HomeMy WebLinkAboutWK - August 5, 20151685 CROSSTOWN
C I T Y O F
NL66
BOULEVARD N.W. • ANUUVEK, MINNtSUTA 55304
FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV
City Council Workshop
Wednesday, August 5, 2015
Conference Rooms A & B
1. Call to Order— 6:00 p.m.
• (763) 755 -5100
2. Presentation/Resident Reporting Tool /Flat Rock Geographics - Engineering
3. Discuss Emerald Ash Borer (EAB) Management /15 -28 —Engineering
4. Other Business
5. Adjournment
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV
TO:
CC:
FROM:
SUBJECT:
DATE:
Mayor and Council Members
Jim Dickinson, City Administrator
David D. Berkowitz, Director of Public Works /City Engineer
Presentation/Resident Reporting Tool/Flat Rock Geographies - Engineering
August 5, 2015
INTRODUCTION
Blaine Hackett from Flat Rock Geographies, the City's GIS Consultant will be presenting an option on a Resident
Reporting Tool that can be used by the public to report concerns.
DISCUSSION
The City Council has set a high priority goal to enhance communication with the public. To work toward meeting
this goal staff has been researching possible options to provide the residents of Andover and reporting tool to make
it easier and more convenient to report concerns and receive status reports on the reported concern.
Two options have been researched by staff. The presentation will be based on a tool that would be developed by
Flat Rock Geographies. Attached is information provide by Flat Rock Geographies on their proposed Resident
Engagement Application. The City has an opportunity to work with the City of Fridley in the development cost of
this program and share the cost. If both Cities are willing to move forward the development cost for each City
would be $3,000 each. The ongoing maintenance of the program would be covered through the City's existing
maintenance agreement for other programs we have with Flat Rock Geographies.
The other option is PublicStuff. This is a New York based company and they currently provide this service for the
Cities of Edina and St. Louis Park and are expanding into other communities. Attached is information provided by
PublicStuff for your review. The cost to develop this program for the City is $8,000 to $10,000 with an annual cost
of $6,000 - $8,000 for maintenance.
ACTION REQUIRED
The City Council is requested to review the information provided and direct staff on how to proceed with the
options for enhancing communication with the public.
Res ectfully submitted,
areQi`V
David D. Berkowitz
Attachment: Flat Rock Geographies Resident Engagement Application & PublicStuff Residential Reporting Tool
cc: Blaine Hackett, Flat Rock Geographies
Resident Engagement
Application
The resident engagement app is a resident driven application that can be
tooled to capture any type of information using the location of the user. In
this instance, the app will be used by residents to input issues they find
when they are out and about in the city. This could include potholes, broken
park bench, trees blocking traffic signs,
Instead of being an app downloaded from itunes or Android store, our
solution will be a web app that runs through any web browser (Internet
Explorer, Chrome, Safari, .etc). The application uses responsive web
technology to afford a similar user experience on smart phones, tablets,
laptops or PCs. Being a web app allows for linking to the city website for
easy access by residents.
This application is made to be very user friendly so residents are able to
easily log their issues.
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Finally, at the bottom of
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This information goes
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database used for
tracking all city issues,
service requests and
work orders.
The most important aspect of the resident
engagement is the ability to store that data in
a database for tracking by the city. An email
can get forgotten or lost easily. Also, the
ability to search and track the issues is
critical to resident response.
The resident engagement app would save
each issue logged by a resident in the same
database the city has been using for the last
two years to track phoned in or internal
issues /service requests /work orders.
Further, the current application, seen to the
right, has the ability to search by map or by
database information. It also has the ability
to assign staff to take care of the problem
and track their time.
The issues coming in from the residents
would be categorized so staff would know
which were logged by city staff and which
were logged by residents.
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May 2015
Who We Are
PublicStuff offers government agencies white - labeled citizen engagement apps and websites to extend
access to city services while integrating within agency workflow.
What We Do
PublicStuff supports more than 150 cities and counties across the United States, and will help to
modernize government by improving transparency and enhancing communication between agency and
citizen.
How We Do This
PublicStuff provides cities with:
City Branded Mobile App & iFrame
Residents can transact with cities by submitting service requests in an app that features
- Customizable widgets that push relevant content to your citizens and tourists, keeping them
constantly engaged
- A simple, beautiful, easy to use interface; we are the only company that provide such an intuitive
user experience
Powerful CRM (Citizen Relationship Management system)
Reduce operating costs and make your staff more efficient with a powerful CRM.
