Chapter 2.24
ADVISORY BODIES – GENERAL PROVISIONS

Sections:

2.24.010    Definitions.

2.24.020    Scope of work.

2.24.030    Membership, nomination and confirmation process, reappointment process, residency and voter registration requirements, and responsibilities.

2.24.040    Officers – Identification and election.

2.24.050    Quorums, transacting business and resolutions.

2.24.060    Vacancies.

2.24.070    Multiple appointments prohibited.

2.24.080    Conflicts of interest.

2.24.090    Liaisons and administrative support.

2.24.100    Procedures, records and minutes.

2.24.110    Meetings.

2.24.120    Compensation and reimbursement of expenses.

2.24.130    Lobbying efforts.

2.24.010 Definitions.

For the purposes of this chapter, and any other chapter in this code that establishes an advisory body, the following definitions shall apply:

“Advisory body” means any board or commission, established by the ordinance or resolution and authorized by the city council to give advice on subjects and perform regulatory functions as prescribed by the city council or applicable laws. “Advisory body” does not mean task forces, informal committees, or working groups appointed by the mayor or created by the city council for specific periods of time or for specific tasks.

“Community stakeholder” means a person who lives within Lynnwood’s municipal urban growth area as defined by the city’s comprehensive plan.

“Nonresident” means a person who lives outside of the corporate boundaries of the city of Lynnwood.

“Resident” means a person who lives within the corporate boundaries of the city of Lynnwood. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.020 Scope of work.

A. Each advisory body shall be guided by a specific statement of purpose and function, which will be reviewed at least every four years by the city council to determine its effectiveness. This statement of purpose, as well as other information regarding duties and responsibilities, will be made available to all members when appointed.

B. The city council may determine any specific guidelines or tasks to be referred to an advisory body by motion, resolution or ordinance.

C. Each advisory body shall develop a scope of work, within the body’s jurisdiction and area of responsibility that may, as the city council determines necessary and appropriate, include the following:

1. Review relevant portions of city plans and regulations and suggest desired amendments thereto.

2. Review relevant portion(s) of the city budget and suggest desired amendments, as relates to Lynnwood’s community vision, strategic plan, comprehensive plan, capital facilities plan, and policy matters.

3. Participate in the preparation of the advisory body annual report showing achievement towards fulfilling goals, policies, and objectives of the advisory body.

4. Present major policy advisories to the city council.

5. Meet with city council and other boards.

6. Examine and respond to referrals from the city council, mayor, or staff, including public meetings or formal hearings. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.030 Membership, nomination and confirmation process, reappointment process, residency and voter registration requirements, and responsibilities.

The number of members and any specific qualifications of each advisory body shall be set forth by ordinance. The position number for each member shall be set forth by ordinance, resolution, or motion.

Except as specifically provided by applicable law, the following procedures and requirements shall apply to the appointment of all members of each advisory body:

A. Except where nonresident members are authorized for certain bodies, a member shall be a resident of the city for the full duration of their term.

B. Advisory body members shall be registered voters. Voter registration requirements for up to one member of each board or commission may be waived by the mayor and confirmed by council if the individual is ineligible to be a registered voter.

C. Each person wishing to serve on a city advisory board shall submit an application to the city.

D. Twice a year, the administration shall provide to the council a report on all applications to serve on city advisory bodies received in the time period since the date of the most recent report. The report shall contain at a minimum the name of all applicants, the date of receipt of their application by the city, the advisory body to which they applied, and the date and disposition of each application.

E. Each person to be appointed shall be nominated by the mayor to a specific advisory body, position number, and term.

F. Each confirmation motion by the council shall include the position number, ending date and term for the position to which the person is appointed, and service shall begin after confirmation by the city council or on a date determined by motion of the council.

G. Ninety days prior to term expiration, the advisory body member shall provide written notification to the mayor’s office regarding the individual’s desire to serve a subsequent full term. There is not a vested right to renomination or reappointment to any position. When considering renomination or reappointment, the mayor and city council may consider factors such as the individual’s attendance, participation, and effectiveness during the term.

