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 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 representatives.

2.24.100    Procedures, records and minutes.

2.24.110    Meetings.

2.24.120    Compensation and reimbursement of expenses.

2.24.130    Lobbying efforts.

2.24.140    Repealed.

2.24.010 Definitions.

For the purposes of this chapter, the following definitions shall apply:

An “advisory body” means any board or commission, and named board or commission in the ordinance or resolution creating the same, previously, or hereafter, created by the city council to give advice on subjects and perform such other functions as prescribed by the city council. “Advisory body” does not mean task forces, informal committees, or working groups appointed by the mayor or created by the city council for short periods of time or for specific tasks.

“Resident” means a registered voter of the city of Lynnwood or a registered voter of an area that is within Lynnwood’s municipal urban growth area as designated by the city’s comprehensive plan. (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 the advisory body by motion, resolution or ordinance.

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

1. Review relevant portion(s) of the comprehensive plan or departmental multi-year plan(s), 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, 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. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.030 Membership, nomination and confirmation process, reappointment process, residency 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.

Unless otherwise specifically provided by applicable ordinance, resolution, motion, or as may be required by state law, the following procedures and requirements shall apply to the appointment of all members of each advisory body:

A. Each person at the time of nomination and continuing uninterrupted thereafter while serving on an advisory body shall be a resident of the city of Lynnwood; except that nonresidents may be allowed on certain boards and commissions if such applicants meet specific criteria outlined in the specific ordinance for each advisory body. Nonresidents must be registered voters, and shall reside in Lynnwood’s municipal urban growth area as designated by the city’s comprehensive plan.

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

C. 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.

D. Each person to be appointed shall be nominated by the mayor for a specific position number on each advisory body.

E. Each person shall be deemed appointed and commence service after confirmation by the city council or on a date determined by motion of the council.

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 such information shall be entered in the council journal.

G. Each person appointed by the city council may serve no more than two consecutive terms, provided that a person appointed to fill an unexpired term of less than two years is eligible to serve two successive full terms, and provided further, a person who is ineligible to serve for having served two consecutive terms may again serve after one year has elapsed from the end of the second such term.

H. Ninety days prior to term expiration, the advisory body member shall provide written notification to the mayor 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 his or her term.

I. As an appointed city officer, each member of a board or commission must abide by the city of Lynnwood’s code of ethics as set forth in Chapter 2.94 LMC, and the Public Records Act.

J. Any person may be removed from a board or commission by the mayor, with approval of the city council, for inefficiency, neglect of duty, excessive absences or malfeasance in office. (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 chairman, chairwoman, or chairperson, as determined appropriate by the advisory body, 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. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.050 Quorums, transacting business and resolutions.

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. Expressions of an advisory body position, recommendation or request for any action shall be in the form of a resolution setting forth the reasons, facts, policies, and/or findings of the body supporting the resolution and shall be directed to the city council and mayor. (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. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.070 Multiple appointments prohibited.

No person shall be nominated or confirmed to a position on more than one advisory body at a time. This prohibition does not apply to multiple appointments created by specifying certain “representative” memberships, expressly created by the city council, or as required by state law. (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 he or she 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 himself or herself from participating in all deliberations and decision-making related to the matter. (Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.090 Liaisons and representatives.

A. A city council representative will be appointed by the city council president each year and be available to each 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.

B. A city staff liaison will be assigned by the mayor’s office to assist each advisory body. The city staff liaison 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, posting minutes to the city website, providing advisory body members with information on appropriate training opportunities, and generally advising on city business related to the activities of the advisory body. (Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.100 Procedures, records and minutes.

Each advisory body shall adopt rules of procedure. 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. (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. Regular meeting dates and times shall be determined by majority vote and included in written rules of procedure adopted by each advisory body by resolution or rule. (Ord. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.120 Compensation and reimbursement of expenses.

Members of 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. 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 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 cannot 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. 3248 § 1, 2017; Ord. 3150 § 1, 2015; Ord. 2121 § 1, 1997)

2.24.140 Application.

Repealed by Ord. 3150. (Ord. 2121 § 1, 1997)