leisure Services receive approximately 450 tree related enquiries per annum. There has been a steady increase from approximately 400 several years ago. It is recognised that there are high expectations from local residents that the Council will respond to residents varying requests to manage Council trees adjacent to their properties. These requests may be high profile for residents and Members but they tend to be of a non-urgent, low risk nature.
4.3
/Increasing use of greenspaces
4.3.1
/Greenspace maintenance involves 20% of the land surface of the Borough, including a large number of trees on that land. The use of greenspaces in Poole is increasing as demonstrated by the Poole Opinion surveys of 2004 and 2009. In 2009 it was estimated that there were 12.5 million visits per annum to greenspaces with Poole Park attracting 3,940,000 visits and Upton Country Park attracting 1,105,000 visits. The Council has a responsibility to carry out a structured programme of tree safety surveys on greenspaces, which is prioritised by risk factors and usage.
4.4
/Limited resource for arboricultural work in Leisure Services
4.4.1
/ There are currently two Arboricultural staff in Leisure Services. Their time is divided between the statutory duties such as surveying trees on green spaces, detailed tree surveys of highway trees, supervising contractors, input into tree related insurance claims and applications from the public for work to Council owned trees. The range of work undertaken is shown in more detail in Appendix 3.4.4.2
/The current Arboricultural budget is £137,500 per annum. This is broken into:
- Greenspaces - £82,000
- Poole Park - £2,000
- Upton Country Park £2,000
- Cemeteries - £1,500
- Crematorium - £2,000
- Highways - £45,430
In September a growth pressure was identified in the Medium Term Financial Plan of £35,000 needed to better fulfil duties of managing highway trees. This growth pressure was reduced to £15,000. The drafted policy recognises the financial pressures on the Council.
4.5
/Need to meet requirements of managing trees on public highways.
“Trees that affect the highway should be maintained in accordance with the principles contained within the Code of Practice for Highway Maintenance Management. This document entitled “Well-maintained Highways” was issued by the UK Roads Liaison Group in July 2005 and considers all aspects of highway maintenance in terms of safety, serviceability and sustainability. The primary responsibility is public safety and any trees that are on, or could fall on, the highway are considered as highway trees. Failure to put in place a reasonable inspection regime and subsequent action management plan for highway trees could adversely affect the Council’s defence in any related claims.”4.6
/Potential for positive tree work not yet reached
The corporate plan, Green Infrastructure Framework and Community Strategy recognise the high value of Poole’s environment. The Working Group highlighted that there is real scope for the Council to undertake positive tree work, which would contribute to the future quality of Poole’s environment. These included:
- Better management of urban woodland for wood fuel and wildlife
- Increased tree planting
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/IMPACT OF POLICY IMPLEMENTATION
5.1
/Short Term (next 3-5 years)
The short-term impact of implementing the policy will be that fewer individual household visits will be made. The level of arboricultural service to individual residents will be reduced, as outlined in the Levels of Services section in the Policy (section 12 of Appendix 1). Instead a Borough wide view will enable there to be a planned programme of woodland boundary management as per section 7.5 of the policy. This will be a more efficient use of staff time and council budget.
5.2
/Medium Term (next 5-10 years)
The medium-term impact of implementing the policy will be:
To attract external grant aid,
Increase the amount of proactive woodland management which will improve the woodland condition for both people and wildlife
To have a robust planned system of tree inspections in place to manage risk both to the public and the Council.
5.3
/Long Term (over 10 years)
The long-term impact of implementing the policy will be:
To reduce disruption from fallen trees during gales - councils that take a proactive approach to tree surveys have fewer fallen trees due to proactive tree management as issues are picked up during surveys and work undertaken.
- To increase the amount of tree planting across the Borough
To plan Poole’s tree stock holistically to help ameliorate climates change effects
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/IMPLEMENTATION OF THE POLICY
6.1
/It is intended that the policy is taken to Cabinet in April 2010 for formal adoption and that it takes effect immediately.
