Commission debates TCP planting logistics, watering letters and list access

Mount Vernon Shade Tree Commission members spent a substantial portion of their meeting on implementation details for the TCP and citywide plantings — including when to send homeowner watering letters, how to share the planting request list, and how to coordinate volunteers and crews.

Commission discussion focused on operational clarity and managing expectations. One commissioner said they were holding off on sending standard watering letters until staff confirmed which TCP trees were actually installed: “So, yeah, if I could get an update or I'll wait till you tell me everything's done before I send out those watering letters so I don't get the comment that I don't have.” The commission agreed that sending letters before trees are in the ground would cause confusion.

Staff reported the applicant list is maintained in a shared Google Drive but several commissioners said they could not access it consistently. A staff member said, “It's just a Google Drive,” and commissioners asked staff to re-send the link and to circulate an updated list to the group. Members noted there are “like 40 something names in there right now,” and that those currently on the list would be eligible for next year’s planting cycle.

The group also discussed watering logistics for newly planted trees, including the city water truck and volunteer crews. Commissioners reiterated the usual practice: if a homeowner’s tree has a bag and is in the ground, the homeowner should fill the bag; if the tree isn’t in, they should expect it soon. The commission asked staff to coordinate calls with homeowners who previously indicated they will be out of town during planting windows.

Outreach materials: Commissioners reviewed a draft mailer that will include a QR code linking to the TCP sign-up form and recommended simplifying the content into bullet points and clear contact options (QR code, web page, engineering department phone number). They also asked staff to add verbiage that sets expectations for response timelines (for example, that contacts and visits typically occur in late summer or early fall) so residents do not expect immediate contact after submitting a request.

Next steps: Staff (Brian and Zane) will re-send the sign-up link, provide an updated list of applicants, confirm which addresses have trees or bags installed, and prepare a revised watering letter and web content for commission review at the next meeting.