Loading...
2023-08-03 Tree Board Packeto Agenda Edmonds Tree Board REGULAR MEETING BRACKETT ROOM 121 5TH AVE N, CITY HALL - 3RD FLOOR, EDMONDS, WA 98020 AUGUST 3, 2023, 6:00 PM REMOTE MEETING INFORMATION Join Remote Meeting by using the URL: https://edmondswa- gov.zoom.us/j/82838461777?pwd=SGdQYjZUNjhNV3ZTSHdMdHNPT2xhdz09. This is a Hybrid meeting. The Public may join in -person or on-line. The physical location of the meeting is at 121 5th Ave N. City Hall, Brackett Room, 3rd Floor. The virtual Meeting ID: 828 3846 1777, Passcode: 068009. You may call in to the meeting by dialing (253) 215-8782 LAND ACKNOWLEDGEMENT We acknowledge the original inhabitants of this place, the Sdohobsh (Snohomish) people and their successors the Tulalip Tribes, who since time immemorial have hunted, fished, gathered, and taken care of these lands. We respect their sovereignty, their right to self-determination, and we honor their sacred spiritual connection with the land and water. 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF DRAFT MINUTES A. July 6, 2023 Draft Tree Board Meeting Minutes 4. APPROVAL OF AGENDA 5. AUDIENCE COMMENTS 6. UNFINISHED BUSINESS A. 2023 Work Plan Review & Updates B. Draft Tree Code Policy Recommendations 7. NEW BUSINESS A. Draft Tree Board Handbook 8. TREE BOARD CHAIR/MEMBER COMMENTS 9. ADJOURNMENT Edmonds Tree Board Agenda August 3, 2023 Page 1 Tree Board Agenda Item Meeting Date: 08/3/2023 July 6, 2023 Draft Tree Board Meeting Minutes Staff Lead: Deb Powers Department: Planning Division Prepared By: Deb Powers Staff Recommendation Approve (with any requested amendments) the draft Tree Board meeting minutes (Attachment 1) from the July 6, 2023 regular meeting. Attachments: Attachment 1 - July 6, 2023 Draft Meeting Minutes Packet Pg. 2 O °` "., CITY OF EDMONDS TREE BOARD Summary Minutes of Regular Meeting July 6, 2023 LAND ACKNOWLEDGEMENT Board Member Fagerstrom read the Land Acknowledgement CALL TO ORDER AND ROLL CALL Chair Cass called the Tree Board meeting to order at 6:00 p.m. It was noted that Chris Eck had resigned. Board Members Present Janelle Cass, Chair Bill Phipps, Vice Chair Kevin Fagerstrom Wendy Kliment Crane Stavig Ross Dimmick (alternate) Board Members Absent None MINUTES: Approval of June 1, 2023 Tree Board Minutes Staff Present Deb Powers, Urban Forest Planner Others Present Jenna Nand, City Council Liaison The June 1 Tree Board minutes were approved as presented. APPROVAL OF AGENDA Chair Cass moved to move the Tree Code Project Updates to item C after the Work Plan Updates and the Upcoming Events/Projects Discussion. The motion was seconded by Board Member Fagerstrom and approved with Vice Chair Phipps abstaining. Vice Chair Phipps moved to add a short discussion on Natalie Seitz' letter to the Board under New Business, item A. The motion was seconded by Chair Cass and approved unanimously. Vice Chair Phipps moved to add a discussion on clarifying Edmonds' tree canopy percentages to New Business, item B. The motion was seconded by Chair Cass and passed unanimously. Tree Board Meeting Minutes July 6, 2023 Pagel of 5 Packet Pg. 3 O The agenda was approved as amended. AUDIENCE COMMENTS There were no audience comments. UNFINISHED BUSINESS: A. 2023 Work Plan Review & Updates B. Upcoming Events/Projects Discussion • Edmonds in Bloom — Board Member Kliment said she received the printed signs from Ms. Powers and just needs to laminate them, attach the stakes, and drop them off to the garden tour contact person. Arbor Day: o Board Member Fagerstrom reported the booth and tent have been reserved and will be in front of the Rusty Pelican restaurant. Vice Chair Phipps will be bringing seedlings; Board Member Stavig is working on getting some small-scale residential garden trees. Chair Cass will be getting a hotspot from the Chamber of Commerce for the critical areas mapping activity using a computer. Chair Cass will make a poster/sign inviting people to check their address for critical areas. There was discussion about providing a press release to My Edmonds News and getting on their events calendar. Councilmember Nand recommended forwarding something to the PIO and using the opportunity to explain the Tree Board's work to the community. Chair Cass said she would write a draft press release for board approval. There was some discussion about purchasing additional trees for giveaways with the allotted budget. o Vice Chair Phipps commented that there are other ways to protect critical areas and recommended the Board inform people what else they can do besides protect trees. Other board members agreed that is an important message and noted that other organizations address those issues with public awareness. Ms. Powers noted the Watershed Fun Fair event as an example. There was discussion about whether the Tree Board should expand their focus at the Arbor Day event beyond the tree giveaway and critical area activity. Ms. Powers suggested the Tree Board host a table at next year's Watershed Fun Fair and note that on the Work Plan under potential projects. There seemed to be consensus to do that. Chair Cass noted they could provide links to other groups and information on the webpage since their conversation time with people who visit the booth will be limited. Board Member Kliment suggested that their focus at the Arbor Day booth should simply be to help people find out if they are in a critical area and what that means. Chair Cass concurred. Councilmember Nand recommended that Vice Chair Phipps could reach out to other boards, such as the Mayor's Climate Protection Committee, to see if they would want to push out any other messages. There was consensus to allow other groups' brochures on the table but not have them be an emphasis. o Councilmember Nand suggested setting up a joint meeting with the Mayor's Climate Protection Committee. Ms. Powers said she could check with the staff liaison on that committee. o There was discussion about providing information to people about the right way to plant a tree. Tree Board Meeting Minutes July 6, 2023 Page 2 of 5 Packet Pg. 4 O Tree Walk — Board Member Stavig reported that Bess Bronstein is available October 7t' to lead the tour immediately following the Arbor Day market event. She will come over prior to that day to refamiliarize herself with the trees and select the ones for the tour. Councilmember Nand suggested memorializing which trees she picks in case they want to make this an ongoing event. She recommended in the future they could consider expanding the tour to other parts of town such as Lake Ballinger area. She also recommended that the Board come to a City Council meeting to inform them about the Arbor Day events. Ms. Powers noted that staff will be making a City Council proclamation on Arbor Day events. • Sierra Park Signs — Vice Chair Phipps reported a message he received from the Lions Club and noted it does not appear that the sign project will happen this year. They were informed that Parks funds won't be available for three to four years. There was some discussion about using the $500 allocated for the Sierra Park signs for another project. Some ideas include more trees for the October giveaway event or living Christmas tree giveaways at the winter market. Homeowners' Tree List — Chair Cass offered to put the existing list into Excel and upload it to the FTP site so they can work on it collaboratively. Councilmember Nand suggested that the list feature two or three best examples in each tree category and add photos and a hot link to the webpage. Ms. Powers expressed concern about the staff time it would take to make design changes versus just updating the list. She showed Seattle's online street tree list as an example of a printable list with information that homeowners seek about trees. Board Member Kliment suggested just putting a link to the Seattle list on the website. Ms. Powers thought that would be a good idea until the Board has the resources to create their own list. Vice Chair Phipps distributed the Tree Board's Right Tree Right Place brochure as an example of a limited list of recommended trees with photos. There was discussion about trees and view issues in Edmonds and why the brochure was created. Ms. Powers discussed the background of the Right Tree Right Place slogan. • Exceptional Street Trees — tabled Winter Market — There was interest in