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HAMMITT Bob From: LYLE Les A To: JENNINGS Carrie A; HAMMITT Bob Cc: ANDERSEN Chris F; LANKSTON Jeff Subject: RE: 13th Avenue Project Date: Monday, June 16, 1997 7:58AM Thanks for the response. I will talk some more to Jeff and see if I can get a little more detail before we make a decision if discipline is in order. One thing to keep in mind on this incident is that we also have the County in the loop on this one which makes management that much more challenging. It only reinforces the need to further communicate during the construction stage. I am considering putting out a general memo to the project staff that will highlight the issue of Heritage and Historic trees. Its not that often we come across that type of situation but this year we've at least had two projects with H & H so now is the time to make this a learning experience. What I want to have happen when these type of trees, at minimum, are potentially impacted by a road project, that we get documentation that summarizes what all parties expectations are and concurrence from the players. In other words, the project manager prepares the document and then those involved will sign or concur through an e-mail. I know we have been most successful in the design phase to cause some of that to happen (mainly at the scoping meetings) but my hunch is not prior to construction. I need to reinforce the special nature of these trees in particular and all trees in general both during design and in construction. We will look at the additional penalty clause in our spec if a tree is removed. We will also want to talk about an on -site arborist on specific projects since I am assuming that will help off load some of Scotts time. So, more to come from this one I'm sure. Thanks Les L From: JENNINGS Carrie A To: LYLE Les A Cc: MEDLIN Johnny R; PLAMONDON Scott F; ANDERSEN Chris F Subject: RE: 13th Avenue Project Date: Friday, June 13, 1997 9:17AM Les, I still don't know that I have enough details to make a decision regarding whether or not to issue some level of discipline. After the meeting with Jeff and Bud yesterday, I would certainly change my tact from severe. The problem I have is that in discussions with Scott he says he has covered this issue numerous times with Engineering staff. I am not sure who was in the room at that time, but I assume that if Bud was the project coordinator he heard these conversations. It sounds like Jeff's perspective is that the laughter that occurred at the Green Street project meeting was not about the fact that trees were damaged, but something else. I am still not clear on exactly what occurred there. Perhaps the right tact for you to take is to set Jeff and Bud down and tell them that you considered disciplinary action on this issue, but given the circumstances decided not to take action. Rather you felt that our joint meeting consisted of serious coaching and counseling. You might tell them that future damages to trees will definitely result in disciplinary action. Somehow we have got to get this stopped before we are all hung. I don't completely understand your process but am under the impression that you have pre- construction meetings with contractors. Perhaps when there are Heritage /Historic or other large trees on projects, they become a specific topic of the meeting. To get their attention you might tell them anytime they cause damage to a tree to the point it needs to be removed, we will bill them for the value of the tree. You might cite a couple of examples; such as, a 25" Maple is worth Page 1