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2024-01-04 Tree Board Packetof F p;lf f Agenda Citizens' Tree Board BRACKETT ROOM ih is"° 121 5T" AVE N, CITY HALL — 3RD FLOOR, EDMONDS, WA 98020 JANUARY 4, 2024, 6:00 PM MEETING INFORMATION 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. This is a Hybrid meeting. Join Remote Meeting by using the URL: https://edmondswa- gov.zoom.us/I/81670819481?pwd=EQRLgw1zlc7HOWJg90NLujZ7iFRQle.1 The virtual Meeting ID: 816 7081 9481, Passcode: 442461. You may call in to the meeting by dialing (253) 321-58782. Those commenting using a computer or smart phone are instructed to raise a virtual hand to be recognized. Persons wishing to provide audience comments by dial -up phone are instructed to press *9 to raise a hand. When prompted, press *6 to unmute. LAND ACKNOWLEDGEMENT FOR INDIGENOUS PEOPLES 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. CALL TO ORDER/ROLL CALL 2. ROLL CALL 3. APPROVAL OF DRAFT MINUTES A. OCTOBER 5, 2023 DRAFT TREE BOARD MEETING MINUTES 4. APPROVAL OF THE AGENDA 5. AUDIENCE COMMENTS 6. UNFINISHED BUSINESS A. December tree give away report out B. Tree Board Draft Recommendation Letter review 7. NEW BUSINESS A. Staff liaison transition to Parks, Recreation & Human Services (PRHS) Department B. Tree Canopy Goals (Planning & Community Development) C. Proposed minor code amendment — Code Reference Current Code Number of Occurrences Proposed Code Change Reason Notes/Context 17 ECDC "8 1 "6-inches" Inconsistency Resolves 20.75.060.N inches" inconsistency with definition of "significant trees" in Chapter 23.10 ECDC D. Tree Fund Report (PRHS) E. 2024 Work Plan intro and review F. Tree Board - Handbook updates 8. TREE BOARD CHAIR, MEMBER COMMENTS 9. ADJOURNMENT Next Tree Board meetings: Feb 1, Mar 7, Apr 4, 2024 CITY OF EDMONDS F TREE BOARD Summary Minutes of Regular Meeting October 5, 2023 CALL TO ORDER AND ROLL CALL Vice Chair Phipps called the Tree Board meeting to order at 6:00 p.m. Board Members Present Bill Phipps, Vice Chair Kevin Fagerstrom Ian Higgins Wendy Kliment Ben Mark Board Members Absent Janelle Cass, Chair Crane Stavig Ross Dimmick (alternate) LAND ACKNOWLEDGEMENT Staff Present Deb Powers, Urban Forest Planner Others Present Jenna Nand, City Council Liaison Board Member Fagerstrom read the Land Acknowledgement. ►A H1 Approval of September 7, 2023 Tree Board Minutes The September 7, 2023 Tree Board minutes were approved as presented. APPROVAL OF AGENDA An update on the letter from the Tree Board to the City Council was added to Unfinished Business. Vice Chair Phipps requested adding the following to the extended agenda: • An update on how the Tree Code has been working over the last year. • The balance of the Tree Fund, what it is being used for, and where it is kept. He requested adding approval of Chair Cass's request for money for tag board and printing costs for Saturday's event to Unfinished Business. Tree Board Meeting Minutes October 5, 2023 Pagel of 5 The agenda was approved as amended. AUDIENCE COMMENTS There were no audience comments. UNFINISHED BUSINESS 1. Upcoming Events • Tree Giveaway/Farmers Market Event: Vice Chair Phipps reported he has 35 conifers. Board Member Stavig also bought 50 trees (Japanese maple, dogwood, magnolia). Ms. Powers reported she met with Bess Bronstein and mapped out the walk and selected about a dozen trees to feature. It is expected to last about an hour. Board Member Mark and Ms. Powers will meet Bess on Saturday. Board Member Kliment will print out some info about the walking tour to have at the table. Board members will plan on showing up at 8:30 a.m. Ms. Powers shared Chair Cass's draft critical areas handout for review. There was discussion about how much detail to provide. Vice Chair Phipps thought the detailed directions were helpful for people who might need more instruction. There was consensus to simplify the instructions to just get people to the 25% green layer. Ms. Powers will make the changes and will email them to whoever is going to print it for the booth. Vice Chair Phipps recommended adding this information to the Tree Board webpage. Ms. Powers indicated there used to be a critical areas webpage, but it no longer exists. She suggested eventually developing a critical area landing page to help educate the public about them. Once that is completed, the Tree Board webpage could link to that. • Neighborhood Tree Walk: Ms. Powers noted that when she met with Bess Bronstein, she confirmed that Ms. Bronstein will invoice the City for the $350 speaker fee. • Winter Market Live Christmas Tree Giveaway: Vice Chair Phipps said he has not been able to get a response from his brother-in-law about what type of trees they are. He has reached out to the Adopt a Stream Foundation, and they also have a Christmas tree sales project. For one -gallon natural conifers they want $40 each. They will take the live conifers back and replant them after the holidays. They will also take back live conifers even if they did not sell them. This would be good information to share with people the Tree Board