adding this to the Work Plan if there are sufficient funds following the Arbor Day event. Vice Chair Phipps will reach out to the Chamber of Commerce for more information about the market. C. Tree Code Amendments - Project Update and Debrief Ms. Powers recapped the joint Planning Board/Tree Board meeting held the previous week regarding property owner tree removals. There was enough guidance at the joint meeting to create a draft code (with some gaps) which will be brought back to the Planning Board at a meeting that has not been scheduled yet. After that meeting, the Planning Board will discuss changes to the existing code prior to holding a public hearing, after which they make their City Council recommendation. Councilmember Nand said she really hopes that the Tree Board's code recommendations are clearly preserved and communicated to the Council through the Planning Board recommendations and then Tree Board recommendations to the Council itself. Ms. Powers noted that the Planning Board Chair clarified roles in drafting code language at the joint meeting. Councilmember Nand said she wanted the Tree Board to make a recommendation directly to Council so one or two idiosyncratic voices don't get ahead of the recommendations of the boards who have spent months working on this. Tree Board Meeting Minutes July 6, 2023 Page 3 of 5 Packet Pg. 5 O Vice Chair Phipps said he didn't know if they were even going to be able to come to a consensus for a recommendation. He expressed frustration that they were just getting around to discussing the topic tonight at 8:00. He thought they were going to set aside the entire meeting just on this topic. Chair Cass agreed that was the intention, but she thought they would have been able to get through the other topics more quickly. Vice Chair Phipps asked to go around the table and have everyone to give their general recommendations for property owner tree removal allowances: • Vice Chair Phipps was in favor of allowing removal of two trees per 12 months (with the exception of hazard or nuisance trees). • Board Member Fagerstrom said he was in favor of allowing one removal every five years, depending on the size of the trees. • Chair Cass said she was in favor of honoring the resounding public input from 2015 expressing objection to any mandates that say people must keep their trees. She recommended that their action should be on education and positive incentives such as using fees -in -lieu to create a grant program for low income and seniors to get tree maintenance so it isn't such a burden on them. She also suggested sending educational postcards to people who are in critical areas. If trees are a community resource, then they need to support the people who are providing this resource to everyone else. She also agreed with Natalie Seitz that residents should be able to get a deduction on their stormwater bill if they have certain trees on their property. She said that they are not following the goals in the Urban Forest Management Plan. She stated that people in Edmonds love their trees and that there is some evidence that the tree canopy is growing. • Councilmember Nand said her preference is to preserve 50% of existing trees on lots when development occurs, and that the next property owner would have to preserve the same trees. • Board Member Kliment was in favor of limiting tree removals to one or two trees but was unsure about frequency. Larger tree removals should be limited more, and critical areas should have the most stringent removal regulations. She noted how the Planning Board considers these decisions for the future, which isn't necessarily how the Tree Board has been looking at it. • Board Member Dimmick said his background was in scientific analysis and federal and state environmental permits. He stated that the data needs to show there is a documented reduction in tree canopy before considering any limits to private property tree removals. He is sure that people must be planting lots of trees on their property. If they see negative impacts from the new housing density rules, they might need to revisit the issue in the future. Board Member Kliment noted that information might relate more to changes to the development code than property owner tree removals. • Ms. Powers emphasized other cities that have been very progressive with their housing codes to allow what the state is now requiring, also had at the same time property owner tree removal limits and retention and replanting requirements with development. • Board Member Stavig said he was in favor of some type of limits to property owner tree removals. He acknowledged the increase in tree canopy and noted they don't know how that will be changing before the next canopy analysis. He was supportive of allowing X number of trees to be removed per year and protecting Landmark Trees. • Councilmember Nand said she would like to see a work product of bullet points showing what the Board agrees on, not just individual positions. She was very clear she wanted to hear the Tree Board's opinion as a body. She stated she was tired of all the consultants who are from Tree Board Meeting Minutes July 6, 2023 Page 4 of 5 Packet Pg. 6 O outside the community coming up with policy recommendations and bringing them forward to Council when City boards and commissions are not making policy recommendations. Ms. Powers noted that a public engagement consultant summarized Tree Board input in a report attached to the recent joint Tree Board/Planning Board meeting agenda. There was some discussion about the Board's role in making code amendments and how to proceed. Chair Cass, Vice Chair Phipps, and Board Member Kliment volunteered to form a subcommittee to draft something for the next Tree Board meeting. NEW BUSINESS A. Discussion regarding Natalie Seitz' Letter • Vice Chair Phipps noted that Natalie Seitz wrote in her letter that the Tree Board's email address could not be found on the City webpage. The Board asked if the group email address could be added to the website as only staff contact information is shown. Ms. Powers said she had a recent discussion about the topic with her supervisor and is interested in the Tree Board's input. • Chair Cass asked if there have been public comment emails related to the tree code updates submitted that the Tree Board has not seen. Ms. Powers replied yes; all comments are compiled and will be attached as public testimony to each decision -making body's public hearing agenda. Tree Board members indicated they were interested in seeing those comments as they come in. Ms. Powers replied that it was not the understanding of the person submitting public testimony that it would be shared with other parties prior to a public hearing. Chair Cass commented that there are other things that people might want to contact the Tree Board about that are not code related. She felt that the public has the right to be able to email them if they want to. Board Member Stavig wondered what the expectations would be for responding to emails. Ms. Powers noted that a designated Tree Board member will need to respond to each email, screen it for content and forward them as the Planning Board Chair does now. There was some discussion about the pros and cons of this. Board Member Kliment expressed concern that they would be overwhelmed with emails and things they could not respond to. Board Member Fagerstrom thought that there are already plenty of opportunities for people to comment at public meetings. • This item was tabled. B. Clarification about Tree Canopy Percentages on Non-residential Properties in Edmonds • Vice Chair Phipps requested clarification about what open space and public are. Ms. Powers explained the land use areas are not clearly defined in the last canopy study and that open space generally refers to land without buildings or roads. The report is unclear if it was public or private open space. There was discussion about how this impacts the interpretation of the study. TREE BOARD MEMBER IDEAS AND COMMENTS None ADJOURNMENT The meeting was adjourned at 8:59 p.m. Next meeting: August 3 Tree Board Meeting Minutes July 6, 2023 Page 5 of 5 Packet Pg. 7 Tree Board Agenda Item Meeting Date: 08/3/2023 2023 Work Plan Review & Updates Staff Lead: Deb Powers Department: Planning Division Prepared By: Deb Powers Background/History The Tree Board develops an annual work plan outlining events and projects for the year and to establish the Board's annual budget. At their July 6, 2023 meeting, the Board suggested minor edits to the 2023 Work Plan (Attachment 1), which is attached for Board review and discussion. Staff Recommendation Review updated Work Plan, discuss recently held events and plan upcoming events/projects, and adjust Work Plan as needed. Narrative 1. Prior event - Follow up discussion on tree identification signs from the July 15, 2023 garden tour. 2. Upcoming events - continue planning Arbor Day events that include a tree giveaway, critical area awareness activity and a tree walking tour scheduled for October 7, 2023. Review draft press release (Attachment 2) for changes. 