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03-28-17 HRC Agenda Packet AGENDA � t ��, �� Human Rights Commission City of Golden Valley ����� 7800 Golden Valle Road y �� � Golden Valley, MN 55427 MARCH 28, 2017 6:30 pm Council Conference Room I. Call to Order I I. Introductions III. Approval of Agenda IV. Approval of December 27, 2016 Meeting Minutes V. Approval of Payment of Claims A. Honorariums for Sweet Potato Comfort Pie Event VI. Council Updates A. Update from March 14, 2017 Council/Manager Meeting on 2016 HRC Annual Report and 2017 HRC Work Plan (Burris, Buttress) VII. Old Business A. 2017 Work Plan Update B. Sweet Potato Comfort Pie Event Update (Martin) C. 27th Annual MLK Holiday Breakfast Update (Knauss) D. Municipal Quality Index Update (Martin) E. Update from Community Conversations Planning Group (Peck) VIII. New Business A. Citizen's Academy Participation (Pettersen-Scott) B. HRC City Code Proposed Changes, Review HRC By-laws and Boards/Commissions Attendance Policy IX. Adjourn MINUTES Human Rights Commission (HRC) ��� �.�� ��� Golden Valley City Hall 11���yI 7800 Golden Valley Road ��� ��� � L Golden Valley, Minnesota 55427 V� �"� Manager's Conference Room December 27, 2016 Commissioners present: Adam Buttress, Co-Chair Jonathan Burris, Co-Chair Teresa Martin Gloria Peck Kyle Pettersen-Scott Andrew Ramlet Commissioners absent: Hattie Bonds Guests: Kathy Czech, Bill Czech Staff: Chantell Knauss, Assistant City Manager The meeting was convened at 6:41 pm by Co-Chair Buttress. APPROVAL OF AGENDA Motion and second to approve the agenda with the additions of: Racial Equity Resource Guide, Comprehensive Plan, and 2017 Pride Festival. Motion carried 6-0. APPROVAL OF OCTOBER 25, 2016 REGULAR MEETING MINUTES Motion by Commissioner Burris, second by Commissioner Pettersen-Scott to approve the October 25, 2016 minutes with a wording change on the HRC's United Nations discussion. Motion carried 6-0. Co-Chair Buttress and the HRC decided to allow time for the two guests in attendance to speak. Kathy Czech and Bill Czech introduced themselves from the organization Safety Triage and Mental Health Providers (STAMP). The group is advocating for law enforcement departments to pair an officer/deputy with a mental health professional to be the first to respond to a call. They stated there are financial and organizational challenges to this model since the mental health professional is typically employed by a county and local law enforcement is usually the responsibility of a municipality. STAMP is currently not a non-profit organization, as the paperwork has not been filed to receive this status. OLD BUSINESS Municipal Qualitv Index Commissioner Martin and C. Knauss will meet with City Manager, Tim Cruikshank to determine which criteria of the Municipal Quality Index that Golden Valley meets in order to provide guidance to the HRC on whether or not to apply for the designation. Any questions will be brought back to the National HRC by Commissioner Martin. Commissioner Pettersen-Scott offered to bring a sample policy/statement on non-discrimination. Human Rights Commission December 27,2016 Meeting Minutes Page 1 of 3 2017 Sweet Potato Comfort Pie Commissioner Martin reported the event will be held on Sunday, January 15, 2017 from 2:00-4:30 pm at Calvary Lutheran Church. 88 pies will be baked on Saturday, prior to the event, to honor the age Martin Luther King, Jr. would have been in 2017. The HRC-sponsored speakers have not yet been confirmed. A meeting is being held next week to discuss speakers. 27th Annual MLK Holidav Breakfast Update Knauss informed Commissioners that there were 10 tickets (1 table) purchased for 2017, due to the fact the ticket prices doubled from 2016, as well as there being a limit placed on the number of tickets each individual is allowed to purchase. The November/December City newsletter will have information on how residents are able to obtain the complimentary tickets. Update from Communitv Conversations Planninct Grouq Commissioner Peck reported that the group has held three meetings with a lot of discussion at each meeting. There has been slow progress so far. There was discussion of having a community calendar that lists conversations/events that are happening in the area and not just Golden Valley. Someone in the group offered to put the calendar online. 