gives trees to in case they don't have room to plant them. Vice Chair Phipps said he talked with Tom Murdock who is the head of the Adopt a Stream Foundation and had a long discussion about Perrinville Creek, its history and the mistakes that Edmonds has made. He noted that Streamkeeper.org has a detailed analysis with photos about Perrinville Creek. Tree Board Meeting Minutes October 5, 2023 Page 2 of 5 Board Member Mark said he knew of a timber harvest farm at Pilchuck where he could get as many baby hemlocks as they want for the Christmas tree giveaway. He offered to go rescue 20 of them from clearcutting. The group was very interested in this. Vice Chair Phipps said he submitted the application for the Winter Market booth for December 9 and confirmed that the Tree Board has the booth for free. 2. Update on Tree Board's Tree Code Amendments Ms. Powers explained that this item was pulled from tonight's meeting agenda. There may be a different direction to go with the tree code amendments but that is up to Director McLaughlin. Councilmember Nand said she thought the Tree Board could still work on the letter since the Tree Board has a legally defined mission to advise the Planning Board and the City Council. She thought a majority opinion of the Tree Board would be very helpful to the City Council as they are working through the Tree Code. She encouraged them to finalize the letter. Board Member Fagerstrom asked if other directors strike items from the agendas of other boards and commissions. Ms. Powers discussed the agenda submittal and review process for boards and City Council and confirmed that certain reviewers have the authority to pull agenda items. Councilmember Nand pointed out that the Tree Board can always vote at meetings to amend the agenda to put items on or take them off. She stated she would ask Director McLaughlin why that was removed from the agenda. Board Member Kliment commented they didn't have any information in front of them to discuss. Ms. Powers reminded the Board they had asked at the last meeting for a consolidated version of the subcommittee's multiple comments be brought back for review of policy and code recommendations. Councilmember Nand commented that the Tree Board is allowed to put whatever they think the Council should hear in a letter without seeking permission from the Administration. Board Member Kliment said she thought it would be better to wait until Chair Cass was present to have that discussion. She also was interested to know if the consensus opinion would be the same now that they have two new board members. Board Member Mark asked Councilmember Nand if she was interested in hearing the dissenting minority opinion as well as the majority opinion. Councilmember Nand thought that would be helpful. Vice Chair Phipps said he thought Ms. Powers' version was a good synopsis of their opinion. He thought Chair Cass would agree as long as when they discuss it as a group, they include a few sentences about those that don't agree with the group's policy and code recommendations. He thought it would take too long to bring new members up to speed and he is sick of talking about it. Board Member Fagerstrom said he thought Chair Cass should contact Director McLaughlin to get an explanation about why it was removed. If it is to be put back on a future agenda, so be it. Ms. Powers said she thought Director McLaughlin intends to have a meeting with Chair Cass, Vice Chair Phipps, Councilmember Nand, and herself. Vice Chair Phipps expressed frustration about the situation. Councilmember Nand added that she had suggested such a meeting to build and repair relationships. Vice Chair Phipps asked if this topic was still on the Planning Board's agenda or if it was being pulled from theirs as well. Ms. Powers replied that she has already submitted the October 11 Planning Board Tree Board Meeting Minutes October 5, 2023 Page 3 of 5 meeting materials for review and does not know if it will get pulled. The only way to tell is to watch to see when the packet is published. She encouraged the Board to not make any assumptions about what is going on and why. Vice Chair Phipps suggested they could skip making any recommendation to the Planning Board since they already generally understand their point of view and just prepare a letter to go straight to the City Council. There was discussion about reviewing the draft synopsis that Ms. Powers had provided. Vice Chair Phipps was concerned that they didn't have enough time. Ms. Powers reviewed the remaining steps in the code amendment process that still need to take place. Councilmember Nand thought it would be valuable to have the Tree Board read their letter at the public hearing on this topic before the City Council. Motion made by Board Member Fagerstrom, seconded by Board Member Kliment, to delay any action on this until the next meeting. Motion passed unanimously. Vice Chair Phipps protested and expressed frustration with the format of the agenda which he feels is confusing and lacks transparency. By looking at the cover agenda, you can't tell everything