3. Potential joint meeting - identify the purpose of participating in a joint meeting with the Climate Protection Committee. Attachments: Attachment 1 - Tree Board Work Plan Attachment 2 - Draft Press Release Packet Pg. 8 O 2023 TREE BOARD WORK PLAN Revised 717123 Status Ongoing Annual Events Date Description TB Lead Anticipated Contact Cost Parks Earth Day Event* Concurrent restoration projects @ Yost/Pine Ridge parks. ✓ (UFMP Goal 2E, 21) 4/22/23 Tasks: host sign -in tables and provide snacks, water, TB info materials. Wendy $60 Parks Contact: Angie Feser/Jenn Leach Annual City Council Report* Describe Tree Board previous years' activities and accomplishments. ✓ (UFMP Goal 46iii) 3/7/23 Tasks: compile photos, verify prior years' events/accomplishments, create and Janelle N/A ECC 10.95 requirement present PPT to City Council Contact: Deb for Council packet submittal Garden Tour Tree Signs* Educate/inform garden tour attendees about tree ID, selection and care with signs. (UFMP Goal 4) 7/16/23 Tasks: coordinate with EIB committee to ID trees, print, assemble tree ID signs/stakes Wendy 7 Contact: EIB/Tia Scarce digdiq@mac.com, Carol Murray (EIB Pres.) Tree/seedling giveaway at Edmonds Farmers' Market and public info on critical areas. Bill, Crane Arbor Day Celebration* Tasks: submit application for space. Procure giveaway items. Plan critical area (trees), Tree Giveaway & Tree Walk 10/7/23 educational aspect (materials, equipment, etc.) Plan loading, etc. Design/print Kevin $840 Tree City USA requirement educational materials. Write PR. Assign shifts. Followed by Tree Walk event below. (space), Contact: Emily Young, EFM Coordinator, emily.young@edmondok.com Janelle (CA) Contact: Deb for proclamation Status Approved 2023 Date Description TB Lead Anticipated Events & Projects Contact Cost ON Sierra Park Restoration* Not Replace interpretive signs, plant site -specific trees and understory plants. Amy $500 HOLD (UFMP Goal 4A) Determined Contact: Angie FeserAngie.Feser@edmondswa.gov, Lion's Club: Sandy UNDER Tree Code Amendments* 2022 2023 Tree Board provides written recommendation to City Council on draft code. N/A N/A WAY (UFMP Goal 1A, Phase 2) Contact: Deb deb.powers@edmondswa.gov Tree Walking Tour Informative tour featuring tree factoids, history, etc. to spotlight notable trees. 10/7/23 Speaker: Bess Bronstein. Time/location: after Market closes at 2pm, downtown. Crane $350 (UFMP Goal 4A) Combine with Oct 7 Tree Giveaway Event (above) Update Recommended Tree ON List for Homeowners* Not Linked from Tree Board webpage. Shows outdated species, not formatted to print. Crane 7 HOLD Determined (Note that a Street Tree List/Street Tree Plan are City projects currently underway). (UFMP Goal 4C, 5A) ON Exceptional Street Tree Not Designate street trees worthy of merit. Develop nomination process, tree criteria, 7 HOLD Designation Determined selection committee. Create signage/plaque for designated trees. Hold a celebration, Amiy *Falls under Tree Board Powers and Duties per ECC 10.95.030 N m R a 0 Ca a3i c d L 0 M N O N c d L O 0 m m H c m E t U Q c a� t ca Q Packet Pg. 9 O 2023 TREE BOARD WORK PLAN Revised 717123 (UFMP Goal 4A) invite dignitaries? Consider mapping on City website public education and tree advocacy. Contact: Angie Feser (Parks), Oscar Antillon (Public Works) TOTAL 2023 ANTICIPATED BUDGET: $1,750 PREVIOUSLY DISCUSSED BUT NOT APPROVED AS 2023 PROJECTS Potential Projects Approx Description TB Lead Anticipated Date cost Public Education/Advocacy Anti -topping campaign or other positive tree messaging such as Trees Are the (UFMP Goals 1Ei, Goals 4A-C) Answer! Trees are Good! Healthy Trees/Healthy Cities, etc. Create a Tree Owner's Manual Handbook (see DNR example). Tree voucher program See Lynnwood/Kirkland examples of City -run voucher programs, adapt to TB -run (UFMP Goal 3A) program? Organize one-time tree giveaway event to incentivize street tree or private property trees. Award program or event Develop a certification/awards program recognizing developers/property owners for (UFMP Goal 3C) superior tree care or preservation. Earn TCUSA Growth Awards Complete by Beyond TCUSA Arbor Day* requirements. Need 10 points to receive Growth Award. Dec 1st Contact: Deb Establish program to designate Heritage Trees in Edmonds. Develop nomination process, tree criteria, selection committee. Create signage/plaque. Schedule Heritage Tree Program celebration, invite dignitaries? Consider mapping on City website for greater public (UFMP Goal 1D, Goal 3C) education, advocacy. Contact: Deb Could be one-time or ongoing annual event. Pruning instruction could be provided by Tree planting or pruning class expert (PlantAmensty?), planting could promote species diversity. For public or (UFMP Goals 2G, 21, 4Biii) private property trees. Contact: Parks or Public Works? Winter Market (Tree Giveaway?) May consider as a way to address surplus 2023 budget funds Contact: Chamber of Commerce Ongoing SSS/Parks Dept. event at Salmon Hatchery, approx. 200 attendees. Tasks: Watershed Fun Fair May 2024 secure table, provide kids activity. Parks Contact: Angie Feser/Jenn Leach *Falls under Tree Board Powers and Duties per ECC 10.95.030 Q Packet Pg. 10 O 2023 TREE BOARD WORK PLAN Revised 717123 ADMINISTRATIVE PROJECTS Status Administrative Projects Description Shared file storage for WingFTP (edmsvr-ftp) at Wing UP Server - Web Client (edmonds.wa.us) ✓ Account: -, PW: - N/A documents, photos, etc. Contact: Deb Develop guide consistent with City boards/commissions with: new member orientation, history, Tree Board Handbook mission, guiding principles/policies, primary responsibilities, budget info, staff role, etc. - N/A Contact: Deb Revise content, imagery and graphics for greater advocacy and outreach (within City web content Webpage update standards). Consider replacing "Right Tree" messaging. Research other city's TB webpages. See - N/A Kirkland "Trees" website. Contact: Deb *Falls under Tree Board Powers and Duties per ECC 10.95.030 N m R a 0 Ca 3 a� W W c a 0 M N O N Packet Pg. 11 FOR IMMEDIATE RELEASE Edmonds Citizen Tree Board Announces Arbor Day Celebration and Educational Event Edmonds, [Date] - The Edmonds Citizen Tree Board is thrilled to declare October 7, 2023, as Arbor Day for our beautiful city. In celebration of this special occasion, the board will be hosting an engaging booth at the Summer Market, offering complimentary tree giveaways to the community. The event aims to promote environmental consciousness and the significance of trees in our urban landscape. At the Arbor Day booth, residents will have the opportunity to choose from a diverse selection of tree species that are well -suited to the unique climate and environment of Edmonds. This initiative aligns with our commitment to fostering a green and sustainable community. Additionally, the booth will feature an interactive educational component focused on highlighting the importance of trees in critical areas. Visitors will gain valuable insights into determining if their homes are located within critical zones and discover the best approaches to tree and vegetation maintenance. Following the Summer Market, the esteemed Bess Bronstein, a renowned horticultural consultant, educator, and ISA Certified Arborist®, will lead a captivating walking tour. Participants will have the opportunity to explore the downtown area while Bess Bronstein highlights and points out interesting trees along the way. Her wealth of knowledge and experience will enrich the experience tour, providing valuable insights into the unique qualities of our urban forest. We encourage