- Streamline request assignments with automated routing and notifications
- Offer a central knowledge base of answers to common questions, reducing staff burden
- Communicate directly across departments and staff users in one central location
- Increase citizen satisfaction with transparent and responsive government.
- Customize your CRM for your city using numerous flexible controls that allow you to monitor
what information is presented to the public, what is kept private
Dynamic translation
In support of the74% of Dinuba residents who speak a language other than English, PublicStuff provides
full, dynamic translations on the mobile app and iFrame.
Data Repository & Reporting Suite
Leverage data to define priorities and make decisions that improve resident service.
- Analyze departmental performance and trends with customizable reports and visualizations
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Dedicated Account Management
Each city is paired with a dedicated account manager who will assist with
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Continual to day support
How this will benefit the city
By working with PublicStuff, cities will experience:
Brand Management & Quality Customer Service
By creating a branded city mobile app, Dinuba will give residents a single, easy to use portal through
which they may access everything they need to know about the city. It will also serve as a single point of
contact through which residents may transact with the city, whether by submitting a service request,
signing up for a class, or paying a utility bill. The city can provide high quality customer service, while
reducing call volumes and friction for city staff.
Transparency and Inclusivity
Through features such as subscription push notification and dynamic translation, residents will be able to
confidently engage with government through a number of personally meaningful channels
Lowered call volumed, streamlined workflows
Third party integration, automated workflows, and a flexible CRM ensure seamless communication
between residents and government staff.
Future Proof Products
In an effort to meet our clients constantly changing CRM and mobile needs, PublicStuff continuously
pushes product and software updates.
PublicStuff Efficiency and Cost Savings
May 2015
Efficiency:
PublicStuff will increase administrative efficiency in Andover through:
Reduced Call Volumes
Our resident facing mobile app and iframe allows more residents to submit request through channels that
are convenient to them, and easier for the City to monitor. The increased transparency associated with
these channels will also reduce traffic from the City's "frequent fliers."
Streamlined and Automated workflows
PublicStuff s automated workflows ensure requests are automatically directed to the correct departments
and individuals. Our integration into mapFeeder immediately immediately sends request data to 3rd party
software without triage or manual entering, reducing redundant labor on the part of city staff.
Reduced redundancy
Integration allows for staff to work within a single software, while ensuring that information flows
seamlessly between publicstuff CRM and 3rd party. Our system also checks for duplicate requests and
allows cities to merge duplicates.
Central Data Repository
All request information from all channels (phone, walk in, email, mobile, and iframe) is logged into a
single CRM and centralized into single database.
Cost:
PublicStuff will reduce operational costs in Andover through:
Reporting That Ensures Efficient Use of Resources
Our reporting suite is equipped with features such as heat mapping, route planning, and duplicate
detection - -all features that will allow cities to efficiently allocate resources and reduce costs.
CRM and Mobile for the Entire City
Rather than simply providing cities with a mobile app, PublicStuff provides cities with mobile and iframe
reporting, as well as a CRM for the entire city government. This CRM can be used by all departments, not
just Code Enforcement and Public Works. This is especially useful for departments that have no current
CRM or 3rd party software in place to track internal or external requests.
SaaS Model of Pricing
We take on the financial risk upfront by operating through yearly subscription fee. Furthermore, the City
will have access to our full suite of services, including implementation and integration support, as well as
a dedicated account management.
Future Proofing
PublicStuff will always provide for future software updates, preventing the city from having to use
outdated modules and legacy software.
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV
To: Mayor and Council Members
CC: Jim Dickinson, City Administrator
David D. Berkowitz, Director of Public Works /City Engineer$
From: Kameron Kytonen, Natural Resources Technician Kk
Subject: Discuss Emerald Ash Borer Management /15 -28 - Engineering
Date: August 5, 2015
INTRODUCTION
The Emerald Ash Borer (EAB) is a devastating insect that attacks all species of ash trees. It was found
in St. Paul in 2009, and since then has popped up in several other cities. It was most recently found in
Ham Lake in March, which was the first find in Anoka County. Since first being found near Detroit,
Michigan in 2002, this insect has killed millions of ash trees in Minnesota, Michigan, Ohio, Indiana,
Wisconsin and some Canadian provinces.
The City has an EAB Management Plan that has primarily been on standby for the last few years. Now
that EAB has been found in Ham Lake, it's necessary to plan for the eventual appearance in Andover.
