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EHRAC - ACTION ITEM: Review of the Equity and Human Relations Advisory Committee’s (EHRAC’s ) Current Ad Hoc Subcommittees as of the September 17, 2024, Special Meeting; (1) Dissolve Existing Ad Hoc Subcommittees Whose Objectives Have Been Met; (2) Appoint Additional EHRAC Members To Existing Ad Hoc Subcommittees, as Deemed Necessary; (3) Form New Ad Hoc Subcommittees in Accordance with the July 2023 Biannual Workplan and the 2024-2025 EHRAC Approved Public Events and Budget Ad Hoc Subcommittee Report, With Specific Tasks, Projects, Events, and Deadlines for Fiscal Year 2024-2025, as Deemed Appropriate; and (4) Appoint Members Thereto.
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Meeting Date: November 19, 2024
Contact Person/Dept: Michelle Hamilton/ Human Resources Department
Phone Number: 310-253-5640
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (E-Mail) Meetings and Agendas- City Council (11/13/2024); (E-Mail) Meetings and Agendas- Equity & Human Relations Advisory Committee (11/13/2024); (E-Mail) All City Staff (11/13/2024)
Department Approval: Dana Anderson, Human Resources Director (11/13/2024)
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RECOMMENDATION
Staff recommends that the Equity and Human Relations Advisory Committee (EHRAC) review EHRAC’s current Ad Hoc Subcommittees as of the September 17, 2024, Special Meeting and (1) dissolve existing ad hoc subcommittees that have completed their objectives; (2) add additional EHRAC Members to existing Ad Hoc Subcommittees, as deemed necessary; (3) form new ad hoc subcommittees in accordance with the July 2023 Biannual Workplan and the 2024-2025 EHRAC approved Public Events and Budget Ad Hoc Subcommittee Report with specific tasks, projects, events, and deadlines for Fiscal Year 2024-2025, as deemed appropriate; and (4) appoint members thereto.
BACKGROUND
Per the EHRAC By-laws (see section IV. A), the Committee may form Ad Hoc subcommittees to meet and discuss special activities, events, and topics on an as needed basis. There are important differences between a “standing committee” and an “ad hoc committee” under the Ralph M. Brown Act (Brown Act). Standing committees are required to comply with the provisions of the Brown Act (including public notification and public participation). Standing committees require staffing. Ad hoc subcommittees, on the other hand, are not subject to those requirements. Additionally, as provided in the Brown Act, a standing committee has a continuing subject matter jurisdiction, or a meeting schedule fixed by charter, ordinance, resolution, or formal action of a legislative body. An “ad hoc” subcommittee serves only a limited or single purpose, and it is dissolved when the specific task is completed. Ad hoc subcommittees are limited to less than a quorum, which, for the EHRAC, is up to four (4) members. Under the Brown Act and consistent with past practice, once an ad hoc subcommittee’s project has been completed, the Committee should make a motion to dissolve such Ad Hoc subcommittee.
DISCUSSION
Discussion of the status of current Ad Hoc Subcommittees (Attachment 1) while addressing the need to dissolve, add to, and/or create Ad Hoc Subcommittees in accordance with the July 2024 Biannual Workplan and the 2024-2025 Public Events and Budget Ad Hoc Subcommittee Report (Attachments 2 and 3).
Staff recommends that EHRAC consider the following:
Dissolution of Ad Hoc Subcommittees whose task/project has been completed:
• Race Relations Ad Hoc Subcommittee
• Indigenous People’s Day Ad Hoc Subcommittee
• Latino Heritage Month Speaker Ad Hoc Subcommittee
Consider addition of a member to the following:
• Promotional Materials Ad Hoc Subcommittee (1 open seat)
Creation of Ad Hoc Subcommittee/s to address 2025 approved projects/events in accordance with EHRAC’s Approved Biannual Report and EHRAC approved Public Events and Budget Ad Hoc Subcommittee Report.
FISCAL ANALYSIS
There are no costs associated with discussion of this item.
ATTACHMENTS
1. 2024-11-19_ATT1_Current Ad Hoc Subcommittees as of September 17, 2024_11052024
2. 2024-11-19_ATT2_EHRAC Biannual Work Plan July 2024_Council Approved 8122024
3. 2024-11-19_ATT3_Public Events and Budget Ad Hoc Subcommittee Report_04112024
MOTION
That the Equity and Human Relations Advisory Committee:
(1) If so desired, dissolve existing Ad Hoc Subcommittees whose objectives have been met;
(2) If so desired, add members to existing Ad Hoc Subcommittees as deemed necessary;
(3) Form new ad hoc subcommittees with specific tasks, projects, events, and deadlines for Fiscal Year 2024-2025, in accordance with projects and/or events listed in the July 2024 Biannual Workplan and the 2024-2025 Public Events and Budget Ad Hoc Subcommittee Report; and
(5) Appoint members thereto.