City Clerk
Procedures for Appointing Citizens to Boards, Committees and Commissions:
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The City Clerk shall administratively publicize vacancies on Boards, Committees
and Commissions in advance of terms expiring to ensure appointment by Council
prior to the termination date of the term.
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The City Clerk shall establish a cutoff date (usually a 30 day period)
and if an unqualified number of applications are received and/or unqualified
number of applications received due to the residency requirements, then the
City Clerk will administratively republicize for the additional time period,
prior to beginning an agenda item to the assigned committee.
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In addition to the publicizing procedures, the City Clerk shall administratively
solicit interested citizens through professional organizations when appropriate.
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After receipt of a resignation [within 6 months] or if an appointee cannot
be contacted or does not come in to be sworn in – then the City Clerk shall
submit to the appropriate committee the same applicants (previously submitted)
for a new appointee/appointments.
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When a term with six (6) months or less remaining is filled, then at the
expiration date of the term the name of the appointee will be submitted to
the appropriate committee for nomination for reappointment, and/or publicizing
of vacancy.
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The City Clerk has been authorized to administratively disqualify applications
which do not meet the required “publicized vacancy” on various boards, commissions,
and committees, i.e. residency, minority, non-minority, and category requirements.
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Citizens will be required to sign a commitment of service when appointed
to various boards, committees or commissions.
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Boards, Committees and Commissions (staff representative) shall submit
to the City Clerk's Office a six-month attendance report; and in turn the City
Clerk will compile these reports into an agenda item for submission to the
appropriate committee or Council.
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The City Clerk has been authorized to verify property tax status
for applicants to Boards, Committees and Commissions. Property taxes must be
current. County and City taxes must not reflect any delinquencies before an
application is submitted. For persons appointed to the Board of Adjustment
and Durham Planning Commission, property taxes must remain non-delinquent.
If the member's taxes become delinquent during the term of the appointment,
the member shall be allowed up to 30 days to bring the taxes current.
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Persons applying for appointment to a Board, Committee or Commission shall
be in compliance with all codes, ordinances and regulations that the particular
Board, Committee or Commission enforces. The City Council shall not consider
the application if the person fails to comply with the provision.
Members of Boards, Committees or Commission shall be in compliance with all
codes, ordinances and regulations enforced by their particular Board, Committee
or Commission. The City Council may remove a member from his or her Board,
Committee or Commission for failure to comply with the provision.
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Citizens may serve only two (2) consecutive terms on the following boards,
committees, or commissions: Board of Adjustment, Board of Electrical Examiners,
Citizens Advisory Committee, Durham Housing Authority, Firemen's Relief Fund,
Firemen's Supplemental Retirement System, Historic District Commission, Human
Relations Commission, Plumbers' Board of Examiners, Private Industry Council,
Raleigh-Durham Airport Authority, Recreation Advisory Committee, Taxicab Commission,
Urban Trails & Greenways Commission, Regional Transit Authority, Cable
Television Advisory Board, Friends of West Point, Inc., Convention & Visitors
Bureau Board of Directors, Durham Civic Center Authority, Durham Planning Commission,
and the Regional Transportation Authority.
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Terms are limited to two (2) years and two (2) consecutive terms served
on all boards, committees or commissions whose appointments are made by the
Mayor of the City of Durham; and that there be no increase in current membership
of same.
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Citizens must serve one (1) full term before they are eligible to apply
to any other board, committee or commission, except in unusual circumstances.
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Appointments of citizens to advisory boards, committees and commission
shall be representative of the race and sex of the population of Durham when
possible.
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Citizens may serve on only one board, committee or commission [as a City
Council Appointee].
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Citizens appointed should be residents of the City of Durham except for
those committees where there is a county residency designation.
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Applications for boards, committees and commissions, which have requirements
for special areas of knowledge, should be considered in that light.
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The City Clerk notifies appointees whose terms are expiring so that they
may re-apply, if eligible and willing to serve.
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The City Council expects all its appointees to boards, committees and
commissions to attend all regularly scheduled board meetings.
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If a board appointee has two, unexcused absences from regularly scheduled
board meetings or is absent from 40% or more of the regularly scheduled board
meetings in a given 12-month period, it shall be the policy of the City Council
to remove that appointee, in the absence of his/her showing good cause, and
to make another appointment. This paragraph shall not apply to members of the
Human Relations Commission, who are subject to the attendance requirements
of Section 2-41(f) of the City Code.
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The City Clerk shall inform all board, committee or commission appointees
of this attendance policy.
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It is the City Council's policy not to appoint City employees to any Board,
Committee, or Commission.
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All Boards, Committees and Commissions will submit a written report (concise)
in review of the 12 months to the Council in January of each year consisting
of the following components:
- what was done that made a difference;
- the proposed plans and objectives for the upcoming 12-month period; and
- what type of resources (if any) may be needed in pursuing upcoming plans
and goals, so that we are better able to anticipate future needs.
- Annual Attendance Report of attendees.
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All Boards, Committees and Commissions will keep minutes of meetings and
furnish to the City Clerk a copy of the approved minutes within 15 days after
the next meeting of the body.