6.2
/Member Training
In recognition of the interest of Ward Councillors regarding tree related matters a Member Training session will be offered to all Councillors involving a short site visit and indoor session during the first two months of the policy.
6.3
/Update Public Information.
Currently a publication exists aimed at householders clearly outlining what the Council and householder’s responsibilities are in relation to trees. This publication will be updated in line with the new policy, promoted on the Council website and scripts at Customer Services amended in the first six months after the formal adoption of the policy by Cabinet.6.4
/ Tree Work ApplicationsIt is recognised that there will need to be a transition period from the current arrangement of receiving tree work applications to implementing the new arboricultural priorities in the policy. It is therefore suggested that there is a cut off date for receiving tree work applications, which takes effect of the date of formal adoption by Cabinet. Any applications received before this date will be processed in the normal manner.
It is anticipated that the transition from the current levels of service to the recommended levels of service will take between three and five years. This has been the experience of other local authorities who have taken a similar approach of shifting from reactive to proactive arboricultural work.
6.4
/Formal Review Period
6.4.1
/To ensure that the implications and implementation of the policy are assessed it is planned that close monitoring of the following takes place:
No of tree surveys undertaken
- No of enquiries received
- No of trees planted
- Amount of grant aid received
6.4.2
/ The policy will be formally reviewed by officers annually each July and an update for Members would be possible to report back on the implementation of the policy.6.5
/Seeking external grants
Grant applications will be made to seek additional funding to carry out tree planting and management of urban woodlands and any other tree related initiatives, which are in line with adopted documents.
6.6
/Planning related matters
As part of the Working Group discussions planning related matters arose and the Working Group felt it would be helpful to bring these to the attention of the Environment Overview and Scrutiny Committee for their possible referral to the Planning Committee
Residents being unaware that they can appeal against decisions in relation to Tree Preservation Orders.
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/IMPLICATIONS ON PROTECTING POOLE’S ENVIRONMENT
Proactive management of Council tree stock will make a significant contribution to protecting Poole’s environment. There are 68 urban woodlands and these make a valuable contribution to temperature control and ameliorating the effects of heavy rainfall.
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/FINANCIAL IMPLICATIONS
8.1
/The current budget for arboricultural work is ££137,575. The implication of the policy is achievable within existing resources.
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/LEGAL AND EQUALITY IMPLICATIONS
9.1
/The shift from reactive tree management to proactive tree management will enable the Council to better manage risk.
9.2
/The draft tree management policy makes policy statements that addresses the second point raised in the motion brought to the Environment and Overview Committee in February 2009.
9.3
/Maintaining tree stock on public highways, greenspaces and woodlands helps contribute to safer accessible sites for all members of the public.
Head of Service - Clive Smith
Leisure Services
Contact OfficerClare Freeman, Greenspace Manager
Tel01202 261377
Contact OfficerRichard Nicholson
Tel01202 261347
Contact OfficerAndy Osborne, Arboricultural Officer
Tel01202 261331
Background Papers
- Environment Overview and Scrutiny Committee Motion 26 February 2009
- South-East Dorset Green Infrastructure Framework, December 2009
Appendix 1 – Draft Tree Management Policy
Appendix 2 - THE ROLE OF WOODS AND TREES
The presence or absence of trees and woods is central to people's perceptions of the quality of their local environment and they offer a variety of benefits to communities. It is no coincidence that the most desirable residential areas are so frequently deemed "leafy". Trees and woods warrant therefore a special place in relation to the enhancement of public spaces and the urban environment generally. They play host to a spectacular variety of wildlife, provide opportunities for recreation, ameliorate pollution, generate oxygen, provide shade, help to stabilise the soil and provide us with renewable resources including raw materials andshelter. Of particular value to the urban environment is the role that they play in helping to clean the air, trapping dust, reducing storm water run off, reducing noise and pollution and helping to reduce asthma levels. Less tangible but also crucial to individuals from an emotional and recreational standpoint is their role in enhancing the local landscape and providing a tranquil environment for spiritual renewal.
