City of Alexandria, Virginia
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MEMORANDUM
DATE: JUNE 18, 2025
TO: THE HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
FROM: GLORIA SITTON, CITY CLERK AND CLERK OF COUNCIL /s/
DOCKET TITLE:
TITLE
Update and Recommendations from the Subcommittee on Boards and Commissions.
BODY
ISSUE: Receipt of the update and recommendations of the Subcommittee on Boards and Commissions.
RECOMMENDATION: That City Council: (1) receive the report from the Subcommittee on Boards and Commissions; (2) schedule a public hearing in the Fall (September 2025) to receive public comment on proposed recommendations on board dissolutions, composition changes, changes to processes and procedures for City boards, commissions, and committees; and (3) following the public hearing, begin implementation and approvals of proposed changes as outlined in this memo, with completion of all changes by June 30, 2026.
BACKGROUND: In November 2018, Council requested that the City Clerk make recommendations on how to comprehensively review City boards, commissions and committees for any necessary changes. In March 2019, City Council established a committee to review and audit City boards commissions, and committees. City Council received the report from the Committee and approved the recommendations on changes to processes and procedures for City Boards, Commissions and Committees, which have been implemented by the City Clerk’s Office.
In November 2024, then Councilwoman Gaskins requested that the Subcommittee on Boards and Commissions be reactivated to “review the process of creating and restructuring existing boards and commissions, while making recommendations on the viability and necessity of all active boards and commissions.”
The group was reconstituted with the following members:
• Two members of City Council: Councilman Canek Aguirre and Councilman John Taylor Chapman;
The following persons served as support staff to the Council subcommittee:
• City Clerk’s Office Staff: Gloria Sitton, City Clerk/Executive Secretary for Boards and Commissions; and Keia Waters, Deputy City Clerk;
• City Attorney’s Office: David E. Lanier, Assistant City Attorney; and
• City Manager’s Office: Dana Wedeles, Strategic Initiatives Officer.
The Subcommittee held meetings on the following dates: April 7, 2025; May 12, 2025; and June 9, 2025.
The Subcommittee established the scope of the work of the group that would include, but was not limited to the following: (1) a review of the composition and sizes of the current bodies to make them more efficient and be able to meet quorum; (2) review the current bodies that may serve the same/similar purposes and may either be eliminated or consolidated; and (3) review the current bodies to determine if they are still viable, following their enabling legislation, and/or determine if there is an opportunity to sunset the work of the group.
DISCUSSION:
The following list are the boards/commissions that are required by State law(s):
Alexandria Redevelopment and Housing Authority (ARHA)
Alexandria Renew Enterprises
Board of Architectural Review (BAR)
Board of Zoning Appeals (BZA)
Building Code Board of Appeals
Commission on Aging
Commission on Employment
Community Criminal Justice Board (CCJB)
Community Policy Management Team (CPMT)
Community Services Board (CSB)
Historical Restoration and Preservation Commission
Human Rights Commission
Industrial Development Authority (IDA)
Library Board
Local Emergency Planning Commission
Planning Commission
Real Estate Assessment Board of Review
Social Services Advisory Board
Towing Advisory Board
Boards/Commission not Recommended for Changes at this Time
The following boards/commissions currently are not recommended for any changes:
Alexandria Gang Prevention Task Force
Alexandria Stormwater Advisory Committee
Beautification Commission
Budget and Fiscal Affairs Advisory Committee (BFAAC)
Children, Youth and Families Collaborative Commission (CYFCC)
Citizen Corps Council
Commission for the Arts
Commission for Women
Commission on Information Technology
Commission on Persons with Disabilities
*Historic Alexandria Resources Committee
Independent Community Policing Review Board
Park and Recreation Commission
*Public Records Advisory Committee
Traffic and Parking Board
**Visit Alexandria Board of Governors
*There was discussion regarding changes to and/or dissolution of these bodies. However, upon further investigation, changes to them would impact ongoing work in Archives related to the City Hall renovation.
Boards/Commissions Recommended for Elimination
The following boards are recommended for immediate dissolution because of lack of activity and excessive vacancies:
Emergency Medical Services Council - This body has not met over the past year and upon recommendation from the Fire Chief has been requested for dissolution. The work the body was charged with is being covered by staff in the Fire Department.
Commission on HIV/AIDS - This body has failed to meet quorum frequently over the past few years and has a significant amount of vacancies. Professional staff recommended dissolution and requested that two seats be added to the Public Health Advisory Commission to represent the interest of the group.
Landlord-Tenant Relations Board (LTRB) - This body has significant issues with membership retention/turnover. Upon the professional recommendation on staff, the board was recommended for dissolution and integration into the Alexandria Housing Affordability Advisory Committee (AHAAC) and add two members from the LTRB to AHAAC and create a landlord - tenant subcommittee for AHAAC.