all residents, nature enthusiasts, and those interested in sustainable practices to join us at the Summer Market on October 7, 2023 and for the walking tour, for a memorable Arbor Day celebration. -So-Cc-ome afpd-join us for an Edmonds kind of Arbor Day, on October 7th, where we celebrate the beauty and importance of trees in our community! For more information, please visit https://www.edmondswa.gov/aovernment/boards and commissions/tree board \ Packet Pg. 12 Tree Board Agenda Item Meeting Date: 08/3/2023 Draft Tree Code Policy Recommendations Staff Lead: Deb Powers Department: Planning Division Prepared By: Deb Powers Background/History At the July 6, 2023 Tree Board meeting, City Council Liaison Nand suggested the Tree Board develop recommendations to the City Council on amendments to the tree code, per the Tree Board Powers and Duties outlined in Edmonds City Code (ECC) Chapter 10.95.030. Three members volunteered to form a subcommittee to draft recommendations for Tree Board review. However, the subcommittee was unable to consolidate three separate drafts into one document for Tree Board review. Staff Recommendation Review the three versions of subcommittee draft recommendations (Attachment 1) and attempt to reach a consensus decision on Tree Board recommendations to forward to the City Council/Planning Board on amendments to the tree code in advance of future work sessions and public hearings. Narrative Draft code has yet to be presented to the Planning Board or City Council and no public hearings have been scheduled for amendments to the tree code, Chapter 23.10 of the Edmonds Community and Development Code (ECDC). The Planning Board is tentatively scheduled to hold work sessions to review draft code language on August 23 and September 13. Attachments: Attachment 1- Combined Draft Policy Recommendations Packet Pg. 13 0 DRAFT POLICY RECOMMENDATIONS FOR EDMONDS TREE CODE UPDATES DEVELOPED BY SUBCOMMITTEE PER THE JULY 6, 2023 TREE BOARD MEETING DRAFT 1 From: Phipps, William (Tree Board) <William.Phipps@edmondswa.gov> Sent: Friday, July 21, 2023 10:34 PM To: Kliment, Wendy <Wendy.Kliment@Edmondswa.gov>; Cass, Janelle ( Tree Board ) <Janelle.Cass@edmondswa.gov> Subject: DRAFT Tree Board agreements on proposed Tree Code amendments, 2023. DRAFT Proposed Tree Board recommendations to Planning Board and Edmonds City Council concerning Edmonds Tree Code amendments, 2023: All current Tree Board members agree the City needs to strengthen education and enforcement around its "Critical Areas" tree codes currently in place. We need to increase awareness and compliance. Most on the Tree Board feel that no significant trees should be removed from critical areas. All agree to the special significance of so called "landmark" trees, those trees with diameter of 24 inches or greater. These trees deserve special treatment. Greater protections, greater incentives, greater penalties for removal (number of replacement trees, fees in lieu) should be put in place to preserve these giants. All Tree Board members agree that the City should be incentivizing tree retention, especially landmark trees) on already developed residential lots. The City should incentivize the planting of new trees, by setting up a Tree Voucher system where citizens could get free trees to plant in their yards and patios. This program would be budgeted for from the Tree Fund. Most of the current members think there should be restrictions on personal tree removal on already developed residential properties. There are varying opinions on how strict these limitations would be. Another way to look at it is we all believe that property owners should be able to remove their trees if they want to, for whatever reason. Our differences are that some of us want to slow that tree removal process down. Property owners would be able to remove more than their allowances but would be required to do replacement trees and/or fees in lieu. Summited by Bill Phipps for Tree Board consideration. DRAFT 2 From: wendy kliment <wkliment@gmail.com> Sent: Monday, July 17, 2023 1:37 PM To: lanelle.cass@edmonds.wa.gov <ianelle.cass@edmonds.wa.gov>; Kliment, Wendy <wendy.kliment@edmondswa.gov>; william.phipps@edmonds.wa.gov <william.phipps@edmonds.wa.gov> Subject: DRAFT Tree Board document Tree Board — Summary of Tree board opinions RE: Tree Regulations on private/developed property Areas of common agreement: Packet Pg. 14 O Commonality: Most Tree board members support the following: • Different regulations are needed for critical areas, however people need to be aware that they are in a critical area, so education about this area is needed (Tree board to provide educational opportunity at Farmers market in October) • Different regulations should apply to trees that are 24" or larger • There should be tree removal regulations on developed property, focused on preservation of large trees rather than fees -in -lieu • If a tree bank is chosen as an option, the tree bank should be in Edmonds Some Tree Board members feel that Tree removal on private property should not be regulated, based on the following: Differences: • Tree code not needed for private property owners until there is a need, shown via a tree canopy assessment that indicates a decrease in the Edmonds Tree Canopy, versus the current tree canopy assessment that shows the canopy unchanged or increased. • Tree code not needed until an update is done on the Urban Forest Management plan, as the plan specifically states that Edmonds does not want tree regulations for private property. For those Tree board members that DO support regulations for private property, • A maximum of 3 trees allowed to be cut annually without a permit but with reporting requirements. Some Tree Board members favor more restrictive guidelines (ie: 1 tree per every 3 years) tip Trees can be grouped to maintain a percentage of a lot (ie: 25%) DRAFT 3 From: Cass, Janelle ( Tree Board ) <Janelle.Cass@edmondswa.gov> Sent: Tuesday, July 25, 2023 3:30 PM To: Powers, Deb <deborah.powers@edmondswa.gov> Subject: Janelle's version Subject: DRAFT Policy Recommendation for Edmonds Tree Code Updates To the Edmonds Planning Board and the Edmonds City Council, We, the Edmonds Citizens Tree Board, submit our policy recommendation with the intention of preserving the invaluable urban forest in our beloved city while recognizing differing perspectives within our board. Our foremost consensus lies in the urgent need for a robust educational campaign to raise awareness about the vital role trees and vegetation play in critical areas. By fostering an understanding of their ecological significance and the benefits they bring to our community, we believe that more residents will be motivated to participate in tree planting and maintenance efforts voluntarily. Furthermore, the implementation of positive approaches to encourage tree planting and maintenance, as well as the establishment of a tree voucher system, will serve as practical tools to support and Packet Pg. 15 O incentivize residents in nurturing and expanding our urban canopy. These measures will not only beautify Edmonds but also contribute to improved air quality, reduced stormwater runoff, and overall enhanced well-being for our citizens. Regarding the Tree Code pertaining to development, we advocate for its simplification and the adoption of a more straightforward density metric for tree preservation. A clear and concise code will foster transparency and ease the development process while maintaining a strong emphasis on preserving our urban forest. However, where we encountered differing views within our board was in the matter of limiting tree removal on already developed single-family properties. The majority of the Tree Board members recommend that homeowners be restricted to remove approximately two trees per year or two trees per two years. Additionally, the majority of the board agrees that trees of "landmark" status, those with a diameter greater than 24 inches, should have more stringent removal limits to safeguard our most valuable and iconic specimens. On the other hand, a minority group of board members believes that the residents of Edmonds have shown a commendable commitment to tree maintenance, as evidenced by the recent canopy assessment. In this perspective, homeowners should be incentivized for their investment in maintaining