2023-09-07 Tree Board Packeto Agenda
Edmonds Tree Board
REGULAR MEETING
BRACKETT ROOM
121 5TH AVE N, CITY HALL - 3RD FLOOR, EDMONDS, WA 98020
SEPTEMBER 7, 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. Approval of Draft Minutes from August 3, 2023 Meeting
4. APPROVAL OF AGENDA
5. AUDIENCE COMMENTS
6. UNFINISHED BUSINESS
A. 2023 Work Plan - Events
B. Tree Board Policy Recommendations on Tree Code Amendments
7. NEW BUSINESS
A. Draft Tree Board Handbook
8. TREE BOARD CHAIR/MEMBER COMMENTS
9. ADJOURNMENT
Edmonds Tree Board Agenda
September 7, 2023
Page 1
Tree Board Agenda Item
Meeting Date: 09/7/2023
Approval of Draft Minutes from August 3, 2023 Meeting
Staff Lead: N/A
Department: Planning Division
Prepared By: Deb Powers
Staff Recommendation
Approve with any requested amendments the attached draft Tree Board meeting minutes from the
August 3, 2023 regular meeting.
The draft minutes from the August 3, 2023 Tree Board meeting are attached.
Attachments:
08032023 Tree Board Meeting Minutes draft
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CITY OF EDMONDS
�, � TREE BOARD
�•� Summary Minutes of Regular Meeting
August 3, 2023
CALL TO ORDER AND ROLL CALL
Chair Cass called the Tree Board meeting to order at 6:00 p.m.
Board Members Present
Janelle Cass, Chair
Bill Phipps, Vice Chair
Kevin Fagerstrom
Crane Stavig
Ross Dimmick (alternate)
Ian Higgins (online)
Board Members Absent
Wendy Kliment (excused)
Staff Present
Deb Powers, Urban Forest Planner
Others Present
Jenna Nand, City Council Liaison (online)
The Board welcomed new member Ian Higgins who introduced himself.
LAND ACKNOWLEDGEMENT
Board Member Dimmick read the Land Acknowledgement.
MINUTES
Approval of July 6, 2023 Tree Board Minutes
The July 6, 2023 Tree Board minutes were approved as presented.
APPROVAL OF AGENDA
F Eo
The Board approved adding a discussion item regarding holding a joint meeting with the Mayor's
Climate Action Committee to Unfinished Business. The agenda was approved as amended.
AUDIENCE COMMENTS
There were no audience comments.
Tree Board Meeting Minutes
August 3, 2023
Pagel of4
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UNFINISHED BUSINESS
1. 2023 Work Plan Review & Updates
Prior event - Follow up discussion on tree identification signs from the July 15, 2023 garden
tour.
o Ms. Powers shared photos of Edmonds in Bloom and the tree identification signs
provided by the Tree Board. Discussion about where to store the signs will happen when
Board Member Kliment is present.
Upcoming events - continue planning Arbor Day events that include a tree giveaway, a critical
areas awareness activity and a tree walking tour scheduled for October 7, 2023.
o Review draft press release (Attachment 2) for changes. — Vice Chair Phipps
recommended adding information about where the booth will be and the times of the
market. There should also be information about the time and place to meet for the tree
walk. Board Member Fagerstrom noted the Farmer's Market hours are 9 to 2. The booth
will be on 5th Avenue directly across from the historical museum. Tree Walk participants
should meet on the steps of the museum at 2pm. Chair Cass will make the recommended
edits and forward the press release to the other Arbor Day Committee members (Board
Members Kliment and Stavig) for their review, prior to final Board review at the
September meeting.
o Ms. Powers announced that the Parks Stewards will be doing an Arbor Day/Arbor Month
planting event at a location to be determined on October 28. She suggested that the press
release could include all City of Edmonds Arbor Day events. Ms. Powers noted that all
events will be mentioned in the Arbor Day proclamation at City Council. After some
discussion, there was consensus to provide the Tree Board's Arbor Day event
information to the Public Information Officer (PIO) for inclusion in Arbor Month events.