2017 Pride Festival Update Co-Chair Burris reported that HRC Commissioners Peck and Ramlet, along with himself, are on the planning committee. There are finro Co-Chairs for 2017. The planning committee is discussing how to grow the Festival in a sustainable way and be an asset to the community. The 2017 Pride Festival will be held on Sunday June 11 from Noon-6:00 pm at Brookview Park. The hours have been extended from the 2016 Festival. Further Discussion of HRC Work Plan Knauss updated the HRC on a new initiative the City is taking for 2017 to participate in the Government Alliance on Race and Equality(GARE). GARE is a national network of government entities working to achieve racial equity and advance opportunities for all. The City's Management Team will be participating in the 12-month program. The GARE curriculum also provides four opportunities for the public to attend the "Advancing Racial Equity Speaker Series."The locations of the speaker series is still to be determined and will be hosted at various locations with participating jurisdictions. The speaker series would be an opportunity for the HRC to promote four"HRC Conversations" in 2017, along with other work plan items. There was discussion about the Comprehensive Plan Update process and how the HRC would be able to provide comments by either attending the open houses and providing comments individually or by attending the open houses and then coming together as a commission to provide comments as the HRC. Commissioner Martin expressed interest in providing links to resources on the HRC's web page. A possible site is: www.racialeauitvresourcequide.orq There was a motion by Commissioner Martin, second by Commissioner Pettersen-Scott to include the following items in the 2017 HRC Work Plan: promote four HRC Conversations with the GARE Speaker Series; sponsor a speaker and host a booth at the Golden Valley Pride Festival; purchase tickets for residents' use to the 2018 Martin Luther King, Jr. Holiday Breakfast; provide comments on the City's Comprehensive Plan Update; and research human rights resources that could be included on the HRC's web page. Motion carried 6-0. Human Rights Commission December 27,2016 Meeting Minutes Page 2 of 3 NEW BUSINESS Report on Minnesota Deqartment of Human Resources— Human Riqhts Svmposium held December 8, 2016 Commissioner Peck attended the Symposium and recommends that all HRC Commissioners attend it in 2017, stating the speakers were excellent and the programs well-run. There were four concurrent sessions held throughout the day, many of which Commissioner Peck was interested in attending and was not able to attend all, since they were concurrent. Joint Boards/Commissions Meetinq for Communitv Survev Presentation: Januarv 23 at 5:30-7:00 pm, Council Chambers Knauss explained the joint meeting is to review the results of the recent Community Survey and hear about the state of the City's aging infrastructure. It will also provide an opportunity to meet/re- connect with other various Board/Commission members. 2017 HRC Meeting Dates Knauss explained there was a need to re-schedule some of the 2017 regular meeting dates due to scheduling conflicts. Motion by Commissioner Martin, second by Commissioner Peck to re-schedule the following 2017 HRC meeting dates: Oris�inal Date New Date Tuesday, April 25 Thursday, April 20 Tuesday, May 23 Tuesday, May 30 Tuesday, December 26 Thursday, December 28 Motion carried 6-0. ADJOURN Motion by Commissioner Burris, second by Commissioner Peck to adjourn the meeting at 8:44 pm. Motion carried 6-0. Adam Buttress, Co-Chair ATTEST: Chantell Knauss, Staff Liaison Approved by HRC: February 28,2017 Human Rights Commission December 27,2016 Meeting Minutes Page 3 of 3 RECEIVED y �aN o S 2or� INV�JICE For Dianne E'Laine Moore To sing an original sang at Sweet Potato Comfort Pie MLK Service Sunda� january 15 2pm . F�E;�1oo.00 C�ieck made payable to � Dianne Moore 2 710 Rosalyn Ct. #Z 01 � New Hope, MN 5 542 7 � 61Z 355 0056 dianne.elaine 5 9 t��mail.com submit to: 7800 Golden Valley Rd. Golden Valley, MN 55427 c/o Chantell Krauss INVt�iCE `���`�IVE� JAN 18 7�17 Roslyn Harmon, Poet 72+D0 Duluth Street�Golden Va11ey,1VII�! 55427 Tet: '76�.28b.62�4 Email:Rozhannon l(c;avl.com January l0,2Q17 Be'Cl To: Ghantel! Knauss, H#2C Liaisvn City of Goiden Vafley 7840 Golden Valley Road GaldQn Valfey, MN 55427 Per; Sweet Pv�atv Comfort Pie lnitiative 3�A�nua1 MLK Event Ari�au�tt Bei�g Invoiced: $l 04.Q� Note: My apologies for delay in subrnitting this Invoice. Descr�pt�on of S�ervices: Dt�ring the 2 hour event,I will bs providing a re#��ctive harvest closeout�em based upon participant dial�gue for the 2017 MLK Sweet 1'otato Comfc�rt Pie event on Sunday, January 15, 20d7. Please Make Check Payable and Mail To: l�aslyn Harrnon 7200 Duluth St�eet Golden Vai�ey,MN 55427 L�t� ��$�, CITY OF GOLDEN VALLEY HUMAN RIGHTS COMMISSION �������� 2017 PROPOSED WORK PLAN � �,����''� Council/Manager Meeting � ` March 14, 2017 The Golden Valley Human Rights Commission (HRC) proposes the following work plan for 2017: HRC Conversations The HRC would like to promote their 2017 HRC Conversations from the Government Alliance on Race and Equality's (GARE) "Advancing Racial Equity Speaker Series" to be held on: February 22 "Expanding Knowledge and Organizing for Actions", May 24 "Organizing for Power- Inside and Outside Strategies", August 23 "Moving Elected Leadership to Advance Racial Equity", and December 6 "Celebrating Our Success, Facing New Challenges". Communitv Outreach The HRC would like to participate in