Tree Board 9/8/26

Meeting Overview The Town of Montreat Tree Board convened on September 8, 2026, with Chair, Elizabeth, George, Ann, and Tyler in attendance. Commissioner Blake and Ashley Manson were absent. The meeting focused on administrative housekeeping, including board composition and procedural updates, as well as planning for upcoming community outreach events. The session concluded with the approval of the next meeting date and a motion to adjourn.

Key Decisions and Procedural Updates The primary administrative action taken was the scheduling of the next meeting for Tuesday, October 13, 2026, at 9:00 AM. While the board discussed several substantive topics, no formal votes were cast on policy changes during this session. Specifically, proposals to update the Rules of Procedure and revise the Tree Management Guide were tabled for further review. Elizabeth presented a proposal to adopt a revised Rules of Procedure based on a 2020 North Carolina School of Government guide, which would allow electronic attendance to count toward quorum and lower the threshold for amending rules from a two-thirds vote to a simple majority. The board agreed these items require additional review before any action is taken.

Discussion Highlights Significant discussion centered on the board’s composition and upcoming community engagement. The Chair noted that members George and Tyler have terms expiring on January 31, 2027, and invited them to consider renewal. It was clarified that the Land Care chair and Town Commissioner are automatic voting members, leaving three appointed seats open. Regarding operational guidelines, Ann and Elizabeth discussed simplifying the online Tree Management Guide by directing residents to external expert resources rather than replicating technical procedures. The board also reviewed upcoming events, including the Flat Creek Bio Blitz on September 18 and the Montreat Retreat Association’s (MRA) Wilderness Day on October 17. The Chair agreed to coordinate with MRA to set up an informational table for recruitment. Additionally, the board discussed planning for next year’s Arbor Day tree sale, with Kathy Putnam agreeing to organize the event and the board considering the ordering of understory trees.

Community Input and Public Comments Following the meeting, two individuals, Joe Griffith and Richard, approached the board to express interest in joining as appointed members. During the session, community members sought clarification regarding the regulatory authority of the Cottagers organization. Board members responded by clarifying that while Cottagers is an independent organization that predates the town and has historically funded land conservation, it holds no regulatory authority over residents.

Follow-ups and Next Steps Several specific action items were assigned to board members for completion before the October 13 meeting:

• Elizabeth agreed to send the red-lined version of the proposed Rules of Procedure to board members for review and to verify the specific expiration dates of all board members' terms with town records. She will also coordinate with MRA regarding the Tree Board’s participation in Wilderness Day and contact Green Works regarding the order of understory trees for Arbor Day.
• The Chair agreed to include an announcement in the Montreat Minute inviting residents to nominate trees for the "Treasure Tree" program.
• George agreed to share information about the September 18 Flat Creek Bio Blitz with Land Care members.
• Ann agreed to check on the status of signage for the Presbyterian Heritage Center’s history tour and ensure copies of Treasure Tree maps are available.

Impact on Residents These discussions and follow-ups directly affect how residents interact with town resources and community events. The clarification regarding the Cottagers organization helps residents understand the limits of that group’s authority. The planned outreach at the MRA Wilderness Day and the "Treasure Tree" nominations in the Montreat Minute provide residents with opportunities to engage with local conservation efforts. Furthermore, the review of the Tree Management Guide aims to make technical tree care information more accessible by referring residents to established expert resources.