Ms. Powers will provide information about the PIO's publication framework to the Arbor
Day Committee members as guidance on writing City press releases and PIO deadlines.
o Tree Giveaways — Board Member Stavig is communicating with a nursery in Oregon
regarding trees and pricing. They will know more about what is available as the time gets
closer. He will be driving down to pick them up and should be reimbursed for gas money.
Vice Chair Phipps said the conifers are doing well. He will have about 25 to give away.
o Shifts for loading, delivery, set up, staffing, etc. will be assigned at the next meeting.
o Tree Walk — Board Member Stavig is waiting to hear about a time prior to the Tree Walk
for Bess Bronstein to visit, walk the route and select the trees. He will let the Board know
when that is. There was some discussion about handouts with a map and tree info.
o Live Christmas Tree Giveaway (not on agenda) — Vice Chair Phipps contacted someone
at 24/7 Events about doing a tree giveaway at the Edmonds Holiday Market, who thought
it was a great idea. The Board discussed the pros, cons and logistics — how many trees,
what kind, what size, budget. Vice Chair Phipps thought he could get trees from his
brother's tree farm at a discounted rate. There was consensus to add the topic to the next
meeting agenda.
Tree Board Meeting Minutes
August 3, 2023
Page 2 of 4
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Motion made by Chair Cass, seconded by Board Member Fagerstrom, to put the
Winter Market tree giveaway on the 2023 approved events with Vice Chair Phipps
as the lead. Motion passed unanimously.
o Vice Chair Phipps also brought up the first annual Edmonds Community Fair (not on
agenda) that will be held August 6 which he thought the Tree Board might be interested
in participating in future Community Fairs.
2. Draft Tree Code Policy Recommendations to the City Council
• Chair Cass reported that she, Vice Chair Phipps, and Board Member Kliment tried to meet as a
committee but were unsuccessful with their schedules. Each member submitted their individual tree
code policy recommendations for the full Board to review at the same time.
• Council Liaison Nand said she'd like to see what the Tree Board's consensus majority opinion on the
tree code updates are. Tree Board members shared general thoughts.
• Ms. Powers reminded the group about the facilitated focus group meeting held last May. The Planning
Board specifically requested that meeting so they could understand the Tree Board's tree code policy
direction without other stakeholder voices. Ms. Powers showed the report that is now posted online and
suggested it be a starting point for the Tree Board's new or changed position, since it is the basic
framework for decision -makers.
• Vice Chair Phipps commented that their opinions are pretty similar until it comes down to the numbers
— the number of trees allowed to be removed and the timeframe for those removals to occur. When it
comes to those numbers, members of the board are on varying ends of the spectrum.
• Board Member Dimmick said one of his issues is that much of this is site -specific and species -specific.
He struggles with the limits, knowing that no two trees are created equal.
• Ms. Powers commented that new Board Member Higgins is jumping into a year -long process and asked
how she and the Board could help him with getting up to speed on the tree code update project. Ms.
Powers will send him a recording of the May stakeholder meeting, a link to a recent City Council project
update and some reading material. He can get back to her with any questions.
• Vice Chair Phipps suggested that they don't have to come up with the numbers. They could keep it as
simple as saying that the majority of the Tree Board feels that there should be restrictions on trees on
already developed land, and it varies among them what those restrictions should be.
• Council Liaison Nand encouraged all of the board members to come to a Council meeting to make
audience comments to present their majority opinion as a body. She also encouraged them to make
recommendations from the Urban Forest Management Plan they would like the City to pursue in the
future such as the tree voucher program.
• Ms. Powers added that board members can also go to Council meetings and make comments at any
time, but just make the clear distinction if they are representing the Tree Board or speaking as a resident.
• Vice Chair Phipps noted that they all agree on incentivizing people to plant trees and keep trees as
described in the Plan. He noted the Board agrees that Landmark trees need special attention; and that
critical areas need the most tree removal restrictions, with reasonable exceptions (such as
hazard/nuisance trees). They disagree slightly on the number of trees over what period of time. The
majority opinion is that there should be some restrictions. They did not get into tree replacements which
is a complicated topic.