DISCUSSION
The following are some points of discussion:
• The City may need to provide a marshalling yard, which could be used for storing and
processing diseased wood. Anoka County may create one for the whole county. EAB spreads
primarily thru infected firewood being transported from county to county;
• Should the City REQUIRE the removal and proper treatment of infected ash trees?
• Should the City provide financial assistance to residents for chemical treatments?
• The diseased tree ordinance will need revision to cover EAB; language on prohibiting firewood
outside the City is recommended, as there is a quarantine in Anoka County; ,
• The City will need to decide if chemical treatments should be used on select ash trees on public
properties; and
• An EAB budget may need to be created to cover costs of management.
ACTION REQUESTED
The City Council is requested to come ready for discussion, review the EAB Management Plan and
provide comments as needed.
Resp ctfully su mitted,
Kameron hen
Natural Resources Technician
Attach: Emerald Ash Borer Management Plan
"EAB Lessons Learned in Michigan and Ohio" handout
00AFT
City of Andover Emerald Ash Borer Management Plan /Program
PURPOSE
The City of Andover supports a proactive approach to identifying and planning for Emerald Ash
Borer (EAB) infestations to help spread the costs over a manageable time period and limit the
detrimental effect on property value, quality of life and the environment.
APPLICABILITY
This management plan is applicable to all public and private properties within the City.
EAB COORDINATOR
The Natural Resources Technician (NRT) shall be responsible for implementing and overseeing
this program.
HISTORY OF EAB
EAB (Agrilus planipennis) is an introduced pest that has been confirmed in fourteen (14) states,
including Minnesota, and two (2) Canadian provinces. It was first discovered near Detroit,
Michigan in July 2002. Since its initial finding, millions of ash trees have died and it's cost
states, municipalities, nurseries, forest industries and property owners millions of dollars.
EAB attacks all species of ash trees ( Fraxinus spp.) found in Minnesota, which include green ash
( Fraxinus pennsylvanica), black ash ( Fraxinus nigra) and white ash ( Fraxinus americana).
Minnesota is home to more than 900 million ash trees statewide. Mountain ash are not of the
Fraxinus genus, so are unaffected by EAB.
By the end of 2010, EAB has had been confirmed in three (3) Minnesota counties: Hennepin,
Ramsey and Houston. As of July 2015, it's also been found in Anoka County, as it was found in
Ham Lake in March of 2015. It is uncertain when EAB will move beyond the known infestation
sites and impact Andover.
While the adult beetles feed on ash leaves and do little damage, the larvae feed on the inner bark
of trees, disrupting its ability to transport water and nutrients up to the canopy. As the number of
larvae in a tree increases, less water and nutrients reach the canopy, resulting in dieback in the
canopy. Initial attacks tend to be in the upper portions of the canopy. By the time visible
symptoms are obvious, the population of EAB has grown and likely spread to other ash trees in
the area.
RECOGNITION OF EAB
Signs /symptoms of EAB that can help detect an infestation include:
• Increased woodpecker activity /damage
• Bark splitting (vertical slits)
• Canopy dieback
• D- shaped exit holes created by adult insects as they emerge from the tree
• Epicormic branching/shoots near base of tree
• Serpentine (s- shaped) larval galleries that are packed with frass
AUFT
EDUCATION
The City will continue to educate residents and elected officials concerning EAB using
newsletter articles, segments on QCTV, the website and public and group presentations.
TRAINING
The NRT will stay informed about EAB outbreaks and research, including outcomes of the pilot
programs with wasps. City staff will be trained by the NRT to aid in City planning, responsible
tree removal and disposal and coordination of City response.
INVENTORY
A local ash tree inventory will allow the City to determine what is at stake, help determine which
areas should rank as priority management areas and help with overall planning efforts.
Currently, the NRT has begun recording GPS locations of ash trees while in the field. Data
collected includes number, size, condition and management recommendations.
Conducting a broader sample survey or complete inventory provides these benefits:
• Provide the percentage of public and private trees that consist of ash species
• Help plan for budget impacts for removal and replacement of trees
• Locate priority areas for tree management plans
• To forecast potential impacts of infected trees on private property
• Estimate volume of wood potentially requiring disposal
• Identify homeowner associations that may benefit from education and planning
DETECTION AND MONITORING
Staff will continue to inspect public and private properties, both on request and during routine
inspections. Suspect trees will be carefully analyzed. Sampling mechanisms to be used will be
consistent with Minnesota Department of Agriculture (MDA) guidelines and will include but not
be limited to visually looking at all parts of the tree, branch removal and bark shaving with a
drawknife. Staff from the MDA will be contacted if EAB is suspected or confirmed in a tree. If
staff detects an early infection which is limited to a few trees, the City may encourage tree
removal to slow the rate of spread.
