2026-08-04 SLAC PacketCITY OF SOUTHLAKE
STANDARD OPERATING PROCEDURE (SOP)
NUMBER
CSO-012
SUBJECT: Board, Commission and Committee
Appointment Process
PAGE
1 of 3
PREPARED BY: City Secretary's Office
EFFECTIVE DATE
2012-02-01
APPLICABILITY:
This SOP applies to City Secretary Office personnel to manage the successful
recruitment, appointment and training of City Council appointed advisory boards,
commissions and committees.
PURPOSE:
To ensure the most qualified members of the public are effectively solicited and
acquired to serve as volunteer members on City Council appointed advisory boards,
commissions and committees.
PROCEDURE:
1. Market Volunteer Opportunities
A. The City`s website will be maintained to identify vacancies. The vacant
positions will be listed on the main Board and Commission page and
individual pages.
B. The City Secretary's Office will work with Communications and Website
Manager to broadcast recruiting efforts and vacancies throughout the year
utilizing all social media outlets to develop a pool of candidates.
i. February — recruitment of candidates will be published on all social
media outlets for appointments made in June.
ii. June — recruitment of candidates will be published on all social media
outlets for Crime Control Prevention District appointments made in
September.
iii. August — recruitment of candidates will be published on all social
media outlets for appointments made in October.
C. Board & Commission volunteer brochure provided at all public meetings.
D. Provide volunteer brochure at community events held at Town Square;
e.g. Art in the Square.
E. Announce volunteer opportunities at board, commission and committee
meetings.
2. Application Process
A. Applications are available on the City's website and at the City Secretary's
Office.
B. The City Secretary's Office will accept applications throughout the year to
maintain a strong pool of candidates.
N:\City Secretary\SOP\CSO-012 Board Commission and Committee Appointment Process (final).doc
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CITY OF SOUTHLAKE
STANDARD OPERATING PROCEDURE (SOP)
NUMBER
CSO-012
SUBJECT: Board, Commission and Committee
Appointment Process
PAGE
2 of 3
PREPARED BY: City Secretary's Office
EFFECTIVE DATE
2012-02-01
i. Applicants will be acknowledged via e-mail (if provided) or by phone.
City Secretary personnel will identify any pertinent information omitted
from the application; i.e. preference for boards, commissions and
committees.
ii. Applicants will be notified of the bi-annual appointment process. A
standard letter outlining Council appointments will be provided to the
applicant, preferably via e-mail.
iii. Applicants will be notified that applications will remain on "active file"
for one year. At the conclusion of the twelfth month, City Secretary
personnel will contact applicant to determine if he/she remains
interested in serving on a board, commission or committee. At which
time, the applicant will be requested to update their application.
C. Set a recurring date for Council to review applications (4th Tuesday in
applicable month).
D. Set a recurring date for applicant interviews (2nd Tuesday in applicable
month). A set date will allow applicant to plan accordingly.
3. Interview Method
A. Set date to interview applicants, possible recurring date of 2nd Tuesday of
month for appointments (June, September and October).
B. Provide Council with a copy of applications, resumes, and a detailed
preference table in alpha order by applicant's last name. An electronic
copy of the information will also be provided to Council. The information
will be provided no later than one week before scheduled interviews.
Council will provide direction to staff regarding current members who do
not need to be interviewed for reappointment; e.g., Crime Control
Prevention District.
C. Depending on the number of applications, the list of applicants may be
reviewed and narrowed by Council, prior to interviews. If an option, staff
will need direction from Council.
D. Individual interviews will be allotted 15 minutes.
E. Council will discuss applicants and provide direction to staff.
F. Send e-mail to applicants thanking them for their time to visit with Council.
Applicants will be notified of the date Council will make their appointments.
4. Method of Appointment
A. Council will consider appointments at their second regularly scheduled
meetings in June, September and October.
B. A resolution will be placed on the consent agenda to consider
appointments to the various boards, commission and committees.
N:\City Secretary\SOP\CSO-012 Board Commission and Committee Appointment Process (final).doc
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CITY OF SOUTHLAKE
STANDARD OPERATING PROCEDURE (SOP)
NUMBER
CSO-012
SUBJECT: Board, Commission and Committee
Appointment Process
PAGE
3 of 3
PREPARED BY: City Secretary's Office
EFFECTIVE DATE
2012-02-01
5. Follow up with Applicants
A. City Secretary personnel will contact applicants the following day after
Council make their appointments.
B. Applicants not selected for placement on a board will be notified of
additional volunteer opportunities to serve the community.
Approved:
Date:
N:\City Secretary\SOP\CSO-012 Board Commission and Committee Appointment Process (final).doc
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