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2024-02-01 Tree Board Packetof F p;lf Agenda Citizens' Tree Board BRACKETT ROOM ih ls00 121 5T" AVE N, CITY HALL — 3RD FLOOR, EDMONDS, WA 98020 FEBRUARY 1, 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=EQRLgw1zlc7HOWJg90NLu'Z7iFRQle.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. JANUARY 18, 2024 DRAFT TREE BOARD MEETING MINUTES 4. APPROVAL OF THE AGENDA 5. AUDIENCE COMMENTS 6. UNFINISHED BUSINESS A. Handbook approval (attached) B. Tree Board Draft Recommendation Letter Update 7. NEW BUSINESS A. Board membership update (PRHS) B. Work Plan Update (discussion and work session) C. Officer election 8. TREE BOARD CHAIR, MEMBER COMMENTS 9. ADJOURNMENT Next Tree Board meetings: Mar 7, Apr 4, May 2, 2024 CITY OF EDMONDS 0 TREE BOARD Summary Minutes of Regular Meeting January 4, 2024 LAND ACKNOWLEDGEMENT Board Member Mark read the Land Acknowledgement. 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 Ian Higgins Wendy Kliment Ben Mark Crane Stavig Ross Dimmick (alternate)(online) Board Members Absent None Staff Present Angie Feser, Parks, Recreation, and Human Svcs. Director Mike Clugston, Planning Manager Susan McLaughlin, Planning & Development Director Others Present Jenna Nand, City Council Liaison It was noted that Kevin Fagerstrom had resigned from the Board, and staff will be looking for a new member. MINUTES: Approval of October 5, 2023 Tree Board Minutes Board Member Kliment noted that Board Member Marks should be corrected to Board Member Mark on page 5 under Tree Board Member Comments. The 10/5/23 Tree Board minutes were approved as corrected. APPROVAL OF AGENDA Vice Chair Phipps requested a discussion about the budget. This was added to New Business. Board Member Stavig said he had comments to report on the October Tree Giveaway. This was added to the end of Unfinished Business. Tree Board Meeting Minutes January 4, 2024 Page 1 of 6 The agenda was approved as amended. AUDIENCE COMMENTS Councilmember Nand thanked the Board for their work in 2023. She is looking forward to 2024 with Director Feser and the Parks Department. UNFINISHED BUSINESS: 1. December Tree Giveaway Report Board Member Mark and Vice Chair Phipps reported on the successful December tree giveaway where they gave away 60 one -gallon native conifers at the Christmas Market. Chair Cass agreed it was a great event, and people were very enthusiastic. Several people were excited about succession planting which could be a neat theme for the year. She noted that there was one family from Woodway who saves all their volunteer seedlings and would like to donate them to others. Vice Chair Phipps thanked everyone for helping out. Board Member Mark said he was impressed with the knowledge of a lot of people who came to the booth and the questions they asked. Chair Cass concurred. 2. Tree Board Draft Recommendation Letter review Chair Cass reviewed the background on this. She commented that even though Director McLaughlin had decided to change direction on this, the Planning Board still proceeded with coming up with a recommendation regarding the Tree Code. The Tree Board also had ideas they wanted to provide. Councilmember Nand said it would be nice to have a snapshot in time of the Tree Board's input on Tree Code updates in 2024. She thought the Planning Board memo provided a very good template. Director Feser commented that the code says that the Tree Board shall provide an annual report to the City Council within the first quarter of each year. That would be an opportunity to provide comments within that schedule. She noted that it will be a different year because the Council will be occupied with the budget for much of the first part of the year. She thinks it is still important for the Board to give a report before the Council and get feedback from them. It's also a great way to get public exposure and let people know what the Tree Board has been doing. Board members expressed an interest in following through with this. Planning Manager Clugston commented on staffing challenges and noted that their ability to deliver anything additional right now is limited. He hopes that later this year he will be able to go back to the Tree Code and pick it back up. He acknowledged the work that the Tree Board has already done on this and invited them to go ahead and make a recommendation if they are ready but stressed that it will take time for staff to be ready to work on it. Board Members Higgins, Phipps, and Mark volunteered to work on this in a subcommittee. October Tree Giveaway Report Board Member Stavig commented that he still has mileage to submit for reimbursement. There was discussion about how to handle that since it was in 2023. Director Feser indicated she could speak with him after the meeting. Board Member Stavig reported