trees that benefit the community, rather than penalized with excessive permitting requirements when the need for tree removal arises. Furthermore the Urban Forest Management plan did not call for restricting private property tree removals and adding this code is a departure from the plan that included a far more expansive public outreach effort than the recent outreach by the consultant and administration. Considering the varying viewpoints, we recommend a balanced approach that finds a middle ground. Encouraging tree preservation through education and incentives will be our city's primary focus, with a restriction on tree removal for developed single-family properties, while taking into account individual circumstances and needs. We propose a tiered permitting system that accounts for tree age, health, and potential impact on the landscape. This approach aims to strike a balance between preserving our urban forest and respecting the property rights of homeowners. In conclusion, we recommend to the Edmonds Planning Board and the Edmonds City Council to embrace this multifaceted policy recommendation that emphasizes education, incentives, and balanced regulation. Sincerely, The Edmonds Citizens Tree Board Packet Pg. 16 Tree Board Agenda Item Meeting Date: 08/3/2023 Draft Tree Board Handbook Staff Lead: Deb Powers Department: Planning Division Prepared By: Deb Powers Background/History City of Edmonds boards and commissions are developing handbooks to include essential orientation and procedural information and to provide general guidance on public meetings. The approved Planning Board Handbook, now posted online, is the template for boards/commissions under the Planning Division's oversight. The attached draft handbook (Attachment 1) shows language unique to the Tree Board in red text. Staff Recommendation Review the draft handbook, provide requested edits, and, if ready, approve the handbook. Attachments: Attachment 1- Draft Tree Board Handbook Packet Pg. 17 DRAFT Citizens' Tree Board Handbook This handbook is intended to provide an overview of the Citizens' Tree Board and its processes and to gather useful references in one place. It is not exhaustive but touches on many of the aspects of the Board's organization and work. Rules of procedure and rules governing the election and duties of officers are included. Welcome from the Development Services Director Hello! The City of Edmonds boards and commissions play an important role in serving our community. Each provides advice and recommendations to the Mayor and City Council regarding programs, activities, and issues unique to their mission and purpose. Edmonds Planning and Development Department oversees the Architectural Design, Planning and Tree Boards in addition to the Historical Preservation Commission. I am generally responsible for handling board budgets, staffing, and any legal or policy issues that may arise. Thank you for your volunteer service to the City of Edmonds. Susan McLaughlin, Director Tree Board History The Edmonds City Council created a Citizens' Tree Board in 2010 (Ordinance 3807). The Board has an official webpage which summarizes a variety of information about Tree Board activities. Edmonds' Urban Forest Management Plan identifies specific goals towards achieving the Tree Board's mission described under its powers and duties. Tree Board Powers and Duties All City boards and commissions have powers and duties codified in Title 10 of the Edmonds City Code (ECC), with the Tree Board covered by ECC Chapter 10.95. The Tree Board's powers and duties are spelled out in Section 10.95.030 and are listed below. A. The board is empowered to advise and make recommendations to the Mayor and the City Council and, as appropriate, to the Planning Board and other boards or commissions of the City on such matters including but not limited to: 1. An urban forest management program and/or ordinances to help preserve and protect existing trees, encourage planting of additional trees, safeguard trees on parcels where construction or renovation is occurring or planned to occur, and encouraging the Edmonds citizenry to become active stewards of the urban forest. 2. Increasing community outreach and education regarding the value of trees, proper selection of trees, and correct methods for planting of and caring for trees. 3. Working with civic, religious, and citizen groups on specific projects or to organize invasive plant removal and native vegetation planting in accord with the department of parks, recreation, and cultural services. Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 18 4. Facilitating relevant grant applications supporting ecology and watershed protection projects. S. Sponsoring an annual Arbor Day event. 6. Working towards achieving and maintaining a Tree City USA status. B. The board shall provide an annual report to the city council within the first quarter of each year Chapter 10.95 is included in its entirety as Appendix 1. Orientation The appointment process is outlined in ECC Section 10.95.010. Upon confirmation by the City Council, a city email address is assigned to board members for their use (Appendix 2). All Board - related correspondence and meeting agendas from the city will be sent to that email. Board members should not use their personal email for City or Board business, which is subject to public disclosure and, when applicable, the Open Public Meetings Act (OPMA). Staff Roles & Responsibilities The Urban Forest Planner is staff liaison on the Tree Board, has subject matter expertise related to Board business and should be the main point of contact for board matters. Staff liaisons provide guidance in developing the Board's extended agendas and annual work plans, coordinate with the Board Chair on individual meeting agenda items, provide information and respond to questions on agenda items during the meeting, and records Board meetings. The Senior Administrative Assistant to the Planning Division is primarily responsible for distributing meeting agendas and posting minutes once they are approved by the Planning Manager and handles invoices for Tree Board expenditures. The Planning Division Manager reviews and approves monthly meeting agendas and any Tree Board projects or events that involve Planning staff resources. The Director of Parks and Recreation reviews and approves any Tree Board projects or events that involve park locations or Parks staff resources. The Executive Assistant to the Mayor manages personnel on City boards and commissions, advertises for vacancies, and maintains the Tree Board position list. If your personal information changes during your tenure or should you need to resign your position during your term for any reason, please contact the Mayor's Executive Assistant. Current Contact Information (as of July 2023); members will be informed of any changes. Urban Forest Planner: Deb Powers, deb.powers@edmondswa.gov Planning Manager: David Levitan, david.levitan@edmondswa.gov Senior Admin Assist: Michelle Martin, michelle.martin@edmondswa.gov Mayor's Exec Asst: Carolyn LaFave, carolyn.lafave@edmondswa.gov Planning and Development Director: Susan McLaughlin, susan.mclaughlin@edmondswa.gov Parks Director: Angie Feser, angie.feser@edmondswa.gov Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 19 The Planning and Development Department is located on the second floor of City Hall (121 5tn Ave. N) and can be reached at 425-771-0220. Open Public Meetings Act (OPMA) Training The Washington State Open Public Meetings Act (OPMA), found in RCW 42.30.020 and Edmonds ECC 10.02 strive for greater government transparency by requiring all board/commission business be conducted in open public meetings. All new board and commission members are required to take OPMA training within 90 days of appointment and to retake the training every 4 years. Board members are encouraged to take the Attorney General's Office OPMA training. Board members should provide Planning staff with a copy of their training certificate so that it can be forwarded to the City Clerk. OPMA and Communicating via Email, Social Media, Phone, etc. Violations of OPMA laws can result in penalties, as well as a breakdown in confidence in government agencies. The city and individuals (staff or board members) can be held liable for OPMA violations. For that reason, board and