R-23-03RESOLUTION NO. R-23-03
POLICIES AND PROCEDURES REGARDING THE FILLING OF VACANCIES ON, AND CERTAIN
REQUIRED ACTIONS BY, CITY COUNCIL APPOINTED BOARDS AND COMMISSIONS
WHEREAS, the City Council desires to provide policies and procedures for the filling of vacancies on
City Council appointed boards and commissions, as well as certain required actions by such boards and
commissions.
NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the following policies
and procedures applicable to City Council appointed boards and commissions:
1. Unless otherwise required or provided by applicable law and with the exception of the appointment
of the Mayor and/or City Council members to regional boards, the Fairfax Campus Advisory Board
and to the Retirement Plan Administrative committee, any City Council members or the Mayor who
are appointed to City boards and commissions shall serve as an ex-officio non -voting member
thereof.
2. The term of the Mayor and City Council representative on any board or commission shall expire at
the end of the then -current term of the Mayor and City Council without the need for additional action
by the City Council.
3. All members of boards and commissions who represent other boards and commissions will be
appointed by the applicable board or commission making such appointment and shall thereon as
voting members (to the extent the position to which such member is appointed is a voting position).
4. With the exception of persons serving on technical committees, persons serving as liaison members,
persons serving as task force members or persons serving on regional boards, no person shall serve
on more than one board or commission. If a person serves on a board or commission as a judicial
appointee, then such person will not be eligible to be appointed to a City board.
5. The City Clerk shall notify the Mayor and the City Council, and the applicable court in the case of a
vacancy on a board whose members are judicially appointed, of all openings on boards and
commissions as soon as practicable. The City Clerk will advertise at least once or until position is
filled on the City's website, and in the Cityscene. All applications will be acknowledged and
forwarded to the applicable board or commission liaison for review.
6. The City Clerk will provide a summary sheet on each application received for each board and
commission vacancy. The summary sheet will include the name, address, voter registration status
and a description of any special qualifications for the board or commission.
7. Interviews may be conducted as determined by the City Council for any appointments to boards and
commissions. The City Council also may choose to interview candidates for appointment to various
regional boards. Unless otherwise directed by the City Council, any incumbents seeking
reappointment to the Planning Commission, the Economic Development Authority, Parks and
Recreation Advisory Board, and the Board of Architectural Review shall be re -interviewed by the
City Council. .
8. All Council appointed boards and commission will adopt by resolution a remote participation policy,
generally compliant at all times with the then -current City Council remote participation policy but
with such exceptions as may be permitted under applicable law, and file a copy of such resolution,
once adopted, with the City Clerk. Such remote participation policy shall be amended upon direction
of the City Clerk and the City Attorney so that it remains in compliance at all times with applicable
law. In addition, each board and commission of the City (other than any judicially appointed board)
shall provide summary minutes of its meetings, in a timely manner, and as directed by the City Clerk.
9. All Council appointed boards and commissions shall comply, at all times, with the requirements of
the Virginia Freedom of Information Act and the State and Local Government Conflict of Interests
Act, as the same may be amended from time to time. Any questions in this regard should be directed
through the applicable board or commission liaison to the City Clerk (and the City Attorney as
applicable).
10. Council appointees to boards and commissions who miss three (3) or more meetings consecutively,
will be assumed to have resigned from said board or commission.
Adopted: January 10, 2023
Mayor
Attest:
ACityClerk
The vote on the motion to approve was recorded as follows:
VOTE:
Councilmember Bates Aye
Councilmember Doyle Feingold Aye
Councilmember Greenfield Aye
Councilmember Lim Aye
Councilmember Ross Aye
Councilmember Stehle Aye