• Ms. Powers commented that the Planning Board is leaning towards less complicated code options. She
mentioned staff will be discussing at the next Planning Board meeting exactly how greater code
complexity equates to more time for residents to prepare submittals and more time for the staff review
Tree Board Meeting Minutes
August 3, 2023
Page 3 of
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process. One example is tree removal allowances and whether to require replacements versus requiring
more replacement trees for larger properties or even more complex: requiring a number of replacement
trees based on the trunk diameter of removed trees.
Chair Cass proposed that the subcommittee try to meet again to consolidate a draft tree code policy
direction to present to the City Council, as it relates to that stakeholder report, for full Board review and
approval at the next meeting. Ms. Powers asked for clarification on whether the Board disagrees with
the prior Tree Board responses shown in the report, or if they just want to clarify some places where
there are gaps. Chair Cass responded there is disagreement with the report. Chair Cass also requested
the Tree Board webpage link directly to the Tree Code project page.
Potential Joint Meeting with the Mayor's Climate Protection Committee —There was discussion about the
purpose of the meeting and whether the Tree Board should go to one of the CPC meetings or invite them to
one of the Tree Board's meetings. They meet on the same day at 11 a.m. The only purpose would be to
introduce the Tree Board and give the CPC an idea of what's going on. Ms. Powers explained she has
already made a presentation to the CPC about the tree code updates. Board Member Dimmick brought up
a concern about potential conflicts between the groups such as solar energy versus tree retention or possibly
other issues as well. Chair Cass suggested just studying what they are up to for individual awareness. Ms.
Powers noted that the CPC's meetings are not recorded, but she offered to check if meeting minutes were
available. There was some discussion about the purpose and authority of the Climate Protection Committee
since they are not a codified board. There was consensus to not request a joint meeting at this point since
there is not a clear reason and their schedule is very full. Council Liaison Nand recommended that they meet
at some point in the future because they are pursuing very similar goals. Vice Chair Phipps thought it would
be great to put on some sort of joint event together in the future. He already attends many of their meetings.
NEW BUSINESS
1. Draft Tree Board Handbook
Motion to move the Draft Tree Board Handbook to the next meeting made by Board Member
Fagerstrom, seconded by Board Member Dimmick. Motion passed unanimously.
TREE BOARD MEMBER IDEAS AND COMMENTS
Vice Chair Phipps said he recently took a trip to the Olympic Peninsula among the giant trees out there. It was
very wonderful, and he hopes everyone has the opportunity to take that trip.
Council Liaison Nand said she saw a comment today on My Edmonds Neighbors on Facebook complaining
that there aren't enough trees at the new Edmonds Civic Park and there isn't enough shade in this extreme heat.
As they are facing more extreme weather, trees and shade equity have to be a bigger part of urban planning, so
she is glad the Tree Board is doing the work they are.
ADJOURNMENT
The meeting was adjourned at 8:13 p.m.
Next meeting: September 7
Tree Board Meeting Minutes
August 3, 2023
Page 4 of 4
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Tree Board Agenda Item
Meeting Date: 09/7/2023
2023 Work Plan - Events
Staff Lead: Deb Powers
Department: Planning Division
Prepared By: Deb Powers
Continue event planning discussions on:
1. Edmonds in Bloom Garden Tour/held July 15, 2023
a. Finalize tree sign storage
2. Arbor Day Celebration tree giveaway + critical area awareness/October 7, 2023
a. Review proclamation date
b. Finalize giveaway tree source, budget, acquisition
c. Review press release (attached)
d. Review postcard/handout and consider webpage updates
e. Schedule loading, delivery, set-up, shifts, etc.
3. Tree Walk/October 7, 2023
a. Finalize event logistics, staffing, speaker payment
4. Winter Market Christmas tree giveaway/no date
a. Consider potential dates, venue requirements, tree acquisition, budget, etc.
b. Finalize adjustments to 2023 Work Plan (attached)
Attachments:
070723 TB Work Plan
Draft Press Release 09072023
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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,
Amy
*Falls under Tree Board Powers and Duties per ECC 10.95.030
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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
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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
Packet Pg. 10
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 and October as Arbor Month for our beautiful cit
the board will be hosting an engaging booth at the Summer Market,
complimentary tree giveaways to the community. Look for this booth
y
. In celebration,
offering
on Fifth Avenue
just across the street from the historical museum. The event on October 7 starting at
9:00 am to 2:00 pm, 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 w
sustainable community.