commission members are advised to conduct business in regular or special meetings and retreats and err on the side of caution in emails and other communication between members outside of meetings on topics that may come before them, as even seemingly innocuous conversations or email discussions can unknowingly become "rolling quorums" or "serial meetings" in violation of OPMA rules. City emails are archived and indexed and subject public disclosure laws. Urgent information that is to be conveyed to all board members prior to the next meeting should be sent to staff for distribution via 'BCC' with 'no reply' expressly stated at the top of informational emails. This handout from the Municipal Research Services Center (MRSC) helps explain electronic communications under OPMA rules. Meetings "Regular meetings" are conducted in a hybrid meeting format on the first Thursday of the month at 6 pm. Meetings are scheduled for two hours but may run under or over time, depending on the agenda. The in -person meeting location is in the Brackett Room on the third floor of Edmonds City Hall, which is located at 121 5th Avenue N, unless otherwise noted. Tree Board members and the public may also attend remotely via the Zoom online platform. Board members are encouraged to attend in person when possible but may fully participate remotely. Board members join as a "panelist" which allows for members to speak and interact during the entire meeting, and are expected to have their camera on, if possible. Members of the public join as an "attendee," which allows them to watch and listen to the meeting and be promoted by staff during the public comment period of the meeting. Please allow sufficient time to join the webinar and notify staff if you are having technical difficulties. "Special meetings" are any meetings that take place outside the regularly scheduled date, time and/or place. Public notice is required at least 24 hours in advance. The special meeting agenda must be posted online and physically at 3 locations: in City Hall, at the Edmonds Public Library and in the entrance to the Public Safety Building, outside Council Chambers. Once a special meeting agenda is posted, the board cannot consider any subject or issue that is not listed on Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 20 O the agenda per OPMA rules. Members may remove items but not add new items. Special meetings are typically called for emergencies or to focus on a specific topic or topics. The Tree Board may need to participate in joint meetings with the Planning Board for agenda items related to tree codes. "Joint meetings" involving the Tree Board occur periodically. The Board may join another group's meeting as with the City Council or the Planning Board or may host another board or commission to discuss certain topics of common interest. At the first few meetings that occur during the first quarter of each year, the Board establishes its work plan and budget for the year. Meeting Agendas The purpose of an agenda is to organize Board business, set and achieve goals, plan events, and work on projects efficiently. Meeting agendas are a coordinated effort: • Members contact Chair/Vice Chair with clearly stated agenda topics. Chair may ask member(s) how much time the topic may need and who will be leading the discussion. The Chair may suggest to members certain topics be placed on a subsequent meeting agenda. • The Chair and staff discuss the upcoming meeting agenda to further clarify and prioritize topics. A final list of meeting topics is due to staff by 5pm on the Tuesday in the week prior to the upcoming meeting. • Although agendas can be posted up to 24 hours before the meeting, out of courtesy to members, staff will post upcoming meeting agendas the Friday prior to the next meeting. That allows members sufficient time to review the upcoming meeting agenda, read the previous meeting minutes and complete any action items prior to the next meeting. • Agendas (including special meeting agendas) must be posted at least 24 hours before the meeting, or the meeting cannot be held. Posting the meeting agenda constitutes public noticing. Meetine Attendance Your attendance at Tree Board meetings is important! If something arises that prevents your attending a regular meeting, please notify the Urban Forest Planner and Tree Board Chair (or Vice Chair, as needed) as early as possible. Excused absences are at the discretion of the Chair and must be noted during the roll call. Per ECC Section 1.05.010, members of all boards/commissions must attend at least 70% of the regular meetings in any one calendar year and cannot miss more than 3 consecutive meetings, unless the absences are excused. Any board member that does not meet attendance requirements may be removed from that position by the mayor, per ECDC 1.05.020 and 1.05.030 (Appendix 3). Should a board member experience continued difficulties in meeting the minimum meeting requirements, they are encouraged to consider whether they are able to make the time commitment needed to serve on the Tree Board. Meeting Notes Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 21 O Tree Board meetings are recorded by audio and video and professionally summarized as draft meeting minutes to provide sufficient detail on board discussions and actions. Draft minutes are included in the meeting packet of a future meeting, which is most often the next meeting, for approval by the board. Board members should review the draft minutes and discuss any changes to them that are needed. Once approved or approved as corrected, meeting minutes are posted on the Planning Board meeting webpage. Board Membership, Officers, Quorum and Administration By code, the Citizen's Tree Board consists of seven members plus one alternate and one nonvoting Edmonds City Council liaison. The Board may also have a non -voting student representative. Board members are appointed by City Council members and confirmed by the full Council. All board members must be Edmonds residents and, if possible, represent different watersheds and neighborhoods. The code also notes a preference for members to have professional or hobbyist interest/experience in urban forestry and horticulture, such as arborists, botanists, horticulturists, native plant experts, Master Gardeners and wildlife experts (ECDC Chapter 10.95). Officer Positions Officers are typically elected at the last meeting of the year or the first meeting of a new year, but elections may be held "as determined by the board" per ECC 10.95.020. If volunteering for an officer position, please carefully consider your personal schedule, your comfort level with electronic communication and availability outside of regular/special meeting attendance for tasks such as coordinating meeting agendas. While it is not essential to have an in-depth knowledge of trees or related subject matter, the Chair should be familiar with rules of order to facilitate meetings. When nominating someone, consider the same. The Chair runs board meetings and is the primary liaison with staff, including agenda planning. The Vice Chair operates in the same capacity when the Chair is not available. The Chair/Vice Chair are responsible for providing expenditure forms and receipts to Admin for reimbursement. Quorum All board members share an equal right and obligation to participate in Tree Board decisions. This handout from Jurassic Parliament is really helpful in making a shift from discussing affairs in a conversational manner to conducting board business in a democratic manner. Board business is conducted by vote by a minimum number of members (quorum). Per ECDC 10.95.020, four Tree Board members constitute a quorum for transaction of business when all positions have been appointed, with at least three members needed to take action on any particular item before the Board. That is, if four members are present but two abstain from voting on an item, no action could be taken on that item. If the number of members should be reduced to six or less for any reason, including a member's removal for failure to maintain attendance, three members shall constitute a quorum (per ECDC 1.05.010). The Alternate position abstains from voting when all seven regular members are present. In the event a regular member is absent or disqualified for any reason, the Alternate has all Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 22 O the powers of a regular member, including the right to vote on board decisions. The Alternate is subject to the same attendance requirements as regular board members. If a regular position on the board becomes vacant, the Alternate becomes a regular member and fills that vacancy for the remainder of the term. The student members do not vote on Board decisions. Document Storage The City's Information Services (IS) Department has set up accounts for boards and commissions in the City's File Transfer Protocol (FTP) server, WingFTP, for document and photo storage related to board business. Due to public records laws, Board members should not use personal or other external file storage. The staff liaison can provide FTP server password and account login information. Board members can log on to WingFTP to upload new documents to share with the Board and can also download documents from the server to make changes, then upload the edited documents. Staff will periodically review the materials on the FTP server for compliance with Local Government Records Retention Schedules established by the Washington State Archives. Work Plan The Tree Board organizes, sponsors, participates in, and holds ongoing annual events that support the goals listed in the Urban Forest Management Plan and ECC 10.95 by-laws. Celebrating Arbor Day is one such event, which is mandated to maintain Edmonds' Tree City USA status. Other ongoing events include supporting Parks' Earth Day tree planting event and providing educational tree signs for the Edmonds in Bloom Garden tour. The Board may find it useful to maintain a Work Plan that tracks both ongoing and proposed events/projects to maintain consistency over time, as member terms expire, or as new members are appointed. A Work Plan that shows anticipated costs for proposed events and projects must be submitted for budget approval. The first few meetings of each new year is an ideal time to establish a Work Plan so the Board can make decisions on ongoing and new events/ projects, develop an annual budget, strategically plan events, etc. The Work Plan also serves as an excellent reference for creating the Board's annual City Council presentation (per ECDC 10.95.030.13). Budget The Tree Board's budget is managed by the Director of Planning and Development. The Tree Board is responsible for proposing an annual budget based on anticipated costs associated with an annual Work Plan. The proposed budget is subject to Director review and approval prior to accruing any expenditures for that year. The City Council provides money annually for professional services used by staff to support the Tree Board including the professional transcriber to prepare minutes. Expenditures Tree Board expenditures, without exception, must be first approved by the Board. Individual members must not expend money on behalf of the Board and then seek approval at a later meeting. Expenses must also meet City requirements regarding the purpose of the expenditure. Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 23 Invoices for expenditures should be submitted to Planning Admin to bring forward for reimbursement through the proper City channels: 1. The Development Services Director then approves the expenditure. Expenses are regulated by the Finance Department which is regulated by the State Auditor. If you have questions about whether an expenditure will be approved, please have the Chair or Vice -Chair contact dev.services@edmondswa.gov who will forward your request to the Director. 2. After approval by the Board, all pertinent receipts must be attached to the expenditure template and e-mailed to dev.services@edmondswa.gov. 3. Expenditure documents must be received in a timely manner for processing. 4. Checks for payment take about two weeks to receive. Annual Report By code, the Tree Board is required to provide an annual report to the City Council within the first quarter of each year. The PowerPoints from prior presentations are stored on the FTP file server. Member Conduct Except where there are conflicts with ECDC Chapter 10.95 and this handbook, Robert's Rules of Order shall be applied and followed, as summarized on the MRSC website and detailed in this 2017 MRSC report. At meetings, please respect fellow board members' time by holding new topics that are not on the agenda until the following meeting agenda and limiting personal commentary. Board members should insist on courtesy and respect and refrain from personal remarks, insulting language, attacks, interruptions, sidebar conversations, and disrespectful body language. The Chair or any member should be comfortable in identifying conduct that they believe is inappropriate or unprofessional and requesting that it stop immediately. Outside of meetings, all communication with City staff should be through the contacts referenced previously. As residents of Edmonds, board members are free to participate in a variety of projects, activities, and discussions that impact the city outside of their official role, so long as they do so in an individual capacity and not as a representative of the Tree Board. Members should be especially cautious on topics that are likely to come before the Board in its advisory role to City Council and are encouraged to proactively disclose any actions or discussions that may be raised in association with Washington State's Appearance of Fairness Doctrine (Chapter 42.36 RCW). Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 24 O Appendices 1. Tree Board code (ECC 10.95) 2. City email password/sign-in procedures 3. Public Meeting Attendance (ECC 1.05) Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 25 O Appendix 1: Tree Board Code, Chapter 10.95 of the Edmonds City Code 10.95.010 Board created — membership. A. There is hereby created a citizens' tree board consisting of seven members plus one alternate and one nonvoting, ex officio position to be filled by an Edmonds city council member. Board members must be Edmonds residents. It is recommended the board include citizens from throughout the city (representing different watersheds and neighborhoods). Additionally, those with professional or hobbyist interest/experience in urban forestry, horticulture, and habitat enviroscaping are preferred; these may include arborists, botanists, horticulturists, native plant experts, master gardeners, wildlife experts, and related. B. Each council member shall appoint one Tree Board member to a term the duration of which shall coincide with the term of the appointing council member. Each of the seven Tree Board positions, numbers one through seven, will be appointed by the councilmember holding the respective position number, one through seven. The alternate member shall be appointed by the council president to a term the duration of which shall coincide with the term of the council president. All appointments must be confirmed by a majority of the full city council. Newly elected council members may reappoint an existing Tree Board member or alternate member or may appoint a new member in the sole discretion of the individual councilmember. Where a councilmember is appointed to fill a vacant council seat, that councilmember may only appoint a person to the tree board if the tree board position associated with that council position becomes vacant. C. There shall be no term limits. Should a vacancy occur on the tree board, a new member shall be appointed by the council position that previously appointed the vacant position on the tree board for the remainder of the councilmember's term. (Ord. 4067 § 1 (Att. A), 2017; Ord. 3875 § 1, 2012; Ord. 3807 § 1, 20101. 10.95.020 Officers of Board — meetings —forum. Members of the board shall meet and organize by election, from the members of the board, a chair and vice chair and other officers as may be determined by the board. It shall be the duty of the chair to preside at all meetings. The vice chair shall perform this duty in the absence of the chair. Four members shall constitute a quorum for the transaction of business. If four regular members are not present, the alternate member may fulfill the quorum requirement for that meeting and vote accordingly. Otherwise, the alternate may not vote. A regular meeting of the board is held the first Thursday of each month at 6:00 p.m. as a hybrid meeting that is accessible both virtually and in -person and where the in -person component is conducted in the Brackett Room, Edmonds City Hall, 121 Fifth Avenue N., Edmonds, Washington. (Ord. 4290 § 1 (Exh. A), 2023, Ord. 4067 § 1 (Att. A), 2017, Ord. 4034 § 1, 2016, Ord. 3807 § 1, 20101. 