community outreach activities by staffing a booth at 2"d Annual Golden Valley Pride Festival to be held on Sunday, June 11. September 11 Dav of Service and Remembrance The HRC is proposing to sponsor its fifth annual September 11 Day of Service and Remembrance in partnership with a local non-profit organization, to be determined. This has been a successful event since 2013. The HRC would like to continue sponsoring this volunteer effort. HRC Conversations, Martin Luther Kinq, Jr. Dav Event - Januarv 15 2018 will be the 28th year the General Mills Foundation and United Negro College Fund have celebrated Dr. Martin Luther King, Jr.'s legacy of service by sponsoring a breakfast and inspirational speaker on the holiday that honors him. The HRC would like to continue to purchase tickets and sponsor tables to this event for Golden Valley residents to be able to attend and participate, compliments of the HRC. Because this event is held in January of each year, the HRC wants to include it in the prior years' work plan. ����� ��� CITY OF GOLDEN VALLEY HUMAN RIGHTS COMMISSION (HRC) D�C��YI 2016 ANNUAL REPORT Y � � 2 Council/Manager Meeting March 14, 2017 There are currently seven commissioners appointed to the HRC: Co-Chair, Jonathan Burris Co-Chair, Adam Buttress Hattie Bonds Gloria Peck Kyle Pettersen-Scott Teresa Martin Student Representative, Andrew Ramlet The Human Rights Commission sponsored three activities and participated in two additional activities for the community in 2016. HRC Conversations, Martin Luther King, Jr. Holiday Breakfast—January 18 This was the 26th year the General Mills Foundation and United Negro College Fund have celebrated Dr. Martin Luther King Jr.'s legacy of service by sponsoring a breakfast and inspirational speakers on the holiday that honors him. 2016's keynote speaker was Deval Patrick, former Governor of Massachusetts and Civil Rights Leader. The event theme was, "Civil & Right: Are You Living the Dream?" The HRC purchased 20 tickets (two tables)for Golden Valley residents to use to attend the breakfast. State Demographer Presentation On February 23, the HRC heard a presentation from Andi Egbert, Assistant Director, Minnesota State Demographic Center regarding major demographic trends transforming Minnesota and the Golden Valley area. HRC Conversations City News articles Based on the State Demographic Center's information, Communications staff developed a three-part series of articles highlighting "Population Shifts," "Aging Population," and "Growing Diversity" in Minnesota, the Metro Area and the Golden Valley area. Golden Valley Pride Festival The HRC participated in the inaugural Golden Valley Pride Festival held on June 12. At the booth, Commissioners distributed the originally-designed Golden Valley human rights magnet and distributed information on the Commission. The HRC also sponsored two speakers for the event: Thomas Knabel, National Human Rights Campaign, and Phil Duran, OutFront MN. September 11 Day of Service and Remembrance HRC partnered with PRISM to feature a Scavenger Hunt at the September 11 Market in the Valley. The event generated 81 pounds of produce and $98 dollars in cash donations to PRISM. PRISM staff stated "it was a great event that highlighted PRISM." Summarv For 2016, the City Counci� approved a budget of$3,500 for the HRC. The Commission expended $1,872.36 (53.5%)of their budget for professional fees for speaker honorariums; membership dues for the Minnesota League of Human Rights Commissions; custom magnets; and tickets to sponsor a table at the 2017 Martin Luther King, Jr. Holiday Breakfast. During the course of 2016, the HRC held eight(8) regular meetings (January- December), three (3) public education articles, and participated in two community outreach events. � §2.53 Section 2.53: Human Rights Commission Subdivision 1. Establishment and Composition A Human Rights Commission is hereby established, composed of nine members, seven who shall serve three-year staggered terms and two voting vouth, who shall serve a one year term. The Council shall seek to have said appointments reflect the ethnic, cultural, religious and other diversity of the City. Subdivision 2. Policy It is the policy of the City to encourage the establishment and development of equal opportunity and fair treatment of all individuals living, working, or traveling in and through the City without regard to race, color, creed, religion, national origin, gender, marital status, familial status, disability, status with regard to public assistance, sexual orientation, age or any other classification subsequently identified by the State of Minnesota. Subdivision 3. Duties and Responsibilities It is the duty of the Commission to advise and recommend to the Council as to matters of Human Rights issues by serving as an advisory board in accordance with its by-laws. Source: Ordinance No. 494, 2nd Series Effective Date: 3-15-13 Golden Valley City Code Page 1 of 1 CITY OF GOLDEN