R-25-24RESOLUTION NO. R-25-24
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, commissions, or
advisory committees shall serve as an ex-officio non -voting member thereof.
2. The term of the Mayor and City Council representative on any board, commission, or
advisory committee 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, commissions, or
advisory committees will be appointed by the applicable board, commission, or advisory
committee 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, commission, or advisory
committee. 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, commissions, and advisory committees as soon as practicable. The
City Clerk will advertise at least once or until the position is filled on the City's website,
through announcement at the next City Council meeting, and in the Cityscene. All
applications will be acknowledged and forwarded to the applicable board, commission,
or advisory committee liaison for review.
6. The City Clerk will provide a summary sheet on each application received for each
board, commission, or advisory committee vacancy. The summary sheet will include
the name, address, voter registration status and a description of any special
qualifications for the board, commission, or advisory committee.
7. Interviews may be conducted as determined by the City Council for any appointments
to boards, commissions, and advisory committees. The City Council also may choose
to interview candidates for appointment to various regional boards, commissions, and
advisory committees. Unless otherwise directed by the City Council, any incumbents
seeking reappointment shall be re -interviewed by the City Council.
8. All Council appointed boards, commissions, and advisory committees 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, commission, and advisory committee 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, commissions, and advisory committees 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, commission, or advisory committee 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: July 22, 2025
Mayor
ATTEST:
City Cler
Vote:
Mayor Read
Aye
Councilmember Amos
Aye
Councilmember Bates
Aye
Councilmember Hall
Aye
Councilmember Hardy -Chandler
Aye
Councilmember McQuillen
Aye
Councilmember Peterson
Aye