that he picked up 50 deciduous trees at a nursery in Oregon, and they were all gone within the first hour. Vice Chair Phipps brought down 30 conifers that were also gone very quickly. People were very excited about the trees. Tree Board Meeting Minutes January 4, 2024 Page 2 of 6 NEW BUSINESS Staff liaison transition to Parks, Recreation & Human Services (PRHS) Department, discussion about budget process Director Feser spoke to reason the decision was made to have the Tree Board function under the Parks Department. She reviewed the support systems in place to help the activities of the Tree Board. She will be the staff liaison for the time being. Councilmember Nand asked if there would be any capacity for Parks to work with the Tree Board on park cleanups. Director Feser affirmed that was something they could do. She wants to increase Parks' ability to offer volunteer opportunities this year. 2. Tree Canopy Goals (Planning & Community Development) Planning and Community Development Director Susan McLaughlin discussed the decision to pause the Tree Code work in order to get clarity on the City's tree canopy goal. She reviewed the process to date, project goals, and examples tree canopies and goals from comparable neighboring cities. As of 2021, 34.6% of Edmonds' land is covered by tree canopy. This is the starting point. Most cities feel a 2% increase goal over the next 10-20 years is realistic at their current GMA. The Urban Forest Management Plan says no net loss. Director McLaughlin said she feels 2% might be practical, but they haven't done any sort of analysis on this. They need to consider how they will track it and what the cost will be to the City to offset some of the loss that may be anticipated. A 2% increase would be a similar increase as neighboring cities. A 3.4% increase would bring Edmonds to 38% the same level as other cities currently. A 5.4% increase would reach 40% coverage. Chair Cass noted that they need to consider their housing density. She noted that Woodinville, for example, is much less dense than Edmonds. It is valuable to compare apples to apples. She noted that Seattle is super dense and has way less tree canopy. Maybe there is some correlation between what is feasible for different housing density levels. Director McLaughlin suggested the floor area ratio would be a better metric for comparing. Chair Cass acknowledge that but stressed that it needs to be realistic when they consider how much of Edmonds is built out. Board Member Dimmick agreed that there are distinct differences between communities. He is skeptical when he sees communities saying they will increase their tree canopies 2% over the next 10-20 years which is conveniently beyond their tenures. He also wondered what the historical tree canopy in Edmonds has done because it seemed like it increased from the ten years before. Director McLaughlin replied that the tree canopy increased but it was because of right of way and parks, not private development. Councilmember Nand suggested that this presentation go before the City Council for a public hearing where the Tree Board is invited to share their thoughts. Director McLaughlin noted that this is just the beginning of looking at this. Staff intends to contact neighbors to find out why they picked their percentage goals; to re-engage the 2020 consultants to run feasibility studies; and develop policy to increase our tree canopy coverage and promote responsible development without hindering GMA goals with BB 1337 and HB 1110 developments. Director McLaughlin suggested she might look into forming a subcommittee. Board Member Stavig wondered if the 2% increase goal could be achieved just by current trees growing bigger. Board Member Mark explained how calculations are done in different jurisdictions. Board Member Dimmick commented that trees are being cut down by necessity every month just to meet Tree Board Meeting Minutes January 4, 2024 Page 3 of 6 GMA targets. A lot of trees were cut down in the 60's and 70's. Trees were replanted and have grown which is why the tree canopy numbers are in the 30's and not the 20's. He noted that none of this measures quality of canopy, and it is a very rough indicator of urban forest health. The Urban Forest Management Plan talks about habitat but never states what the target species is for that habitat. He stated that growth of the existing canopy to increase the tree canopy percentage is a legitimate strategy. Director McLaughlin noted that Redmond had calculated that a 1% increase in tree canopy would be equal to 106 acres of trees. She did not think that could happen through growth alone, but it can certainly be part of the strategy. That is why tree retention is so important. Board Member Stavig noted on the map that certain areas had no trees at all. He wondered if it