they are going to be talking about without opening the agenda packet. He wants an agenda format where everything they will be talking about is shown in detail. He showed a Diversity Commission meeting agenda and noted that is the way he would like their agendas to look. He requested that a copy of that agenda be put into the meeting minutes. Ms. Powers explained that all the board agendas are submitted through automated Minute Track software with a pre -formatted template. The cover/agenda is meant to be a one -page public meeting notice and the agenda packet has all the details of business items that will be discussed at the meeting. Ms. Powers showed where all the detailed sub items are located online and demonstrated how to open a pdf document that can be printed and brought to the meeting or follow online. Vice Chair Phipps said it was a mistake to do it that way; they are taking away transparency from city government. Councilmember Nand wondered if Ms. Powers could look at a way to put more information into a single line on the agenda. Board Member Fagerstrom suggested taking it up with the City Council. Budget Request for printing and other materials for the Arbor Day event Motion made by Vice Chair Phipps, seconded by Board Member Fagerstrom, to approve $100 for the foam core board and printing costs. Ms. Powers noted that they should make sure they know exactly what is remaining in the budget for the event. Vice Chair Phipps stressed that this was necessary, and he was willing to donate the money for it if necessary. Ms. Powers said the approved items are probably fine, but until they know exactly what was paid for the tree purchase, tax, and mileage, they should not assume what is left over for the remaining 2023 budget items, such as Christmas trees for the winter market. If they have exceeded their budget for the Arbor Day event, they could just decrease costs for the winter market. Motion passed unanimously. NEW BUSINESS Tree Board Meeting Minutes October 5, 2023 Page 4 of 5 Draft Tree Board Handbook Board members expressed appreciation for the handbook. Motion made by Board Member Kliment, seconded by Vice Chair Phipps, to approve the handbook with changes to update staff members' names. Motion passed unanimously. 2. Tree City USA Application Ms. Powers reviewed requirements to be a Tree City USA and the application process. She indicated Chair Cass had expressed interest in the Tree Board taking over Tree City USA and requested clarification on that. Vice Chair Phipps noted that before Ms. Powers came on board, they used to hire a consultant to do the application. No one on the Tree Board was interested in taking over the application process. Motion made by Board Member Kliment, seconded by Board Member Fagerstrom, to have Ms. Powers continue with the Tree City application process this year, and they will look at options for next year. Motion passed unanimously. TREE BOARD MEMBER IDEAS AND COMMENTS Vice Chair Phipps noted that there is a tree planting event that the Parks Department is doing on October 28 as part of Arbor Month. Ms. Powers provided information on the two park locations and mentioned the collaboration between Planning and Parks. Vice Chair Phipps wondered if the Tree Board should be part of that restoration. Ms. Powers explained that they would have to register on the website individually if they want to participate. Vice Chair Phipps noted he heard back from Board Member Stavig who said he spent about $740 on trees. Ms. Powers reminded that tax and mileage still need to be factored. However, they are still covered with other funds. Board Member Marks reported on a conference he recently attended with ISA (International Society of Arboriculture) which has a big focus on urban forestry. He noted this would be worthwhile for other board members to attend in the future. Also, he learned there is a lot of grant money coming available for investments in urban forestry. Councilmember Nand commented that someone was complaining over the summer that there wasn't enough shade at the new Civic Park. She thinks there is a lot more shade awareness now with the extremely hot summers. ADJOURNMENT The meeting was adjourned at 8:06 p.m. Tree Board Meeting Minutes October 5, 2023 Page 5 of 5 2023 Edmonds Citizens Tree Board Work Plan Budget Total: $1,400 Ongoing Annual Events Event Dates Project Type Description TB Lead Status Partners/ Contact Budget 41111 restoration projects @ Yost/Pine Ridge and 2 beach Earth Day Celebration* 22-Apr-23 Ongoing Annual locations TB members host sign -in tables and provide snacks, Wendy Parks Contact: Angie Feser, Jenn Event water, TB info materials. Leach Parks Contact: Angie Feser/Jenn Leach $60 Annual Presentation to City Ongoing Annual Create PPT and give presentation. Check PPTs in file server for Council (required)* 7-Mar-23 Event examples. Janelle Deb for Council packet submittal Contact: Deb N/A Ongoing Annual Laminate, attach tree ID signs to stakes EIB/Tia Scarce digdig@mac.com, Edmonds in Bloom Garden Tour* 16-Jul-23 Event Contact: EIB/Tia Scarce