VALLEY, MINNESOTA HUMAN RIGHTS COMMISSION BY-LAWS Approved by the City Counci on April 21, 2015 Article I: The Commission Name of Commission. The name of the Commission shall be the "Golden Valley Muman Rights Commission", which is referred to herein as the "Commission". Mission, Vision, Values and Goals Statements. Mission Help promote and nourish a safe, respectful and welcoming community. Vision The Commission adheres to the vision set forth by the City. Values The Commission adheres to the values set forth by the City. Goals • Help build community by creating opportunities for dialogue in the community through promotion and facilitation of human rights issues in collaboration with existing groups. • Seek opportunities for sponsoring and promoting educational opportunities for the community to participate (speakers, seminars, forums, etc.) and direct persons to resources on human rights. • Advise the City Council on human rights issues by serving the Council as an advisory board. Article II: Membership A. Composition. The Commission shall be an advisory commission to the City Council, composed of seven (7) regular members and two (2) youth voting members. All commissioners shall be appointed as set forth in this section. B. Regular Members. Regular members of the Commission, at least one of whom shall be an attorney, shall be appointed by the City Council for three-year staggering terms. Regular members of the Commission shall be qualified voters and residents of the City. A vacancy shall be deemed to exist if a member ceases to meet the residency requirements. C. Youth Members. Two (2) voting youth members shall be appointed by the City Council and each youth member shall serve a term of one year. D. Appointments. The terms of all Gommission members shall be fixed and determined at the time of appointment. The City Council shall appoint the members of the Commission and may fill vacancies for unexpired terms. Regular members of the Commission shall serve until December 31 of the year in which their term expires or until their successors are appointed. Article III: Organization A. Officers. The officers of the Commission shall be Chair and Vice-Chair, elected from the members of the Commission. Chair. The Chair's position rotates annually and serves for one year. The Chair may not serve consecutive terms as Chair. The responsibilities of the Chair are: a. preside at all meetings of the Commission in a productive and time efficient manner; b. ensure that the Commission conducts its activities within the stated mission and by-laws of the Commission; c. appoint Commissioners to subcommittees; d. monitor and ensure the progress and completion of the Commission's work plan; and e. report to City Council. Vice-Chair. The Vice-Chair rotates annually and serves for one year. The Vice-Chair may not serve consecutive terms as Vice-Chair. The responsibilities of the Vice-Chair are: a. perform the duties of the Chair in the absence or incapacity of the Chair; and b. in the event of resignation or death of the Chair, the Vice-Chair shall perform such duties as imposed on the Chair until the original term of the Chair has expired. B. Staff Liaison. A staff liaison to the Commission shall be appointed by the City Manager. The staff liaison's responsibilities are: a. facilitate or assist in the meetings; b. keeping of the Commission's meeting agendas and minutes in accordance with the City's record keeping procedures and Minnesota Statutes; c. recording the attendance of Commission members; d. keeping the City Manager informed of the Commission's business; and e. assisting the Commission in considering their financial needs and if deemed necessary, request appropriate funding from the City Council through the annual budget process. C. Delegation of Duties. Officers may delegate duties of their position to other Commissioners as deemed appropriate by the Commission. D. Subcommittees. Subcommittees shall not consist of a majority or more of currently appointed Commission members. Article IV: Election of Officers A. Elections and Terms of Office. The Chair and Vice-Chair shall be elected from the Commission membership by its members at its regular Annual Meeting. Terms of office shall be for a maximum of two years and shall rotate. The Chair and Vice-Chair shall not serve consecutive terms. 