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, and residency requirements.
2.24.040 Officers – Identification and election.
2.24.050 Quorums, transacting business and resolutions.
2.24.060 Vacancies.
2.24.070 Multiple appointment 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 Application.
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 has successfully petitioned or voted to annex to the city where an annexation ordinance has been adopted by the city council. (Ord. 2121 § 1, 1997)
2.24.020 Scope of work.
A. Each advisory body, when it is formed, will have a specific statement of purpose and function, which will be re-examined periodically 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 advisory body determines necessary and appropriate, include the following:
1. Annually review its portion(s) of the comprehensive plan or departmental multi-year plan(s), and suggest desired amendments thereto.
2. Annually review its portion of the city budget and suggest desired amendments, as relates to comprehensive plan, capital facilities plan, and policy matters.
3. Participate in the preparation of the advisory body’s 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. 2121 § 1, 1997)
2.24.030 Membership, nomination and confirmation process, and residency requirements.
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 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.
B. Each person wishing to serve on a city advisory board shall submit an application to the city.
1. Promptly, but not later than 10 days after receipt of an application to serve on an advisory body, the city shall send an acknowledgement letter to the applicant.
2. Promptly, but not later than 90 days after receipt by the city of an application to serve on an advisory body; provided, that the mayor may extend the 90-day notice period when such extension is necessitated by circumstances that are documented in writing in the applicant’s file. The mayor or his/her designee shall notify the applicant of the decision regarding the nomination. If the applicant is nominated, then the notification will be forwarded at the same time to the council president for scheduling an interview at a city council work session.
C. The administration shall provide biannually 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; provided, that the initial report shall be received by the council no later than October 1, 2008, and shall list all applications received after January 1, 2006, and up to the date of the report. Each report shall contain at a minimum the name, address and contact info 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 the effective date of the previous member’s resignation.
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. (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. 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’s 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. 2121 § 1, 1997)
2.24.060 Vacancies.
Membership vacancies other than through expiration of term shall be filled for the unexpired term. (Ord. 2121 § 1, 1997)
2.24.070 Multiple appointment 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. 2121 § 1, 1997)
2.24.080 Conflicts of interest.
If any members of an advisory body concludes that they have a conflict of interest or an appearance of fairness problem with respect to a matter pending before the advisory body so that they cannot discharge their duties on such an advisory body, they shall disqualify themselves from participating in the deliberations and the decision-making process with respect to the matter. (Ord. 2121 § 1, 1997)
2.24.090 Liaisons and representatives.
A city council representative may 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. (Ord. 2121 § 1, 1997)
2.24.100 Procedures, records and minutes.
The advisory body shall adopt rules of procedure. The 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. 2121 § 1, 1997)
2.24.110 Meetings.
Each advisory body shall hold regular meetings at such times and places as is deemed advisable but shall hold not less than six meetings each calendar year. All meetings shall be open to the public and be held on not less than 72 hours’ notice to members. (Ord. 2121 § 1, 1997)
2.24.120 Compensation and reimbursement of expenses.
Members of advisory bodies shall serve without compensation. Members shall be reimbursed for authorized travel expenses incidental to that service. (Ord. 2121 § 1, 1997)
2.24.130 Lobbying efforts.
Lobby efforts by any advisory bodies 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. 2121 § 1, 1997)
2.24.140 Application.
The provisions of this chapter govern advisory bodies, unless otherwise specifically provided by ordinance, motion or resolution of the city council, or as may be required by state law. (Ord. 2121 § 1, 1997)