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Additionally, the booth will feature an interactive educational component focused on °
highlighting the importance of trees in critical areas. Visitors will gain valuable insight N
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into determining if their homes are located within critical zones and discover the best N
approaches to tree and vegetation maintenance. N
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- tour, providing valuable insights into the
unique qualities of our urban forest. Tree Walk participants should plan to meet on the
steps of the Historical museum at 2:00 pm.
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. Come 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/government/boards and commissions/tree board
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Tree Board Agenda Item
Meeting Date: 09/7/2023
Tree Board Policy Recommendations on Tree Code Amendments
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, a project that is currently
underway. A task subcommittee was formed and presented three drafts for Tree Board review at the
August 3, 2023 Tree Board meeting. After a brief review of the three drafts, the Board asked the
subcommittee to consolidate the draft recommendations for review and a consensus decision at the
September 7, 2023 meeting.
Staff Recommendation
Review the prior policy direction on code changes to ECDC 23.10 provided in the Tree Board/Focus
Group Summary report and the attached document prepared by the task subcommittee and attempt to
reach a consensus decision on the Tree Board's updated policy direction for code changes to ECDC
23.10.
Narrative
See attachments.
Attachments:
Staff Memo on Tree Board Policy Recommendations
Draft Tree Board Policy Recommendations
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CITY OF EDMONDS
121 51h Avenue North, Edmonds WA 98020
Phone: 425.771.0220 • Fax: 425.771.0221 • Web: www.edmondswa
DEVELOPMENT SERVICES DEPARTMENT • PLANNING DIVISION
MEMORANDUM
To: Edmonds Citizen's Tree Board
From: Deb Powers, Urban Forest Planner
Date: September 1, 2023
Subject: Tree Board Policy Recommendations on Tree Code Amendments
Chapter 23.10 of the Edmonds Community Development Code
Staff Recommendation
Review the Tree Board's prior feedback on code changes to ECDC 23.10 provided in
the Tree Board/Focus Group Summary report' and the subcommittee's draft policy
recommendations to reach a consensus decision on the Tree Board's policy direction
for code changes to ECDC 23.10 at the September 7, 2023 Tree Board meeting.
Background
Under the 2021 direction by the Planning Board and City Council, amendments to
Edmonds' tree code are currently underway. The project scope is to:
• Consider limits to property owner tree removals (no development activity)
• Simplify the current development code so it is easier to understand and
administer.
Development code amendments are a Type V legislative process, with the Planning
Board providing a primary role in developing draft code. The Tree Board has an
advisory role to the mayor, Planning Board and City Council to make recommendations
on ordinances to help preserve and protect existing trees, encourage planting of
additional trees... per ECC 10.95.030.
The tree code update project commenced in mid-2022 with initial discussions on minor
changes to the existing development code. In spring 2023, the Planning Board shifted
its focus to consider property owner tree removal codes by studying:
• Key code concepts and specific metrics
• Other municipal tree codes
• Public and stakeholder feedback.
1 https://cdnsm5-hosted.civiclive.com/UserFiles/Servers/Server 16494932/File/E Focus%20Group%202.pdf
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Public/stakeholder feedback was obtained through a survey, community workshops and
focus group meetings, one of which was with the Tree Board. The primary focus group
meeting objective was to hear perspectives and ideas from various interest groups
about changes to the tree code. The Tree Board was unable to reach a consensus on
five out of nine high-level policy questions related to property owner tree removals at the
May 3, 2023 Tree Board Focus Group meeting, shown in the summary report on pages
2-3.
At the July 6, 2023 Tree Board meeting, City Council Liaison Nand suggested the Tree
Board develop recommendations for the City Council's consideration on amendments to
the tree code. A task subcommittee was formed and presented three drafts for Tree
Board review at the August 3, 2023 Tree Board meeting. After a brief review of the three
drafts, the Board asked the subcommittee to consolidate the draft recommendations for
review. The Chair commented that the Board disagreed with the findings in the May 3,
2023 report and staff recommended that the Board consider the report as a framework
for developing its updated tree code policy recommendations.