USS Alexandria Liaison Committee - This is an inactive committee that needs to be removed from the City Code. The City Code needs to be updated by ordinance with changes to remove the committee.
Consumer Affairs Committee - This is an inactive committee that needs to be removed from the City Code. The City Code needs to be updated by ordinance with changes to remove the committee.
Boards/Commissions Recommended for Composition Changes
The following boards/commissions are recommended for changes to their composition:
• Public Health Advisory Commission - receive two seats from the dissolved Commission on HIV/AIDS.
• Alexandria Housing Affordability Advisory Committee (AHAAC) - receive two seats from the dissolved Landlord Tenants Relations Board and possible formation of a landlord-tenant subcommittee.
• Sister Cities Committee - absorb all other Sister City Committees, including Alexandria-Caen Sister City Committee (which will have to be dissolved) and those committees become subcommittees of the larger body, addressing Dundee and Helsingborg partnering. The two seats that are designated on the Sister Cities Committee for the Gyumri pairing would be changed to citizen seats.
• Environmental Policy Committee (EPC) - reduce membership by two because of continuous vacancies, one citizen position and one environmentalist position.
• Economic Opportunities Commission - reduce the membership by three because of continuous vacancies, one from each category.
• Transportation Commission - this request came from the Transportation Commission. The Commission requested the following additions: (1) one citizen member, who shall be a resident of the city between the ages of 16 and 25, possessing an interest in or knowledge of transportation and land use planning issues; (2) one member from the Alexandria Transit Company Board of Directors, nominated by the board, or a nominee of the Board; and (3) one member from the commission on aging or the commission on persons with disabilities, nominated by the commission, or their nominee.
Other Recommendations
Beauregard Design Advisory Committee - This body would become an ad hoc committee that would meet on an as needed basis.
Potomac Yard Design Advisory Committee - This body would become an ad hoc committee that would meet on an as needed basis.
Urban Design Advisory Committee - This body would become an ad hoc committee that would meet on an as needed basis.
Archaeological Commission - Elimination or change of the Visit Alexandria seat on the board because of continuous vacancy.
Waterfront Commission - This body would be sunset in 2029 or 2030 with the completion of projects along the Waterfront.
George Washington Birthday Celebration Committee - This committee becomes a separate partner entity that fundraises and works closely with Special Events in Recreation, Parks, and Cultural Activities to plan the yearly parade.
Other Changes and Updates:
The following are proposed changes to City Code as it relates to Boards and Commissions and updates to processes and practices from the City Clerk’s Office regarding board membership:
• Subcommittee continues to hear issues of misconduct and to recommend disciplinary actions to Council.
The following process is for addressing misconduct by board members:
1st offense - City Clerk will send a written letter to the member about the misconduct once notified by staff liaison or board chair.
2nd offense - Subcommittee will schedule a hearing with the member to address the misconduct and make a recommendation to Council regarding membership status.
Recommendation is docketed for Council consideration.
• Allow 12 years of service instead of 10 years for term limitations. Most boards have terms of 2, 3, or 4 years. Allowing 12 years gives a cleaner service limit and makes it easier for staff and members to track years of service.
• Elimination of excused absences by members. Through state law, members now have the option of attending meetings electronically with advance notice and availability of quorum in person. Eliminating excused absences gives bodies a greater chance of meeting quorum and members are more likely to attend meetings.
• Allow members who represent specific organizations by nomination to have an exemption from term limits. This will require approval from Council upon written nomination from the respective body.
• Define young adult member as ages 18-25. This will give a clear delineation between young adult members and high school students for bodies with those designations.
• Recommendation that all seats for high school students be changed to a term of one year. Member may reapply if they would like to serve additional terms.
• Include an ethics clause for members that will outline activities and behaviors that are prohibited while representing the City on a board or commission.
• Establish a regular training cadence for staff liaisons (Fall) and Chairs (late Fall) and members (early spring) to familiarize them with rules and best practices for boards and commissions.
Please note, any changes will require changes to the City Code and bylaws. This work should be done in coordination with staff liaisons and the City Attorney’s staff.
FISCAL IMPACT: While many of these changes and processes are cost neutral presently, there may be costs to be considered in the future as work continues to improve the efficiency of city boards and commissions.
STAFF:
Councilman Canek Aguirre
Councilman John Taylor Chapman
Gloria Sitton, City Clerk and Clerk of Council
Keia Waters, Deputy City Clerk
David E. Lanier, Assistant City Attorney
Dana Wedeles, Strategic Initiatives Officer, City Manager’s Office