H. All newly appointed advisory body members must complete a board and commission member training module prior to their first official meeting as an advisory body member and must sign and return a training acknowledgement form. This training must be taken every four years. As an appointed city officer, each advisory body member shall perform the member’s duties in a manner consistent with applicable law, including the city of Lynnwood’s code of ethics as set forth in Chapter 2.94 LMC, and applicable provisions of the Open Public Meetings Act as set forth in Chapter 42.30 RCW and the Public Records Act as set forth in Chapter 42.56 RCW.

I. Any person may be removed from an advisory body by the mayor, with approval of the city council with or without expressed cause. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2940 § 1, 2012; Ord. 2737 § 1, 2008; Ord. 2121 § 1, 1997)

2.24.040 Officers – Identification and election.

Each advisory body shall elect from its membership a presiding officer who shall be referred to as the chair and such officer shall serve for one year. The advisory body may elect other officers as it deems necessary and such offices shall be set forth in the rules of procedure adopted by the advisory body. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.050 Quorums, transacting business and resolutions.

A. A majority of the appointed members of the advisory body shall constitute a quorum for the transaction of business. An affirmative vote of the majority of a quorum in attendance at any meeting shall be necessary to transact business or carry any proposition.

B. Expressions of an advisory body position, recommendation or request for any action shall be made by motion approved by the advisory body, which may include a statement of the reasons, facts, policies, and/or findings of the body supporting the motion or resolution, and which shall be directed to the city council and mayor. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.060 Vacancies.

Membership vacancies other than through expiration of term shall be filled for the unexpired term. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.070 Multiple appointments prohibited.

No person shall serve on more than one advisory body at a time. This prohibition does not apply to special, ad hoc appointments created by the city council, or as required by state law. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.080 Conflicts of interest.

If an advisory body member concludes that the member has a conflict of interest or an appearance of fairness issue with respect to a matter pending before the advisory body, the advisory body member shall recuse themselves from participating in all deliberations and decision-making related to the matter. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.090 Liaisons and administrative support.

A. Each year, the city council president may appoint a member of the city council to be available to an advisory body for the purpose of providing a constructive relationship between the city council and the advisory body without implying direction, review, or oversight of the activities of the advisory body; provided, that the ethics board shall not have a council liaison.

B. The mayor shall assign a city employee to provide administrative support to assist each advisory body administrative support staff member who shall perform tasks such as guiding the advisory body on the creation of a yearly work plan, setting monthly meeting agendas with the collaboration of the advisory body’s chair, noticing meetings, preparation and dissemination of meeting minutes, posting minutes to the city website, providing training opportunities, and generally advising on city business related to the activities of the advisory body. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.100 Procedures, records and minutes.

Advisory bodies may adopt rules of procedure in alignment with adopted municipal codes. Each advisory body shall provide for the taking of minutes and maintaining the records of all regular and special meetings. Any advisory body may establish standing or ad hoc committees to assist in accomplishing its duties and responsibilities. All regular and special meetings must be recorded in audio or audio/visual format. Minutes must be published at least two weeks from the date of approval. (Ord. 3411 § 1, 2022; Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.110 Meetings.

Each advisory body shall hold regular meetings. All meetings shall be open to the public to the extent required by law and shall be held on not less than 24 hours’ notice to members and the public. Except as otherwise provided in this code, regular meeting dates and times shall be determined by majority vote of the advisory body and posted on the city’s website. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.120 Compensation and reimbursement of expenses.

Members of an advisory body shall serve without compensation. Members may be reimbursed for authorized travel expenses incidental to that service. Authorization must be obtained prior to incurring the expense. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.130 Lobbying efforts.

Lobby efforts by any advisory body on legislative, or political, matters should first be checked for consistency with applicable law and existing city policy by contacting the mayor’s office. In the event a position is taken that differs from that of the city’s policy, an advisory body shall not represent that position before another body, e.g., the state legislature or the county council. An individual member is free to voice a position, oral or written, on any issue as long as it is made clear that the member is not speaking as a representative of the city, or as a member of an advisory body. (Ord. 3410 § 1, 2021; Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)