To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Shannon Eklund, Executive Assistant
Title
Town Boards and Commissions Appointee Attendance and Guidelines
Body
________________________________________________________________________________
Executive Summary
At Council direction, staff has prepared the following summary information regarding Town boards and commissions appointee attendance requirements and general guidelines for members. Attendance logs for each board and commission are also attached. The 2024 Annual Recruitment process is currently active: applications will close on April 22, and interviews will be held during the Special Town Council Meeting on May 14 starting at 5pm.
Attendance
Appointee attendance requirements are guided by Town Municipal Code section 2.14.015 - Absences:
A. Except for emergency absences, medical condition absences and absences resulting from military leave of less than two (2) continuous months, between June 1 to May 31 of the following year, a board or commission member shall not exceed the following unexcused absences:
1. A board or commission that schedules meetings twice monthly cannot exceed four (4) unexcused absences;
2. A board or commission that schedules meetings monthly cannot exceed three (3) unexcused absences; and
3. A board or commission that schedules quarterly meetings or as needed cannot exceed one (1) unexcused absence.
B. The Town Manager or designee shall determine whether an absence is excused or unexcused.
C. If a Town board or commission member exceeds the number of unexcused absences, the member shall be deemed to have resigned from the board or commission and the Town Council shall appoint a replacement.
D. If a member of the Downtown Development Authority exceeds the number of unexcused absences permitted by subsection A. of this section, such fact shall be considered cause for removal under Section 31-25-806(4), C.R.S.
(Ord. No. 2022-003 , § 2, 2-1-2022)
The following table summarizes the membership, terms and attendance requirements for each town board or commission.
|
Board |
Members |
Terms |
Meets |
Attendance Requirements |
|
Board of Adjustment |
7 residents |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
Board of Building Appeals |
5 qualified electors of the Town |
3 year terms (2 term limit) |
Quarterly |
cannot exceed 1 unexcused absence |
|
Public Safety |
9 residents |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
Public Works |
7 residents |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
Water Commission |
7 residents |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
Parks and Recreation |
6 residents |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
Planning Commission |
7 residents |
2 year terms (3 term limit) |
Semi-monthly |
cannot exceed 4 unexcused absences |
|
|
|
|
|
|
|
Election Commission |
5 registered electors of the Town |
3 year terms (3 term limit) |
As needed |
|
|
|
|
|
|
|
|
Design Review Board |
7 members (2 DDA, 2 HP, 1PC, 2 property owners) |
1 year terms for other Boards, 2 year terms for property owners (3 term limit) |
Semi-monthly |
cannot exceed 4 unexcused absences |
|
|
|
|
|
|
|
DDA |
7 members *must take an Oath of Office (1 Council, 4 downtown property owners/residents, 2 downtown property owners/business owners/residents) |
4 year terms (no term limit language in the Statute or Town Ordinance) |
Monthly |
cannot exceed 3 unexcused absences |
|
|
|
|
|
|
|
Historic Preservation Board |
7 members (County residents and/or subject matter experts) |
2 year terms (4 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
|
|
|
|
|
|
|
Public Art |
7 members (County residents and/or subject matter experts) |
2 year terms (3 term limit) |
Monthly |
cannot exceed 3 unexcused absences |
Appointee Guidelines
The following general provisions are included in the Boards and Commissions Member Handbook. Membership and residency requirements are defined in Town Municipal Code section 2.14.010 and Code of conduct requirements are defined in section 2.05.020.
• Town of Castle Rock residents are preferred for appointment to Town Boards or Commissions, followed by those who live outside of Town but within Douglas County.
• If residency status changes during the term of service, the appointee shall resign his or her appointment
• Employees of the Town of Castle Rock are not eligible to serve on Town boards and commissions
• All board and commission members are appointed and serve at the pleasure of Town Council
• Any member is subject to removal, with or without cause, by a majority vote of Town Council
• Appointees serve in an advisory role and without compensation
• Council appoints replacements for unexpired term vacancies, as needed, for the remainder of the vacated term
• If appointee experiences recurring attendance problems for reasons other than emergency, medical condition or military leave, the member’s appointment shall be terminated per the applicable bylaws of the board or commission
• Each member is expected to work cooperatively with other members to be objective, fair, honest and respectful of all viewpoints
• Appointees should exhibit a strong commitment to public service through a thorough and impartial review of all matters presented before the board or commission
• Members should represent the overall public good and not that of any exclusive group or interest
• Boards and commissions may require specific qualifications for appointment that satisfy occupational background, professional knowledge, experience or education requirements
Additional member guidelines and requirements are defined the Boards and Commissions Member Handbook, attached.
Attachments
Attachment A: Boards and Commission Attendance Logs
Attachment B: Boards and Commissions Member Handbook
Attachment C: Town Boards and Commissions Vacancies 2024