made more sense to plant trees in those areas or to increase density in the other areas. Director McLaughlin pointed out from an equity perspective that if they treat every lot the same with the Tree Code, they will exacerbate some of their tree canopy deficiencies. Board Member Mark said goal number one in the Urban Forest Management Plan is to maintain or enhance citywide canopy coverage. He noted that there are always improvements that can be made to increase coverage. Board Member Dimmick commented that going from 34% to 36% is actually more than a 2% increase if you are thinking about it in terms of level of increase in the canopy. Mathematically, it would actually be a 6% increase in the canopy. That clarifies the effort needed to achieve it. Councilmember Nand referred to staff s intent to re-engage the 2020 consultants. She requested a query into their scope of work for identifying areas in Edmonds that are most vulnerable to heat domes and contiguous areas of green belts for urban wildlife habitat. Director McLaughlin said the existing canopy study will tell them where the gaps are which is where the risks are. The Tree Code when complete will help to address the quality of the canopy. 3. Proposed minor code amendment Planning Manager Clugston reviewed the minor code amendment process and presented the proposed tree diameter minor amendment. He stated this is a cleanup item and not a policy issue. There was some discussion on the background and significance of this. Motion made by Board Member Kliment, seconded by Board Member Mark, to approve the minor code amendment. Motion passed unanimously. 4. Tree Fund Report (PRHS) Director Feser reviewed some background on the Tree Fund which has a number of different revenue sources (fee -in -lieu, penalties, donations). It is managed by Parks, but Planning and Community Development collects the fees. It is not part of the General Fund; it has restricted spending; and it rolls over year after year. The money can be used for providing tree vouchers; services by tree professionals; services for urban forest management and health; acquiring, maintaining, and preserving wooded areas; purchasing supplies and materials for Arbor Day or other educational purchases; purchasing and planting of trees; and other purposes related to trees. It cannot be used to offset conditions where a Tree Board Meeting Minutes January 4, 2024 Page 4 of 6 violation has occurred. Money that comes in from fee -in -lieu payments can only be used to purchase trees for planting or acquiring wooded areas or open space. She reviewed the 2022 Council Decision Package expenditure authority; ongoing allocation; revenue and potential expenditures. There was discussion about the fees in lieu that were received which constitute the majority of the current fund and the property that they might be used to purchase. The Board expressed appreciation for the presentation. Chair Cass asked if they could incorporate this information in the Tree Board's presentation to Council. Director Feser thought that would be good. Vice Chair Phipps asked if this fund is evidence that the Development Code is working at saving trees because in 2023, they didn't receive any fees in lieu. Director Feser commented that Kernen Lien had said before he left that developers are opting out of the fee in lieu and working towards saving trees on site. The Board was very encouraged by that news. There was some general discussion about the Landmark project. 2024 Work Plan intro and review Chair Cass referred to the spreadsheet covering last year's work plan. She encouraged everyone to take a look at that so they can make any edits in February. Director Feser will help find the most recent version to make sure that is what is in the packet for next month. She reminded the Board that the budget is being revisited by Council and may change. Councilmember Nand recalled that last year Deb Powers had encouraged the Board to look at private grant partners like the Arbor Day Foundation to possibly fund some of their activities. That might be a project to bring forward this year. Director Feser commented they have tried for those funds in the past but they are limited to census tract data. DNR told them they didn't qualify at Mathay Ballinger Park. There are some others that might be possibilities. Councilmember Nand recommended putting this on the agenda for February. Board Member Kliment noted that many people have offered to donate at the booths but they didn't know how to do it. Director Feser indicated she would help them come up with a system like a pamphlet with a QR code that could be used for this purpose. 