6. Vacancies. Should the office of Chair or Vice-Chair become vacant, the Commission shall elect a successor from its membership at the next regular meeting and such election shall be for the unexpired term of said office. Article IV: Meetings A. Open Meetings. All meetings of the commission shall be conducted in accordance with the Minnesota Open Meeting Law. This means all business and discussion occurs at a meeting which has been posted and is open to the public. A quorum of the members should not discuss Commission business by email, forms of social media, telephone or informal meetings. B. Annual Meeting. The Annual Meeting of the Commission shall be a regular meeting, typically the first meeting after new Commissioners are appointed, at which time elections will be held and the following year's work plan will be discussed. C. Regular Meetings. The regular meetings of the Commission shall be held on the fourth Tuesday of the month at City Hall at 6:30 p.m. The Gommission may, by a majority vote, change its regular meeting dates for any reason, provided proper public notice of the changed meeting is provided. D. Special Meetings. Special meetings of the Commission may be called by the Chair or two commissioners, or by the City Council, for the purpose of transacting any business designated in the meeting notice. The notice for a special meeting shall be posted in compliance with the Minnesota State Statutes governing public meetings. The staff liaison shall notify Commissioners at least three (3) days prior to the meeting of the date, time, place and purpose of the special meeting. A special meeting must also be posted in accordance with the requirements of the Minnesota Open Meeting Law. E. Quorum and Voting. The presence of a majority of all regular members currently appointed to the Commission shall constitute a quorum for the purpose of conducting its business and exercising its powers and for all ather purposes. In the event a quorum is not reached, a smaller number of inembers may meet to have informal discussion, however, formal action shall not be taken and must be reserved for such time as when a quorum of the Commission is reached. F. Subcommittee Meetings. Subcommittee meetings shall be held at a date and time that does not conflict with the Commission's regular and special meetings. The staff liaison shall be notified of the date, time, location and topic of all Subcommittee meetings. G. Meeting Cancellation. Commission meetings may be cancelled by the staff liaison if there are no items on the agenda for discussion. Article V: Agendas and Minutes A. Agenda Preparation. The agenda for regular and special meetings of the Commission shall be prepared by the staff liaison. Items to be placed on the agenda may be proposed by the Chair, a Commission member, the staff liaison or at the request of the City Council. Residents, businesses, or other interested parties may contact individual Commission members or the staff liaison to request that an item be placed on the agenda for consideration. All agenda topics presented by the City Council will be placed on an appropriate agenda; requests from other parties will be placed on an appropriate future agenda at the discretion of the staff liaison. B. Approval of the Agenda. The agenda shall be approved at each meeting prior to discussion of any item on the agenda. At the time of agenda approval, items may be removed and the order of business may be modified by a majority vote of inembers present at the meeting. No items shall be added to the agenda unless deemed as urgent by the staff liaison. Prior to adjournment, members present may communicate items recommended for inclusion on future agendas. C. Record of Proceedings. All minutes and resolutions shall be in writing and shall be kept in accordance with City procedures, Minnesota Statute and Rules regarding preservation of public records and the Minnesota Data Privacy Act. Article VI: Attendance and Performance of Duties A. Attendance. Regular attendance at meetings is a requirement for continued membership. Commission members are expected to attend regular and special commission meetings and assigned subcommittee meetings. Commission attendance shall be in accordance with the adopted Guidelines for Advisory Commissions, Gommittees, Boards and Councils and as amended. B. Reporting. The City Council will be informed if a Commissioner does not meet attendance guidelines. Commissioners not meeting attendance guidelines may be removed from the Commission by the City Council. C. PerFormance of Duties. Commissioners are expected to adequately prepare for meetings. Commissioners unable to complete an assigned task should notify the commission chair or subcommittee chair as soon as possible. The Commission may ask the City Council to review a Commissioner's appointment based upon its assessment of significant non-performance of duties. D. Orientation. Each Commissioner shall be provided an orientation in accordance with the adopted Guidelines for Advisory Commissions, Committees, Boards and Councils and as amended. Article VII: Commission Activities A. Annual Work Plan. The Commission will draft an annual work plan that details activities and projected timelines for the upcoming year. • The Chair may appoint Commissioners to be primarily responsible for each work plan activity. • The Commission may establish subcommittees to oversee work plan activities. The subcommittees will be chaired by Commissioners appointed by the Chair. • The Commission's work plan will be submitted to the City Council, typically