digdig@mac.com, Carol Murray (EIB Wendy Carol Murray (EIB Pres.) Pres.) Unknown Arbor Day Event & Proclamation (required)* Arbor Day/tree giveaway event at Edmonds Farmers Market. Note: celebrating Arbor Day is 7-Oct-23 Ongoing Annual Public information campaign with interactive City of Edmonds Crane, Bill, Deb re: proclamation required to maintain Tree City Event map showing critical areas Kevin USA $840 Sign Replacement, Restoration Site restoration. Plant site -specific trees/understory and replace & Tree Planting at Sierra Park* interpretive signs at Sierra Park. Lions Club, Parks Dept. /Angie (UFMP Goal 4A) New Project Parks contact: Angie Feser Angie.Feser@edmondswa.gov Andy Feser angie.feser@edmondswa.gov Arbor Day Event? Lion's Club contact: Deandra? $500 Tree Code Update Project* One-time City Provide written recommendation to City Council. (UFMP Goal 1A, Stage 2) 2022-2023 Project Contact: Deb deb.powers@edmondswa.gov TB Consensus Deb N/A Public Tree Walking Tour August New Project Informative tour featuring tree factoids, history, etc. featuring Crane significant public trees. Location: City Park Parks Contact: Angie Feser Unknown Update Homeowner Tree List* Continual New Project Update recommended tree list linked from Tree Board webpage Crane/Bill Planning Dept/webpage update N/A Public Education on Critical See Oct 7 New Project Create public education plan to educate residents on where lanelle Areas event critical areas are located on private property. Unknown Exceptional Tree program* Develop criteria and nomination process for informal tree Parks Dept. Angie Feser for street (UFMP Goal 1D) New Project designation program. Identify and provide plaques for trees exceptional trees on private and/or street trees. Unknown *Related to TB Powers and Duties per ECDC 10.95 Item #7F - Attachment OF EL),,V Citizens' Tree Board Handbook - ����. i goo 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. pow 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 October 5, 2023 Page 1 of 14 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 "rhan F^,-or-+ Plappor isParks, Recreation & Human Services Department provides the 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 SeRier ndY, iRistrative AssistaRt Wthe P!aRR*Rg n,,,,S,..RParks, Recreation & Human Services Department is primarily responsible for distributing meeting agendas and posting RgiR tes ^R^^ they are approved by the D!aRRiRg ""aRager and handle` 5; fermanages Tree Board expenditures. The Parks, Recreation & Human Services Department PlaRRiRg DiViSieR naaRago, reviews and approves monthly meeting agendas and any Tree Board projects or events that involve the department's PlaR Rgstaff resources or park locations. The Planning & Community Development Department manages all Tree Board city code work related to trees. The department representative will work the Parks, Recreation & Human Services staff to schedule agenda topics and provide related agenda materials. 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 ,,January 2024); members will be informed of any changes. Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 2 of 14 Corder Aslmin Assist. Michelle Martin iehell„ .;a FtiRrl.,slMOR dswa g Parks, Recreation & Human Services Director: Angie Feser, angie.feser@edmondswa.gov Mayor's Exec Asst: Carolyn LaFave, carolyn.lafave@edmondswa.gov Planning and Development Director: Susan McLaughlin, susan.mclaughlin@edmondswa.gov The Planning and Dev I„r,m 4Parks, Recreation & Human Services Department is fecated-en the seeend f„a- F erCty44a4at the Frances Anderson Center (700 Main Street) , — § A e.-N4 and can be reached at 425-771-02200230. 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 Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 3 of 14 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 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. The 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 Wr"^^ Perest D1^^^^rParks, Recreation & Human Services Department representative 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 Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 4 of 14 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. Meetine Notes 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 Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 5 of 14 (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 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, Recreation & Human Service Department's' 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 Dlanning and Develepm^^+Parks, Recreation & Human Service Department. The Tree Board is responsible for proposing an Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 6 of 14 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. Invoices for expenditures should be submitted to Dlanning "dn+i Parks, Recreation & Human Services Department to bring forward for reimbursement through the proper City channels: 1. The Parks, Recreation & Human Services Department Dnun1^^m^^* 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 the Director. 