6. Tree Board — Handbook updates Director Feser explained she had made revisions to make this current with the new Parks information. Chair Cass recommended that board members review the updated handbook and come back next month ready to consider approving it. 7. Budget Discussion This was continued to after Council's review of the budget. TREE BOARD CHAIR, MEMBER COMMENTS Councilmember Nand asked who will be covering the Tree City USA application. Director Feser thought that Parks would likely be handling it. There was discussion about the difficulty of the application and the value (or lack) of the designation. Tree Board Meeting Minutes January 4, 2024 Page 5 of 6 Chair Cass thanked everyone for their participation and said she is looking forward to 2024. She excited to see what they will get done. ADJOURNMENT The meeting was adjourned at 8:18 p.m. Next meeting: February 1 Tree Board Meeting Minutes January 4, 2024 Page 6 of 6 Op ED4 Citizens' Tree Board Handbook Ine. 1 R90 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. 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. 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. Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 1 of 13 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 Parks, 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 Parks, Recreation & Human Services Department is primarily responsible for distributing meeting agendas and posting and manages Tree Board expenditures. The Parks, Recreation & Human Services Department reviews and approves monthly meeting agendas and any Tree Board projects or events that involve the department's staff 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 anv cha Parks, Recreation & Human Services Director: Angie Feser, angie.feser@edmondswa.gov Mayor's Exec Asst: Carolyn LaFave, carolyn.lafave@edmondswa.gov The Parks, Recreation & Human Services Department is at the Frances Anderson Center (700 Main Street) and can be reached at 425-771-0230. 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 Communicatine via Email. Social Media. Phone. etc. Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 2 of 13 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 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. Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 3 of 13 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 Parks, 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 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 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. Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 4 of 13 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 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 Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 5 of 13 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 Parks, Recreation & Human Service Department. 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. Invoices for expenditures should be submitted to Parks, Recreation & Human Services Department to bring forward for reimbursement through the proper City channels: 1. The Parks, Recreation & Human Services Department 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. Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 6 of 13 2. After approval by the Board, all pertinent receipts must be attached to the expenditure template and e-mailed to 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 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 7 of 13 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 8 of 13 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, 2010]. 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 5, 2023 Page 9 of 13 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 5, 2023 Page 10 of 13 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 k�i. onone. a st,or Click into Work or school account Outlook M M.—ot, Which type of account do you need help with? A .R Then answer the following questions provided in the next screen which should look like this. NGUONA Get back into your as ount Edmonds Citizens' Tree Board Handbook —Approved October 5, 2023 Page 11 of 13 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 5, 2023 Page 12 of 13 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, 1980]. 