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Page 3 of 7 <br />well. <br /> <br />Due to the change in meeting frequency from at least six times per year to at least four times <br />per year, staff recommends updating the maintenance of membership sections for these four <br />commissions to modify the number of allowable absences from "one-third of the regular <br />meetings within a six-month period" to "one-quarter of regular meetings within a twelve-month <br />period." <br /> <br />Individual Commissions - Feedback and Other Changes <br />The ad hoc subcommittee and staff also recommend minor changes to each commission, as <br />outlined in the Pleasanton Municipal Code (PMC) Title 2 and discussed in more detail below. <br /> <br />Civic Arts Commission <br />The Civic Arts Commission agreed to at least quarterly meetings, with the adoption of ad hoc <br />subcommittees to work on projects related to the commission's duties on an as-needed basis <br />between quarterly meetings. These subcommittees would bring items back to the full <br />commission for consideration. Additionally, strong communication from staff was requested <br />between meetings. <br /> <br />The commission expressed a preference for retaining existing duties while incorporating the <br />following introductory paragraph, clarifying the advisory role: <br /> <br />"The function of the commission shall be to serve in an advisory capacity to the department <br />and the City Council regarding City policies, programs, and services within its scope of <br />expertise, specifically on matters pertaining to cultural, visual, performing, and public art." (The <br />introductory paragraph, as recommended by the commission, did not include the advisory role <br />to the department. This was added at staff's recommendation to better note the relationship <br />between the commission, staff, and City Council). <br /> <br />Recommendation: The ad hoc subcommittee and staff recommend quarterly meetings and <br />amended duty language, as discussed above. Additionally, it is recommended that duty #8 be <br />amended to include language related to available funding: "Review and recommend grant <br />funding allocations to City Council for the Community Grant Program, Civic Arts Category, <br />when money is available." <br /> <br />Human Services Commission <br />Recommendation: Staff recommends quarterly meetings and amended duty language to add <br />the introductory paragraph: "The function of the commission shall be to serve in an advisory <br />capacity to the department and City Council regarding City policies, programs, and services <br />within its scope of expertise, specifically on matters pertaining to human services." As noted <br />above, reducing the frequency of the Civic Arts, Library, and Parks and Recreation <br />commissions to quarterly will allow staff capacity to bring back the Human Services <br />Commission at a quarterly cadence as well. <br /> <br />Library Commission <br />Key themes from the Library Commission's March 5 meeting include: <br />Page 15 of 443