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File #: RES 2019-048    Version: 1 Name:
Type: Resolution Status: Passed
File created: 4/18/2019 In control: Town Council
On agenda: 5/7/2019 Final action: 5/7/2019
Title: Resolution Approving an Amended Policy Regarding the Process for the Appointment of Citizen Volunteers to the Town's Boards and Commissions
Attachments: 1. Attachment A: Resolution, 2. Exhibit 1: General guidelines, with changes, 3. Attachment B: Previous Resolution No. 2017-003

To:                     Honorable Mayor and Members of Town Council


From:                     Shannon Eklund, Executive Assistant



Resolution Approving an Amended Policy Regarding the Process for the Appointment of Citizen Volunteers to the Town’s Boards and Commissions




Executive Summary


Each year, the Town of Castle Rock solicits applications from citizens interested in volunteering to serve on the Town’s Boards and Commissions. In 2017 Council approved a Resolution establishing a formal process for recruitment, interview and appointment, as had been used for several years, by the Town Clerk’s office. In 2018, the Town Manager’s office began overseeing and coordinating this process, so staff is seeking to amend the policy to reflect this change in workflow.


Staff is also welcoming input from Council as to whether the current practices should be continued, or whether there are changes or amendments to the practices which Council would like to implement.


If Council wishes to continue the current practices, amended only to reflect oversight by the Town Manager’s Office rather than the Town Clerk, staff is requesting approval of a Resolution (Attachment A) to formally amend the policy.


History of Boards & Commissions Recruitment Process


Historically, a display advertisement is placed in the Castle Rock News-Press seeking to recruit volunteers for the open volunteer positions. Additionally, information regarding the annual vacancies is included in Town Talk which is distributed with water bills, and vacancies are posted on the Town’s website, the LED sign at Town Hall, all of the Town’s social media outlets, and via a press release.  


The majority of the Town’s Boards and Commissions have terms which run from June 1 - May 31 of any given year. Commission members serve staggered two year terms, and with the exception of the Historic Preservation Board and the Election Commission, are limited to a total of three, two year terms, or six years, in accordance with Section 2.14.020 B of the Municipal Code - Term limits - which states:  

No board or commission member, with the exception of members of the Historic Preservation Board, shall serve more than three (3) consecutive two-year terms ("Term Limit"). A partial term shall be counted as a full term served. A partial term is defined as any period of time less than two (2) years. Members of the Historic Preservation Board may serve four consecutive two-year terms.)

Members of the Election Commission are appointed for staggered terms of three years, and may serve two consecutive three-year terms. In order to maintain staggered terms, each Board and Commission has some vacancies each year. Town Code also requires that current members of a Board or Commission who wish to continue serving must apply for reappointment. 


The deadline for submitting applications is generally set for late April, most applications are submitted electronically from a link included with the outreach efforts.  In the past, Council has agreed to call a Special Meeting the second week of May in order to conduct interviews with citizens interested in filling a vacancy on a Board or Commission.


The previously adopted guidelines for conducting interviews and making appointments which Town Council previously adopted are attached as Attachment B.


Staff Recommendation


While staff recommends the amendments as provided, Council has full discretion to make any changes to the process which it deems desirable or appropriate. 


If Council wishes to make any further amendments to the policy, specific direction should be provided to staff as to the nature of the changes, and staff will prepare a revised Resolution for Council consideration.



Proposed Motion


I move to approve the Resolution Amending the Policy Regarding the Process for Appointment of Citizen Volunteers to the Town’s Boards and Commissions.




I move to direct staff to make the following changes to the Policy for Appointment of Citizen Volunteers to the Town’s Boards and Commissions…





Attachment A:  Resolution Amendment

Exhibit 1: General guidelines, with changes

Attachment B:  Previous Resolution No. 2017-003