As in the past, the City will volunteer to allow MDA to set up purple traps in trees on public and
private properties (with permission), to determine a presence of beetles in the City. The traps use
a sticky substance to trap the beetles.
ORDINANCE REVISION
The City will revise its diseased tree ordinance to include EAB as a threat to the urban and
community forest. The ordinance amendment will specify requirements for proper management
of EAB infested trees.
iJ)ONi'T
ASH TREE REMOVAL
• Public trees (as authorized by the EAB Coordinator):
• Any boulevard tree found to be positively infected with EAB will be removed
• Any park tree in a landscape setting infected with EAB will be removed
• Trees in wooded areas in a park that are positively infected with EAB and deemed
a safety hazard will be removed. All other cases will be looked at on a case by
case basis
• Any stressed tree may be removed
• Any tree may be removed, if determined appropriate; reasons may include under
power line, safety hazard, near infection center, etc.
• Private trees:
o EAB Coordinator will advise property owners of available options. Details on
removal requirements will be specified in approved diseased tree ordinance.
TREE DISPOSAL AND UTILIZATION
Approved options for proper disposal of wood positively infected with EAB:
• Transporting the wood to an approved disposal site
• Chipping the wood to dimensions no greater than 1" x 1" x 1"
• Burning
• De- barking (removing all bark and at least 0.5" of outer wood)
• Treatment (including heat treating, kiln drying, fumigating, seasoning or another method
approved by the MDA)
The NRT will continue to seek creative, cost effective ways to utilize ash trees. Examples may
include finding a small scale logger who has a special market for ash or a property owner with a
sawmill who makes unique products out of ash.
PLANTING
Ash will no longer be planted on public properties or recommended to be planted on private
properties. Ash trees have been removed from the "City of Andover Tree Planting
Recommendations" handout.
Staff will encourage planting other species. Native species found from common seed sources are
highly recommended. The City will also plant a variety of species, as diverse plantings reduce
impacts of insect or disease outbreaks.
CHEMICAL TREATMENTS
Currently, there are no cost - effective treatments for widespread city consideration.
The EAB Coordinator will provide consultation and information to help property owners devise
treatment plans, as requested. Information will include the handout "Homeowner Guide to
Insecticide Selection, Use and Environmental Protection." Staff will advocate for responsible
application of chemicals that can be done by ° non lieensed per-son. For chemicals that require
professional application, only Certified Pesticide Applicators shall be recommended.
D00AFT
BUDGET
The City Forestry Fund will include a new category called "EAB Fund" and wi44 may fund this
plan beginning in 241-2 2016 with a $5,000 allotment. Each year, an additional $5,000 may be
added.
The NRT will continue to seek grant opportunities to fund this plan.
PARTNERSHIPS /CURRENT ACTIVITIES
The City will continue to work with the MDA, DNR, Minnesota Shade Tree Advisory
Committee (MnSTAC) and neighboring communities.
The NRT is was a board member of MnSTAC and as even chairman of the Forest Health
Committee in 2011, is eFlEing en hosting hosted a discussion on EAB for communities around
the state.
The City held a meeting with neighboring communities in August 2009, and plans to hold more
meetings in the future. Included local units of government include the Cities of Blaine, Coon
Rapids, Ham Lake, Ramsey and Anoka County Parks. Regular meetings will allow for idea and
resource sharing and a regional EAB program that is consistent and cost effective.
SUMMARY
EAB poses a serious threat to Andover's urban and community forest. The City will implement
this EAB Management Plan/Program to the extent feasible. This management plan is dynamic
and subject to revision(s) as new information about EAB becomes available and/or as new
treatment options are identified. Furthermore, this plan is also subject to revision should state
and/or federal policies necessitate plan updates.
