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HomeMy WebLinkAbout09-20-21 YTB AgendaCode Administration (509) 575-6126 · Planning (509) 575-6183 · Office of Neighborhood & Development Services (509) 575-6101 Yakima Tree Board BIMONTHLY MEETING Zoom Virtual Meeting Monday, September 20, 2021 5:00 p.m. - 6:00 p.m. YTB Members: Lance Forsee, Jheri Ketcham, Daniel Layton, Chip Rognlie, Ken Tolonen City Planning Staff: Eric Crowell (Senior Planner) Agenda I. Approval of the Meeting Minutes from July 19, 2021 II. Status of Remote Meetings III. Webinar—Manual for Standards in Practice: Urban & Community Forestry on September 22 at 9:00 a.m. (DNR) IV. Review of Proposed Scheduling Framework and Other Bylaws V. Staff Report—Chip Rognlie VI. For the Good of the Order VII. Adjourn Next Meeting: November 8, 2021 on Zoom To listen/watch this virtual meeting, please register with your name and email address here: https://cityofyakima.zoom.us/j/98019933522?pwd=dU51R21GRTBHOTZQMWNwOU9weGsydz09 After registering, you will receive emailed instructions for joining the meeting online with your device or by calling in. The meeting will also be recorded and posted on the Y-PAC website. It shall be the responsibility of the tree board to study, investigate, develop, update, and administer a written plan for the care, preservation, pruning, planting, replanting, removal or disposition of trees and shrubs in parks, along streets and in other city-owned public areas. The tree board shall consider, investigate, make findings, report and make recommendations regarding any special matter or question coming within the scope of its work. Yakima Tree Board DRAFT Minutes of July 19, 2021 Board Members Present: Jheri Ketcham, Lance Forsee, Chip Rognlie, Ken Tolonen Absent and Excused: Daniel Layton City Staff: Eric Crowell (Associate Planner) ______________________________________________________________________________ Introduction and Welcome Jheri Ketcham convened the monthly meeting of the Yakima Tree Board at 5:07 p.m. in the 2nd Floor Conference Room at City Hall. Approval of the Meeting Minutes from May 3, 2021 Jheri made the motion to approve the previous meeting’s minutes, and Lance seconded the motion. The motion was passed by consensus. Updated Board Roster Justin Bigby chose not to renew his board position. The Yakima City Council appointed Ken Tolonen to fill the position, whose term is effective from July 1, 2021 through June 30, 2024. Evergreen Communities Act Signed into Law—Effective July 25, 2021 Eric noted that following numerous attempts over the years, the Evergreen Communities Act was passed by the Legislature and signed by the Governor. He will keep the Board apprised as news comes develops about funding, grants, etc. as a result of the law going into effect. Detailed Discussion of Proposed Scheduling Framework and Other Bylaws The Board debated whether it should hold a monthly meeting just to be available, though a special meeting could be scheduled as needed. The Board concluded that it should meet six times per year. An annual meeting longer than the standard monthly meeting was suggested, which could serve as a working meeting or retreat. Jheri made the motion to hold meetings the second Monday of the month at 5 p.m., and Lance seconded the motion. The motion was approved by consensus. It was further decided that a floating extra-long meeting could be held once a year, and that meetings would be held six times a year, every other month, thus the next meeting will be held in September. Eric will update the bylaws for the September meeting. Staff Report—Chip Rognlie Chip noted that the Tree City USA signs now have a five-year sticker attached to them. The signs are located on N. 40th Ave. near the freeway exits and on E. Yakima Ave. west of the Rotary sculpture. Kiwanis Park had a tree failure regarding a tree with a 50-inch diameter. For the Good of the Order Nothing further was discussed. Adjournment The meeting was adjourned at 6:03 p.m. The next Yakima Tree Board meeting will be held on Monday, September 13, 2021 at 5:00 p.m. Yakima Tree Board Bylaws * DRAFT 09/17/21 * SECTION I: MEETINGS General 1.1. All meetings shall comply with the Open Public Meetings Act (Chapter 42.30 RCW). 1.2. Board Staff assistance shall be provided by the Planning Division with additional assistance and information to be provided by other City departments and consultants as may be necessary to aid the Board in carrying out its duties and responsibilities under this chapter. 1.3. Meetings shall take place on the second Monday of every other month (January, March, May, July, September, and November) at 5:00 p.m. at City Hall in the 2nd Floor Conference Room or via video conferencing technology, depending on current City policies. 1.4. If the second Monday of a month during which a meeting will be held falls on a city holiday, the meeting shall be held during that month on the following available Monday that isn’t a city holiday. 1.5. The location and time of meetings may vary as long as adequate public notice is given. 1.6. An extended special meeting should take place once a year as needed, and may occur outside the schedule for bimonthly meetings. 1.7. Other special meetings may take place as requested, and shall follow the same procedures. 1.8. Public hearings for the appeal of dead or diseased tree removal on private property may take place either during a regular meeting or a special meeting. Quorum 1.9. A majority of board members constitutes a quorum in which a meeting may take place. 1.10. Notification of the meeting shall be made in accordance with Section II. A request will be made to all Board members to confirm attendance. If a quorum cannot be confirmed, the meeting will be canceled. 1.11. If a quorum cannot be met at the beginning of a scheduled meeting, the Board may wait until ten minutes past the scheduled start, after which if a quorum still cannot be met, the meeting will be canceled. 1.12. If a quorum cannot be met or the meeting cannot otherwise take place, the next meeting should be held the following month in accordance with this section unless there are pressing matters, in which a meeting may be rescheduled for that same month. Except in extreme circumstances, regular meetings and special meetings should not be rescheduled more than once during a calendar month. Following the completion of a rescheduled meeting, the next meeting should be scheduled as usual in accordance with this section. SECTION II: PUBLIC NOTICE 2.1. The agenda packet (agenda, draft minutes, other documentation, etc.) shall be distributed and posted publicly by 5:00 p.m. at least one week prior to the scheduled meeting. 2.2. If changes are needed, the revised agenda packet shall be distributed and posted publicly by 5:00 p.m. at least 24 hours prior to the scheduled meeting. 2.3. Draft minutes shall be uploaded to the City’s website no later than one week after the meeting in which their approval takes place. 2.4. Public hearings for the appeal of dead or diseased tree removal on private property shall follow the procedures of YMC § 8.77.165. SECTION III: DECISION MAKING 3.1. Official decisions made by the Board shall be passed by consensus. If there is disagreement on an agenda item or point of discussion, a majority vote shall take place. 3.2. Official decisions include but are not limited to the opening and closing of meetings, approval of draft meeting minutes, changes to the approved street tree list, text amendments to the Public Tree Ordinance recommended to City Council for their approval, and changes to the bylaws. 3.3. The Board’s determination of an appeal of dead or diseased tree removal on private property shall be made with a majority vote and shall follow the procedures of YMC § 8.77.165. SECTION IV: PUBLIC PARTICIPATION 4.1. Opportunity for public comment shall be allowed for each agenda item, and may also take place for items not on the agenda under For the Good of the Order, as long as they are relevant to the purpose of the Board. SECTION V: ANNUAL TASKS 5.1. The Arbor Day Proclamation shall be finalized by the March meeting. 5.2. The Tree City USA Certification/Work Plan shall be finalized by the November meeting. 5.3. Once completed, the comprehensive city tree plan shall be presented to City Council and thereafter on an annual basis. SECTION VI: AMENDMENT 6.1. These bylaws may be amended as provided for in YMC § 8.77.070.