Note that the Planning Board began review of draft code options for property owner tree
removals at its August 23, 2023 meeting, taking into consideration public and
stakeholder feedback. It would be incumbent upon the Tree Board to address the gaps
in the May 3, 2023 report by reaching a consensus decision on policy recommendations
on tree code amendments at the September 7, 2023 Tree Board meeting.
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DRAFT TREE BOARD POLICY RECOMMENDATIONS ON TREE CODE AMENDMENTS
PREPARED BY THE TASK SUBCOMMITTEE FOR TREE BOARD REVIEW
AT THE SEPTEMBER 7, 2023 TREE BOARD MEETING
Subject: 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. 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
increased awareness and compliance. Most on the Tree Board feel that no significant trees should be removed from
critical areas unless well engineered mitigation measures can be implemented. By fostering an understanding of
the ecological significance and the benefits that trees bring to our community, we believe 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 incentivize residents
in nurturing and expanding our urban canopy. Funds collected for fees in lieu from development projects
should be used for a tree maintenance voucher program designed to financially help those with limited means
to maintain and preserve trees. These measures will not only beautify Edmonds but also contribute to
improved several environmental factors and balancing equity issues surrounding the expense of tree
maintenance.
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 the Tree Board encountered differing views 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
three trees per year or three 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. However, the Tree Board has concerns about the number
of trees that will be cut down when they reach 20"- 23" to avoid landmark status.
With implementation of removal limitations, the Tree Board members support certain exemptions to the limits.
These include not imitating removals dangerous and nuisance trees. We ask that the evaluation and
acceptance process by the city be performed in a timely fashion with no financial burden to the homeowner.
Additionally, there is support for allowing property owners to have the ability to remove trees of any heaalth be
above and beyond the allowance for trees that are less than 4 ft of the property owner's home. This should be
allowed via a notification process as it is well established that trees at this proximity are known risks to
foundations, roofs and other structural components and pose direct hazards to the occupants of their homes.
A minority group of board members believes that the residents of Edmonds have shown a commendable
commitment to tree maintenance and stewardship, as evidenced by the recent canopy assessment. This
assessment showed an increase of canopy over prior five years. 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 current Urban
Forest Management plan does not call for restricting private property tree removals and adding this code is a
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departure from the plan which had included a far more expansive public outreach effort than the recent
outreach by the consultant and administration. This group felt that the current data and plan do not support
requirement for property owner restrictions but would support the findings of an updated UFMP.
Considering the varying viewpoints, we recommend a balanced approach that finds a middle ground.
Encouraging tree preservation through education and incentives should be our city's primary focus, with some
restriction on tree removal for developed single-family properties, while taking into account individual
circumstances and needs. We propose a tiered notification/ 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.
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Tree Board Agenda Item
Meeting Date: 09/7/2023
Draft Tree Board Handbook
Staff Lead: Deb Powers
Department: Planning Division
Prepared By: Deb Powers
Background/History
The City of Edmonds is developing handbooks for its boards and commissions to include essential
orientation and procedural information and to provide general guidance on public meeting protocols.
The approved Planning Board Handbook is the template for boards/commissions under the Planning
Division's oversight.
The draft Tree Board handbook (attached) was originally scheduled for discussion at the Tree Board's
August 3 regular meeting, but was continued to September 7.
Staff Recommendation
Review the attached draft handbook, provide requested edits and if ready, approve the handbook.
Attachments:
Draft Tree Board Handbook
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DRAFT Citizens' Tree Board Handbook
'nc. 18y.,
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.
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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
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 Julv 2023): members will be informed of anv cha
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
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
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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
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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.
Meeting 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
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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
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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.
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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).
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Appendices
1. Tree Board code (ECC 10.95)
2. City email password/sign-in procedures
3. Public Meeting Attendance (ECC 1.05)
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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, 2010j.
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
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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].
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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
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Sign in
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Click into Work or school account
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Then answer the following questions provided in the next screen which should look Ue this.
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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
some 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.
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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].
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