20" 2015/2016 TASKS /GOALS
• Present plan to and train City staff about EAB
• Deyel,.p and provide information paeLot to ublie er4a st.,FF
• Lend in rtna fi.... on E-4 R to 4...7..yer- T : sed Teo Care !`.,...parries
• Meet with neighboring communities (Ramsey, Ham Lake, Blaine, Coon Rapids and
Anoka County Parks)
• Continue inventory
• Remove stressed ash trees in boulevards and parks
• Prepare education materials on EAB for public events, newsletter & website
• Have booth and/or presentation at Home Show
• Establish Budget to be included in the City 24P 2016 Annual Budget
CONTACTS
EAB Coordinator: Kameron Kytonen, Natural Resources Technician: 763 - 767 -5137
k.kytonenAandovermn.gov www.andovermn.gov
MDA Arrest the Pest Hotline: 651- 201 -6684
EAB Lessons Learned in Michigan and Ohio
by Laura ff!voll. Urban Foresir s Communications Specialist and
Richard Rick ow. State Urban Foresti)- Coordinator
D.NR Division ofForestry
The Wisconsin DNR Urban Forestry staff and two supervisors recently spent two days visiting communities in
southern Michigan and northern Ohio to learn firsthand how communities are responding to emerald ash borer
infestation.
Michigan DNR and Ohio DNR and Extension staff arranged for the group to meet with representatives of eight
communities, each employing an assortment of management options to address staggering tree mortality and critical
wood utilization issues.
Several recurrent themes emerged as communities shared lessons they have learned.
Define roles. Many players are invoked when EAB comes to town. It is critical to agree on specific roles for
federal, state and local government staff and for business, nonprofits, volunteers, etc., to ensure all resources are
engaged and to avoid overlap, miscommunication or turf battles_ Ordinances or policies defining authority and
responsibility should be in place before EAB hits.
Start planning early. Unfortunately most communities, even in Michigan and Ohio, are in denial until an
infestation hits locally. When EAB is finally detected, populations often surge and management shifts quickly into
crisis mode. Tree removals become a major workload, quickly overcoming resources and staff capabilities. Planning
before this happens is critical.
Seeing is believing. Support from elected officials for this early planning is essential, but very tough to get. The
more you engage elected officials through presentations, site visits and bus trips the more successful you'll be.
inventories, even if just of the ash population, are critical to early planning et7brts and forecasting budgets for
labor, equipment, staff training and restoration. This was universally stressed by every community we talked to.
Visual surveys should start at the tops of trees. While tree girdling is currently the best method available for
systematic detection surveys, an infestation may still go undetected. Ohio and Michigan communities are finding
infestations first in the tops of mid -sized trees before any symptoms are visible From the ground. So, in addition to
the state's detection surveys, to assure that we find EAB early, it is important for arborists to be looking for the
characteristic D- shaped hole and other signs of EAB during their routine treetop work in ash.
Wood disposal must be addressed. Additional planning is needed for wood utilization. Profit is unlikely, but
utilization can minimize disposal issues and eliminate or offset disposal costs.
Funding will be needed, period. Communities will need to find funds to cover the huge expense of equipment,
removals, disposal and replanting. One community set up a trust find for donations. Another deferred the purchase
of a S I million fire engine for five years to pay for the cost of removing ash. EAB will be a public safety issue that
trumps even fire protection! The loss of tree canopy will also increase other expenses. One community found that
their water bills spiked upward 33% due to increased watering of previously shaded lawns and gardens now baking
in the sun. Storm water runoff and electricity use for air conditioning could also increase.
Waiting and doing nothing will be more expensive. it costs two to three times more to remove a completely dead
ash tree versus a declining but live tree. Waiting until EAB hits before you make a plan to remove, dispose of and
reptant your ash will leave you with no contractors available, no markets for your waste wood and no trees to buy
and plant. Communities that planned ahead have Finds to replant. Those that waited to react do not.
The group also visited a Michigan community that is treating public ash trees with systemic insecticides and a
cooperative ash research study conducted by The Ohio State University and the City of Toledo, located on a city
boulevard. Results of these studies and further conclusions drawn from our trip will be shared in future issues.
To get your community started planning for EAB, visit our EAB Toolkit Web site at
hno :;7dnr.cvi.2ov %forestrv'ufteab or contact your regional urban forestry coordinator (see page 16). To stay current
on EAB, subscribe to the Wisconsin Urban Foreshy Insider e- newsletter at hap afro «.i.< ov YgTzstry if- or visit the
Wisconsin EAB Web portal at htt,t i*.,"emeral<i lsliborer }k_ __o%
EAB Lessons Learned in Michigan and Ohio t ' Section 2.[D]