Commission members and staff discussed lower response rates for tree-planting requests this year and whether a change from mailed postcards to QR-code mailers reduced participation. Several members said they noted fewer returns and attributed it to the outreach method rather than fewer eligible residents.

A commission member said, “We were getting a better response when we used postcards than we have with QR code,” and others agreed some residents were unlikely to use QR codes. Staff said TCP requests can still be taken via the program website or by calling staff, and Rachel will process calls and entries into the tracking file. Commissioners asked staff to separate TCP requests from other mailings in the tracking spreadsheet so TCP entries are easier to follow.

On tree-guard logistics, the commission agreed it can release stored tree guards to residents who received TCP trees and asked for a lightweight record of recipients. Public-works staff said they have at least one boxed supply of guards on hand and agreed an email or short record that a named resident received guards would be sufficient for the commission’s administrivia. Commissioners discussed the practicalities of guard sizes and taller guards for deer-prone locations.

Administrative follow-up: staff said they will contact outstanding TCP requesters (requests carried over from the prior season), aggregate remaining requests in the shared file and provide commission members access or a printed summary so members can coordinate plantings and contractor schedules. Staff also said Ryan will handle tree planting and that the TCP fund is budgeted for a limited number of trees (staff cited a cap of about 70). The commission agreed to continue distributing remaining tree guards while supplies last.

Why it matters: lower response rates affect the program’s planned planting schedule and may shift where the commission focuses available trees and volunteer effort. Clear recordkeeping will be needed to track which TCP trees received tree guards and which residents remain on a wait list.

Ending: Staff will provide a cleaned tracking sheet and a plan to contact carryover requesters; commissioners asked for a simple one-page list of outstanding TCP requests before the next meeting.