10.95.030 Powers and duties. A. The board is empowered to: advise and make recommendations to the mayor and city council and, as appropriate, to the planning board and other boards or commissions of the city on such matters including but not limited to: 1. An urban forest management program and/or ordinances to help preserve and protect existing trees, encourage planting of additional trees, safeguard trees on parcels where Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 26 O construction or renovation is occurring or planned to occur, and encouraging the Edmonds citizenry to become active stewards of the urban forest. 2. Increasing community outreach and education regarding the value of trees, proper selection of trees, and correct methods for planting of and caring for trees. 3. Working with civic, religious, and citizen groups on specific projects or to organize invasive plant removal and native vegetation planting in accord with the department of parks, recreation and cultural services. 4. Facilitating relevant grant applications supporting ecology and watershed protection projects. 5. Sponsoring an annual Arbor Day event. 6. Working towards achieving and maintaining a Tree City USA status. B. The board shall provide an annual report to the city council within the first quarter of each year. [Ord. 4067 § 1 (Att. A), 2017, Ord. 4034 § 2, 2016; Ord. 3807 § 1, 2010]. Edmonds Citizens' Tree Board Handbook —Approved (date) Pag Packet Pg. 27 O Appendix 2: Instructions for accessing City email To access the City's email service, navigate to outlook.office365.com in your web browser. This will connect you to the City of Edmonds Web App portal. You will then be directed to the page shown below where you may enter your email (firstname.lastname@edmondswa.gov). Outlook R Mxfflsoft Sign in Y io ion..-.io o� 0 re �.tre ..r ur lC 2 Uwa �ww ya. aad.xr L ® MG W L Click into Work or school account ~ c� L Outlook , e MiVMWft Which type of account do you need help with? Vkr4 ar uhad amn[ ty WacnnY a000�re Then answer the following questions provided in the next screen which should look like this 611QUErt Get back ir7to your aotount Who areyw? 4�N ra'.rr - 1 kfi*i�*`AMM- 11111111111111 �rox Edmonds Citizens' Tree Board Handbook —Approved (date) Pag Packet Pg. 28 Appendix 3: Public Meeting Attendance (Chapter 1.05 of the Edmonds City Code) 1.05.010 Attendance required — Remote participation allowed. A. In addition to being subject to removal for other particularized grounds as set forth in applicable provisions of the Edmonds City Code and violations of the city of Edmonds Code of Ethics for Board and Commission Members, members of all city boards, commissions and committees (hereinafter "members"), except as set forth herein, shall be removed from office, and the position deemed vacant as set forth in ECC 1.05.020(C) if such member attends less than 70 percent of the regular meetings in any one calendar year, and/or is not in attendance at three or more consecutive regular meetings. Members may participate in board and commission meetings remotely (by telephone, video conference, etc.) and such participation shall be considered attendance for the purposes of this subsection; provided, that any such participation must allow for all other members of the board or commission and any public in attendance to hear the member on the remote device; and provided further, that any member participating remotely must commence participation at the beginning of the meeting and must declare an intention to participate until the end of the meeting. Remote participation is not a right. Reasonable efforts should be made to facilitate remote participation within the limits of the city's personnel and fiscal resources, but technical disruption may still occur. After resuming a remote connection after any technical disruption of said connection, the chair shall determine, subject to appeal, whether a remote member may participate in any action on a matter that may have been discussed during the disconnection, based on the duration of the disconnection, nature of the discussion, etc. B. The chairperson of the particular board, commission or committee may excuse, subject to appeal, any member from attendance at any particular meeting or meetings for reasons that are (1) work related, (2) due to illness or death in the family, (3) extended vacations in excess of two weeks in length, or (4) technical disruption; provided, however, each such excused absence shall be so noted by the chairperson at the meeting from which the member is being excused and such fact shall be recorded in the minutes along with the reason given for the excused absence by the member. Excused absences shall not be counted for purposes of removal from office, but only if so noted in the minutes as set forth herein. In the absence of the chairperson, the member acting in the chairperson's behalf, such as vice -chairperson or pro tem, shall make the determination, subject to appeal, of whether the absence is excused, and announce the same for recording in the minutes of the meeting from which the member is excused. [Ord. 4266 § 1, 2022; Ord. 4098 § 1, 2018; Ord. 2556, 1986; Ord. 2033 § 2, 1978; Ord. 2156 § 1, 1980]. 1.05.020 Attendance records. A. The city clerk shall keep a record of attendance of all board, commission and committee meetings. Upon any member failing to attend three or more consecutive regular meetings without the chairperson's excuse being noted in the minutes, the city clerk shall certify said member's name in writing to the mayor and shall notify in writing the members, the chairperson, and the appropriate city department head. B. On or before January 15th of each calendar year, commencing in 1980, the city clerk shall compile a list of members, if any, who have attended less than 70 percent of the regular meetings in the past calendar year without the chairperson's excuses being noted in the minutes, and shall certify this list to the mayor. The city clerk shall also notify in writing the members, the applicable chairperson and the appropriate city department head. Edmonds Citizens' Tree Board Handbook —Approved (date) Pag Packet Pg. 29 C. The member shall be automatically removed from office and the position deemed vacant as of the date of the city clerk's written notification as set forth in subsections (A) and (8) of this section. [Ord. 2033 § 3, 1978, Ord. 2156 § 2, 19801. 1.05.030 New nominees appointment/ confirmations. Upon receipt from the city clerk of the names of members failing to maintain attendance as provided herein, the mayor shall, within 90 days thereof, submit new nominations to the city council for confirmation. The city council shall confirm or reject the nominations within 30 days after the mayor submits the nominations to the council for consideration. A member removed for failing to maintain attendance as provided by this chapter may not be renominated or reappointed to a position on that or other city of Edmonds' board, committee or commission for at least one year after removal. [Ord. 2033 § 4, 1978]. 1.05.040 Exemptions. The provisions of this chapter shall not apply to members of the following boards, commissions and committees: A. Edmonds city council; and B. Edmonds civil service commission. [Ord. 2033 § 5, 1978]. 1.05.050 Quorum requirements. A. Notwithstanding any other provision of the Edmonds City Code, if the number of members of any city board, commission or committee having seven positions and subject to this chapter should be reduced to six or less for any reason, including a member's removal for failure to maintain attendance, three members shall constitute a quorum. B. Members participating in a board or commission meeting remotely, as provided for in ECC 1.05.010, shall be counted towards the number of members required to constitute a quorum by the regulations pertaining to each board or commission, provided in ECC Title 10 (Ord. 4098 § 2, 2018; Ord. 2033 § 6, 1978]. Edmonds Citizens' Tree Board Handbook —Approved (date) Pag Packet Pg. 30