Why would you want to develop a five year plan for trees?  Operating costs for good tree care are not a “once every five year issue” , but rather an ongoing process though out each year. A five year plan will help you understand what to expect next.

Take an inventory of what you have
Preparing an inventory that includes every tree in a complex will greatly ease the annual dilemma on how to appropriate funds for tree work.

Start with the date the complex was developed and what size trees were planted,( if that information is available). A simple inventory consists of just counting each tree and adding up how many of each type that you have. You would be amazed to find out how few complexes know what types of trees they have. A more detailed inventory would take the trunk diameters and estimate the height. Number each tree and note their location on a map of the complex. Even a simple list will help you determine your needs, and help you to prepare bids and requests. (Note: Saratoga Tree Service provides an inventory service where we note everything from the health of the tree to the sidewalks that are damaged, for those who wish more detailed data.)

The tree budget could have four different phases to it as follows:

Trimming costs
These can be determined by the type of trees that you have in the complex and their respective trimming cycles. For example, Pines could be trimmed once every five years, whereas Eucalyptus should be placed on a yearly or two year cycle.  If good records are kept as to when each type of tree was trimmed, it will greatly facilitate the budgeting process for consecutive years.

Removals
Identify the hazardous trees within the complex. Decide whether you are attempting to phase out a particular species or not.  Address any concerns homeowners may have regarding trees which they feel should be removed. Where are trees going to cause damage to foundations or hardscapes.

Replacements
Look at your replacement sites carefully and be sure to select an appropriate species for each site. Be careful to choose the best planting size (container) for your budget. The larger trees are very expensive and may not root as well as a smaller size. Some cities have tree replacement policies which dictate the size and number of trees you have to provide.  It is a good idea to check with the respective city offices before you order the trees.

Emergencies
These would include winter storm damage, hazardous trees and other facets of tree failure not usually included in the budget.

Keeping the trees on timely trimming cycles should reduce the spending needed for emergencies Heavy and neglected trees are more likely to fail than well-trimmed trees, and well-trimmed trees are less likely to decline in health.

How to ask for what you need developing tree service specifications
All too often, the bidders are asked to estimate costs, without specific standards of expectations. The hardest bid for us, is when we are simply asked to bid on “trimming the trees."  One tree service’s idea of what to do may be different from all the others unless specific guidelines are set. It is a waste of our time to estimate a complete detailed trimming at a higher price, only to lose out to the lower bid that did a quick and inadequate job. Understand your needs before going out to bid. When you are ready to get estimates, put down the specifics.

Examples of detailed specifics could be ... Drop-crotch 19 Eucalyptus by 20% for safety, Thin and deadwood only, or restructure, are some of the terms commonly used.

Know what you are asking for, and you will understand what you get.
The wording of tree contracts is important because it affects the range and quality of the bids you will receive. Quite often, tree companies are asked to “just bid on trimming all the trees in the complex.” This type of contract will produce the widest range of work needed, and with it, the accompanying range of dollar figures.

Develop a five year service plan
Knowing the future plans for the trees on the property will help you to develop a more accurate picture of needs and costs involved. A five year plan can get you on track and really save you money. We have broken down the steps into five simple but practical ways of doing this.

First year
If you do not have a current tree inventory, your first step would be to have an Arborist (or competent person) count and identify all the trees on the property. Know how many of each type and classify them by size .. i.e. small, medium, large & very large. Establish the trimming cycle (how often they need to be trimmed) for each species. Next, with an Arborist, identify all the trees (that are subject for removal), with a smal, obvious mark of paint. This will put them up for evaluation for everyone concerned. After approval, remove twenty percent of the worst problem trees throughout the complex. The remaining trees listed for removal should not be trimmed except for building clearance or hazards. Identify and trim the most hazardous and problem trees. Try to take care of all of one variety at a time to help simplify tracking and budgeting. Note the removals that were selected this year with a large painted X. Never use paint to identify trees that need to be trimmed. Make sure you understand the local city codes and get the required removal permits ahead of time.

Second year
Continue with the next set of removals. Take care of all your annual trimming needs. Pick the next variety of tree or trees that require maintenance every two years, and trim all of those. Once again, don't forget the removal permits.

Third year
Again, continue with the next twenty percent of the removals and annual needs. At this point you may have other trees that require trimming every two years but are not as large or troublesome as last years trees. Trim all of these and pick some of the lesser and smaller varieties on the three to five year cycle list. (Removal permits?)

Fourth year
The removals are nearing completion and your annual trims should be less of a job because of consistent maintenance. Trim all of the two year cycle trees again. By this time, your complex should be changing toward a lower maintenance situation. Now you will start to realize the long term savings for your budget as well as recognize the benefits of better tree selections.

Fifth year
The last year of your plan is not the last year work will be needed. The concept is to have all your problem trees gone by this year and the rest of your trees in good shape. Continued maintenance will keep your tees in a safe condition and should be less expensive, due to the proper care and continued maintenance. From here on out, your tree budget should be much less and your property very much improved. Carry on with the trim cycles as initially set forth and watch for developing problems. This process is very difficult to grasp and people get very attached to the trees that might need to be removed. It is indeed a chalenge to educate the people who live here as to why these changes are so important. Paint a clear picture of the long term damage and the limited growing space the improper trees are expected to live in. Also explain the benefits of proper spacing of the trees and choosing the right tree tree selection and a list of our favorites. (See that article)