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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 Packet Pg. 2 O 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 Packet Pg. 3 O 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 Packet Pg. 4 O 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 Packet Pg. 5 O 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 Packet Pg. 6 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 Packet Pg. 7 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, Amy *Falls under Tree Board Powers and Duties per ECC 10.95.030 N c m w c d Y `o CO)3.1 N O c d Y L O 3.1 M N 1- CD E t U co Q Packet Pg. 8 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. 9 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 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. a L 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 40 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 Packet Pg. 11 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 Packet Pg. 12 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 Packet Pg. 13 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. Packet Pg. 14 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 Packet Pg. 15 O 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. Packet Pg. 16 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 Packet Pg. 17 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. Edmonds Citizens' Tree Board Handbook —Approved (date) Pa Packet Pg. 18 O 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 Edmonds Citizens' Tree Board Handbook —Approved (date) Pa< Packet Pg. 19 O 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 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 Edmonds Citizens' Tree Board Handbook —Approved (date) Pa< Packet Pg. 21 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 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 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, 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 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 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 C M Sign in W.�—I.Cwk.k rb �.tre ..r ar Li+S i[LFW you •aeuM7 Click into Work or school account Outlook e MKS Which type of account do you need help with? �j 1Ytrl[or uhc�a�vii ty W�sonrl x=n..r� M[t Then answer the following questions provided in the next screen which should look Ue this. NIUMMa Get tdxk into your ar-count WiFnEw Mama 11111111111111 .,� 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 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. 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