2. After approval by the Board, all pertinent receipts must be attached to the expenditure template and e-mailed to d erv*ees@edFnendsw• ^ g .angie.feser@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 Edmonds Citizens' Tree Board Handbook — Approved October 5, 2023 Page 7 of 14 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 October 5, 2023 Page 8 of 14 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 October 5, 2023 Page 9 of 14 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, 2010]. 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 October S, 2023 Page 10 of 14 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 October S, 2023 Page 11 of 14 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 Sign in "t ohw* a Sow Click into Work or school account Outlook Which type of account do you need help with? Then answer the following questions provided in the next screen which should look like this. NGUQ.Dn Get back into your account Edmonds Citizens' Tree Board Handbook — Approved October S, 2023 Page 12 of 14 Appendix 3: Public Meeting Attendance (Chapter 1.05 of the Edmonds City Code) 1.05.010 Attendance required — Remote participation allowed. A. In addition to being subject to removal for other particularized grounds as set forth in applicable provisions of the Edmonds City Code and violations of the city of Edmonds Code of Ethics for Board and Commission Members, members of all city boards, commissions and committees (hereinafter "members"), except as set forth herein, shall be removed from office, and the position deemed vacant as set forth in ECC 1.05.020(C) if such member attends less than 70 percent of the regular meetings in any one calendar year, and/or is not in attendance at three or more consecutive regular meetings. Members may participate in board and commission meetings remotely (by telephone, video conference, etc.) and such participation shall be considered attendance for the purposes of this subsection; provided, that any such participation must allow for all other members of the board or commission and any public in attendance to hear the member on the remote device, and provided further, that any member participating remotely must commence participation at the beginning of the meeting and must declare an intention to participate until the end of the meeting. Remote participation is not a right. Reasonable efforts should be made to facilitate remote participation within the limits of the city's personnel and fiscal resources, but technical disruption may still occur. After resuming a remote connection after any technical disruption of said connection, the chair shall determine, subject to appeal, whether a remote member may participate in any action on a matter that may have been discussed during the disconnection, based on the duration of the disconnection, nature of the discussion, etc. B. The chairperson of the particular board, commission or committee may excuse, subject to appeal, any member from attendance at any particular meeting or meetings for reasons that are (1) work related, (2) due to illness or death in the family, (3) extended vacations in excess of two weeks in length, or (4) technical disruption; provided, however, each such excused absence shall be so noted by the chairperson at the meeting from which the member is being excused and such fact shall be recorded in the minutes along with the reason given for the excused absence by the member. Excused absences shall not be counted for purposes of removal from office, but only if so noted in the minutes as set forth herein. In the absence of the chairperson, the member acting in the chairperson's behalf, such as vice -chairperson or pro tem, shall make the determination, subject to appeal, of whether the absence is excused, and announce the same for recording in the minutes of the meeting from which the member is excused. [Ord. 4266 § 1, 2022; Ord. 4098 § 1, 2018; Ord. 2556, 1986; Ord. 2033 § 2, 1978; Ord. 2156 § 1, 1980]. 1.05.020 Attendance records. A. The city clerk shall keep a record of attendance of all board, commission and committee meetings. Upon any member failing to attend three or more consecutive regular meetings without the chairperson's excuse being noted in the minutes, the city clerk shall certify said member's name in writing to the mayor and shall notify in writing the members, the chairperson, and the appropriate city department head. B. On or before January 15th of each calendar year, commencing in 1980, the city clerk shall compile a list of members, if any, who have attended less than 70 percent of the regular meetings in the past calendar year without the chairperson's excuses being noted in the minutes, and shall certify this list to the mayor. The city clerk shall also notify in writing the members, the applicable chairperson and the appropriate city department head. Edmonds Citizens' Tree Board Handbook — Approved October S, 2023 Page 13 of 14 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, 19781. 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 October 5, 2023 Page 14 of 14