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(1) Receipt and Filing of the Report Regarding the Juneteenth Celebration Planning Timeline; (2) Consideration of forming a Martin Luther King Jr. Celebration and Juneteenth Celebration Advisory Committee Ad Hoc Subcommittee with duties related to the Juneteenth Celebration Planning Timeline; and (3) If Desired, Appoint Committee Members to the Newly Formed Ad Hoc Subcommittee.
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Meeting Date: September 18, 2024
Contact Person/Dept: Edgar Varela, Special Event Manager
Phone Number: Special Events (310) 253-5752
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Public Notification: (E-mail) Meetings and Agendas - Parks, Recreation and Community Services Commission (09/12/2024); (E-mail) Parks, Recreation & Community Service Department Updates (09/12/2024)
Department Approval: Elaine Gerety-Warner, Community Development Director (09/12/2024)
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RECOMMENDATION
Staff recommends that the Martin Luther King Jr. Celebration and Juneteenth Celebration Advisory Committee (Advisory Committee) (1) receive and file the report regarding the Juneteenth Celebration planning timeline; (2) consider forming an Advisory Committee Ad Hoc Subcommittee with duties related to the Juneteenth Celebration planning timeline; and (3) if desired, appoint committee members to the newly formed ad hoc subcommittee.
BACKGROUND/DISCUSSION
Timeline
At their July 17, 2024, inaugural meeting, the Advisory Committee requested information concerning the timeline for the planning of the Juneteenth Celebration. The planning timeline is provided as Attachment 1. The report will be presented by Edgar Varela, Special Events Manager.
Ad Hoc Subcommittees
An “ad hoc” subcommittee serves only a limited or single purpose. It is not perpetual, and it is dissolved when its specific task is completed. An Ad Hoc Subcommittee may be formed or dissolved at any Advisory Committee meeting, as long as the discussion has been placed on the Agenda in advance.
When considering an Ad Hoc Subcommittee, the following questions can help determine if the Ad Hoc Subcommittee is justified:
1. What is the purpose of the Ad Hoc Subcommittee?
2. What is the timeline for the Ad Hoc Subcommittee being dissolved?
3. How will the Ad Hoc Subcommittee know when the task is finished?
Once an Ad Hoc Subcommittee has been created, updates are typically given by members. By consensus of the Advisory Committee, a separate Agenda Item is sometimes prepared and presented on a specific Ad Hoc Subcommittee’s topic or event.
While discussing the timeline for planning the Juneteenth Celebration, the Advisory Committee may wish to create Ad Hoc Subcommittees in order to meet some of the deadlines. An Advisory Committee Ad Hoc Subcommittee is limited to four members in accordance with the Brown Act.
FISCAL IMPACT
There is no fiscal impact associated with this discussion.
ATTACHMENTS
1. 2024-09-18- ATT 1 Juneteenth Celebration Timeline
MOTIONS
That the Martin Luther King Jr. Celebration and Juneteenth Celebration Advisory Committee:
1. Receive and file the report;
2. Consider forming a Martin Luther King Jr. Celebration and Juneteenth Celebration Advisory Committee Ad Hoc Subcommittee with duties related to the Martin Luther King Jr. planning timeline; and
3. If desired, appoint committee members to the newly formed Ad Hoc Subcommittee.