Appointment Procedures for Advisory Boards, Commissions and Committees
There are a number of citizen boards, commissions and committees that serve in an advisory capacity to the Loudoun County Board of Supervisors. While some groups are prescribed by the Code of Virginia, many have been created and authorized through action by the Board of Supervisors. Many boards, commissions and committees are ongoing in nature, while some are temporary ad hoc committees created to accomplish specified tasks. A portion of the groups are comprised of appointees from each electoral district. However, many are comprised of at-large seats that may require appointees to have specific areas of expertise and/or representation.
Following is a description of the procedures used in advertising vacancies and appointing members to boards, commissions and committees. The Board of Supervisors follows its Rules of Order when making appointments.
Many seats on boards, commissions and committees are for four-year terms that are concurrent with the Board of Supervisors’ terms. These appointee terms end when the Board of Supervisors leaves office, though appointees may continue to serve until they are replaced by the new Board. However, some boards, commissions and committees have appointees serving staggered terms; these are typically described in the by-laws of each group.
Advertising for a Vacancy
The Loudoun County Public Affairs and Communications Division publicizes vacancies for boards, commissions and committees. A vacancy may be due to a term expiration or due to the resignation of an appointee. Vacancies are advertised through press releases and are posted on the county’s website here
. Vacancies are advertised for at least 30 days. If one or more letters of interest have been received after the initial 30-day advertising period, advertising for the vacancy will end.
Applying for a Vacancy
Interested applicants must submit a letter of interest and a resume to the Office of the Board of Supervisors (even if a letter has been sent to staff or to a committee member) via postal mail or e-mail. A standard application form is not used. Questions regarding the mission, role, or objectives of a board, commission or committee should be directed to the Office of the Board of Supervisors and may be referred to the appropriate staff contact.
Processing in the Board's Office
Resumes for district-specific vacancies are forwarded to the respective supervisor. Resumes for at-large vacancies are forwarded to all Board members. Originals are retained in the Board's front desk files and applicant names and contact information is entered into the database in the Board's office.
Board members make their selections from interested applicants, in some cases after phone or in-person interviews. Some at-large boards, commissions and committees may play a role in reviewing applications, forwarding appointee recommendations to the Board of Supervisors. A recommendation such as this must be accompanied by justification as to why a specific individual is being recommended over others who have expressed interest. These recommendations are advisory in nature – the Board of Supervisors appoints all individuals to boards, commissions and committees.
Nomination and Confirmation of Appointees
Information regarding vacancies is communicated to the Board through an Appointment Item as part of the business meeting packet. Information listed in that Appointment Item includes committee seats, vacancies, advertising dates, proposed nominations and confirmations and terms. Resumes, letters of interest and any recommendations are attached to this Item.
Generally nominations take place at one Board business meeting with confirmation at the next Board business meeting. It is possible for the Board to suspend the Rules of Order and for a confirmation to take place immediately after nomination if there is an urgent need to do so.
Notification of Appointment
Following each Board business meeting, the Chairman (on behalf of the full Board) will send appointment letters to those confirmed. The appointing supervisor and staff contact receive copies of these letters. Each appointee is provided with a copy of the Virginia Freedom of Information Act, as required by provisions of the Act.
Notification of Applicants not Appointed
Applicants who are not appointed are thanked for their interest via letter, e-mail or telephone.
Training of Appointees
The staff contact is responsible for notifying new appointees of the meeting schedule and location, as well as for providing training or orientation to the board, commission or committee.