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 October 5, 2023 Page 13 of 13 2024 Edmonds Citizens Tree Board Work Plan Draft Budget Total: $1,400 Staff Impact/ Project NamedJJL D.Budget Currently using FTP for file sharing. Consider shifting to One Drive or Sharepoint for ease of Shared file storage for collaboration/ mordernization. documents, photos, etc Administrative Administrative Develop guide consistent with City In boards/commissions with: new member process/ orientation, history, mission, guiding almost principles/policies, primary responsibilities, complet Tree Board Handbook Administrative Administrative budget info, staff role, etc. e Revise content, imagery and graphics for greater advocacy and outreach (within City web content standards). Research other city's TB webpages. Webpage update Administrative Administrative Approved Create PPT and give presentation. Check PPTs 2023 in file server for examples. Council packet Events & submittal deadline is one week prior to Annual Presentation to Ongoing Projects meeting. City Council (required)* 1-Mar Annual Event Janelle Approved Ridge and 2 beach locations TB members host 2023 sign -in tables and provide snacks, water, TB Parks Contact: Parks Earth Day Event* Events & info materials. Angie (UFMP Goal 2E, 21) Ongoing Projects Parks Contact: Angie Feser/Jenn Leach Feser/Jenn 1-Apr Annual Event Wendy Leach $60 Approvea 2023 Assemble tree ID signs EIB/Tia Scarce Events & Contact: EIB/Tia Scarce digdig@mac.com, Carol digdig@mac.co Edmonds in Bloom Ongoing Projects Murray (EIB Pres.) m, Carol Murray Garden Tour 1-Jul Annual Event Wendy (EIB Pres.) Approved 2023 Events & Informative tour featuring tree factoids, Public Tree Walking Tour Projects history, etc. featuring significant public trees. Parks Contact: 1-Aug New Project Was performed very Successfully in 2023 Crane Angie Feser Concurrent with Edmonds Farmers Market event. Tree/seedling give-away and Public information campaign with interactive Arbor Day Event & Approved City of Edmonds map showing critical areas Proclamation (required)* 2023 Parks Contact: Angie Feser Note: celebrating Arbor Events & Angie.Feser@edmondswa.gov , if event is held Angie Feser Day is required to Ongoing Projects in a park Angie.Feser@ed maintain Tree City USA 1-Oct Annual Event mondswa.gov $840 Approved 2023 Events & Very successful event in 2023 Winter Market (Tree Ongoing Projects Contact: Chamber of Commerce Giveaway?) 1-Dec Annual Event Approved 2023 Update Street/ Suggest Even Events & Homeowner Trees List Projects Help update recommended tree list for for New Project streets; neighborhoods Crane/Bill Approved 2023 Events & Create public education plan to educate Public Out reach about Projects residents on where their homes are relative to In Critical Areas New Project critical areas. Janelle process Planning Dept Approved 2023 Events & Goal this year to idenify and provide plaques Projects for exceptional trees. We would like to keep Exceptional Trees New Project this more informal. Andy $500 Approved Tree Code Update 2023 Tree Board provides a written recommendation Project* Events & to City Council and Planning Board (UFMP Goal 1A, Stage 2) Ongoing Projects Annual Event N/A Sign Replacement, Site restoration. Plant site -specific Restoration & Tree trees/understory and replace interpretive signs Planting at Sierra Park at Sierra Park. (UFMP Goal 4A) Parks contact: Angie Feser Arbor Day Event? Future Project On Hold Angie.Feser@edmondswa.gov Public PREVIOUSLY Anti -topping campaign or other positive tree Education/Advocacy DISCUSSED messaging such as Trees Are the Answer! Trees (UFMP Goals 1Ei, Goals BUT NOT are Good! Healthy Trees/Healthy Cities, etc. 4A-C) Potential APPROVED AS Create a Tree Owner's Manual Handbook (see Public Project 2023 DNR example). PREVIOUSLY See Lynnwood/Kirkland examples of City -run DISCUSSED voucher programs, adapt to TB -run program? Tree voucher program BUT NOT Organize one-time tree giveaway event to (UFMP Goal 3A) Potential APPROVED AS incentivize street tree or private property Project 2023 trees. PREVIOUSLY Develop a certification/awards program DISCUSSED recognizing developers/property owners for BUT NOT superior tree care or preservation. Award program or event Potential APPROVED AS (UFMP Goal 3C) Project 2023 PREVIOUSLY DISCUSSED Beyond TCUSA Arbor Day* requirements. Need BUT NOT 10 points to receive Growth Award. Complete APPROVED AS by Dec 1. Potential 2023 Contact: Parks & Recreation Dept Earn TCUSA Growth Awards Project PROJECTS Establish program to designate Heritage Trees in Edmonds. Develop nomination process, tree PREVIOUSLY criteria, selection committee. Create DISCUSSED signage/plaque. Schedule celebration, invite BUT NOT dignitaries? Consider mapping on City website Heritage Tree Program APPROVED AS for greater public education, advocacy. (UFMP Goal 1D, Goal 3C) Potential 2023 Contact: Deb Project PROJECTS Could be one-time or ongoing annual event. PREVIOUSLY Pruning instruction could be provided by expert DISCUSSED (PlantAmensty?), planting could promote Tree planting or pruning BUT NOT species diversity. For public or private property class APPROVED AS trees. (UFMP Goals 2G, 21, 413iii) Potential 2023 Contact: Parks or Public Works? Project PROJECTS PREVIOUSLY DISCUSSED Ongoing SSS/Parks Dept. event at Salmon BUT NOT Hatchery, approx. 200 attendees. Tasks: secure APPROVED AS table, provide kids activity. Potential 2023 Parks Contact: Angie Feser/Jenn Leach Watershed Fun Fair Project PROJECTS