TO: ADAM PIRRIE, CITY MANAGER
FROM: JEREMY SWAN, COMMUNITY SERVICES DIRECTOR
DATE: MARCH 25, 2025
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING AGREEMENT WITH WEST COAST ARBORISTS, INC. TO INCREASE COMPENSATION FOR URBAN FOREST MAINTENANCE SERVICES (FUNDING SOURCE: LANDSCAPE AND LIGHTING DISTRICT FUND AND GENERAL FUND)
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SUMMARY
On the evening of January 7, 2025, a severe windstorm hit the City of Claremont, causing damage to the City’s urban forest. The City’s response, which included the removal of fallen trees, branches, and debris, began immediately and lasted for a few weeks after the event.
West Coast Arborists, Inc. (WCA), the City’s urban forest maintenance contractor, was an integral part of the cleanup effort. The cost for WCA’s assistance related to the windstorm cleanup is estimated at $90,000. Staff recommends the City Council appropriate funding from the unassigned General Fund balance to cover the unanticipated costs of responding to and cleaning up after the windstorm.
RECOMMENDATION
Recommended Action
Staff recommends that the City Council:
A. Authorize the City Manager to execute an amendment to the existing urban forest maintenance agreement with West Coast Arborists, Inc., adding $90,000 in compensation to account for their response to the windstorm of January 2025; and
B. Appropriate $90,000 from the unassigned General Fund balance to fully fund the cost of WCA’s response to the wind event of January 2025.
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ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
A. Request further information from staff.
B. Take no action.
FINANCIAL REVIEW
To date, WCA’s cost for response to the wind event is $76,000. This cost includes branch, tree, and debris removal, as well as corrective pruning needed because of wind damage. The City estimates an additional $14,000 will be necessary to complete cleanup efforts. The estimated cost for WCA’s assistance with windstorm-related cleanup totals approximately $90,000. Staff recommends the appropriation of $90,000 from the unassigned General Fund balance to address the unanticipated costs of windstorm response.
The staff cost to prepare this report is estimated at $1,060 and is included in the operating budget of the Community Services Department.
ANALYSIS
On January 7, 2025, the City of Claremont experienced a severe windstorm, causing damage to the City’s urban forest. West Coast Arborists, Inc. (WCA), stepped in immediately to assist with downed trees, branches, and debris removal. Additionally, WCA’s costs include corrective pruning of trees damaged during the windstorm. The City has already paid WCA $76,000 for windstorm response assistance. Staff anticipates an additional $14,000 will be necessary to complete the cleanup from the wind event. It is expected that the cost for WCA’s services related to the windstorm will total approximately $90,000.
Staff recommends the City Council authorize an amendment to the City’s agreement with WCA for urban forest services to add compensation for WCA’s work on the City’s windstorm response.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jeremy Swan Cari Dillman
Community Services Director Community Services Manager