Memorandum by The Woodland Trust (LIV 11) Section 3 The Role of Woods and Trees to the Select Committee on Office of the Deputy Prime Minister: Housing, Planning, Local Government and the Regions
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Appendix 3 – Range of Arboricultural work undertaken
LEISURE SERVICES ARBORICULTURAL OFFICERS ROLES AND RESPONSIBILTIESRole / Task / Responsibility / Notes
Highway trees / Survey, record and action for tree work where necessary the condition of trees on the highway / Statutory obligation / Survey and inspection work generates work orders. The more carried out, the more the cost of the work
Survey, record and forward to Transportation for action where necessary the condition of trees on private land adjoining the highway / Statutory obligation / Transportation use Highway Inspectors with some tree inspection training who report problems to Leisure Arb. Leisure holds the budget (ca. £46,000).
Record results of surveys and inspections into EzyTreev database / Responsibility in law
Inspect and action tree work where necessary in response to reports from Transportation eg potential danger trees / Duty of care / Often passed direct to contractors where branches below statutory heights.
Trees on Open Spaces / Survey, record and action for tree work where necessary the condition of trees in BoP Parks and Gardens / Statutory obligation / Not enough regular surveys of key sites carried out at present due to higher urgency of highway surveys
Survey, record and action for tree work where necessary the condition of trees in high intensity use areas of BoP Open Space / Duty of care / Not enough time available for these surveys as busy roads take precedence.
Survey, record and action for tree work where necessary the condition of trees in BoP woodland / Not undertaken at this time. Urban woodland is a valuable resource both now and in the future, which requires active management. Climate change is an important factor. This is not being undertaken at present due to perception as lower priority.
Record results of surveys and inspections into Ezytreev database / Responsibility in law / Recorded on Tree Management System
Respond to Lagan requests where customer reports a dangerous/problem tree / Duty of care / Reactive work increasing over time.
Action work by prioritising and creating work orders
Drive by inspection following severe weather events / Duty of care / Can take several days to cover Borough but needs to be priority according to weather
Operations / Supervision of contractors working on BoP sites / Statutory responsibility / Management of Contractors; Health and Safety at Work Regulations 1999;some spot checks on contractors but infrequent and not documented properly.
Insurance / Input into tree related insurance claims / Duty of care / Time consuming; details not usually known.
Input into tree related alleged subsidence events involving BoP tree / Duty of care / Very time consuming as usually extensive associated documentation
Investigating reports of damage by trees and taking action as required / Duty of care / Tree on house / branch on roof / damage to fence/roots in drains
Non-statutory workload / Applications from the public for work to BoP owned trees / Arboricultural Consultancy Service appears to be highly desirable and would be supported by members and residents.
Managing Arb Assistant
Planning consultations involving BoP trees
LAGAN management / At present, Lagan system duplicates EzyTreev Management System. Customer Service Advisors need to be able to access EzyTreev for up to date information concerning tree work applications. It would seem that the cost of licences is the only barrier to this.
Advice to other Service Units and Schools / On ad hoc basis. Arboricultural advice from highway tree roots to complete consultancy service.
Advice to public, Members and Leisure Services officers / On ad hoc basis. Arboricultural advice as required
Advice to Statutory undertakers / On ad hoc basis. Usually called out at 1 or 2 days notice. Arboricultural advice as required
Tree Planting programme / Very high strategic priority (climate change)
Tree inspection and diagnosis / Ad hoc basis
Prepare public information leaflets and writing policy
Guided walks / Infrequent though locally popular
Elderly People Dwellings/Housing tree management / Usually minor tree works, though consultation required on schemes and large surveys required
Prioritising work / On a daily, sometimes hourly basis
*external survey of roads through Continental Landscapes to produce remedial work up to value of available budget. Work generated over highway budget is funded from Parks.
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