during the first quarter of the calendar year. The Chair and/or assigned Commissioners will attend a Council/Manager meeting to discuss the annual work plan with the City Council. • The Commission's work plan must be agreed upon by the City Council. B. Subcommittees. The Commission may create subcommittees to plan and direct activities related to topics of interest to the Commission and to oversee work plan activities. • Subcommittees will be chaired by Commissioners appointed by the Chair. • Subcommittees shall not consist of a majority or more of currently appointed Commission members. A majority of the subcommittee must be present to conduct business, including the subcommittee chair. • The Commission may consolidate or dissolve subcommittees at any time. • The subcommittee chair may appoint other Commissioners and representatives from the broader community to the subcommittee, provided that the subcommittee at no time consists of a majority or more of currently appointed Commission members. • The subcommittee chair shall report back to the Commission about its activities as an agenda item at regular Commission meetings. C. Annual Report to City Council. The Commission shall submit an annual report to the City Council summarizing the past year's activities. The report may highlight information the Commission feels appropriate to convey to the City Council. • The Chair or Vice-Chair will prepare the report for approval by the Commission. Commission members may submit signed addenda presenting alternative conclusions or perspectives. • The report and addenda are submitted with the current year work plan in the first quarter of the calendar year or as soon thereafter as possible. • After being approved by the Commission, the annual report and any addenda shall be provided to the staff liaison for inclusion on a Council agenda. Article VIII: By-Laws and Rules A. Amendments. Proposed amendments to these By-Laws may be forwarded to the City Council for approval by a majority of all voting members of the Commission. Commission members must be given one month's advance notice regarding proposed amendments prior to formal Commission action. Amendments to these procedures can only be considered at a regular meeting of the Commission. B. City Council Approval. These by-laws are subject to the City Council's approval and must comply with the Golden Valley City Code. Guidelines for Advisory Commissions, Committees, Boards and Councils Page 3 Commissions and Committees should be careful to observe the requirements of holding all meetings in public places and posting notices of ineeting dates and times at City Ha1L Scheduling with the Manager's Office will help prevent conflict with other groups over meeting times when public participation is particularly desired. Commission, Board, and Committee meetings will not be held on designated legal holidays or recognized religious holidays. Any questions regarding the meaning or application of the Open Meeting Law should be directed to the City Council. The Council will seek such advice from the City Attorney as may be necessary. III. COMMISSION ORGANIZATION AND PROCEDURES A. Term of Office: Appointments to Commissions are made effective May 1 of each year. The length of each appointment is provided in the governing ordinance or resolution and is designated by the Council at the time of the appointment. Each permanent Advisory Commission should elect officers no later than its second meeting after May 1 each year, The term of office should be one year, unless otherwise specified by the Council, prior to each election. (Chairpersons of special committees rnay be appointed by the Council.) Voluntary resignations from a Commission should be communicated by letter or email from the person resigning to the Mayor. , , Chair and Vice-Chair. The Chair and Vice-Chair shall be elected from the Commission membership by its members at its regular Annual Meeting. Terms of office shall be for one year and shall rotate. The Chair and Vice-Chair shall not serve consecutive terms. B. Attendance: Absences in one year should not exceed three consecutive meetings or more than 25 percent of the total meetings for the year. (25 percent of ineetings would be three meetings for groups meeting once a month and six meetings for groups meeting twice a month.) If a member is unable to attend a meeting, that member should contact the Staff Liaison, who will inform the Chair if a quorum cannot be attained and the meeting will be cancelled. A standardized letter of warning will be sent from the respective Chair to any member after finro consecutive and two total for groups meeting once a month. For those meeting twice a month the letter would be sent from the Chair after two consecutive or five total absences. If a member exceeds the allowable number of absences, the Mayor will send a standardized letter stating the member must step down because of the importance of regular attendance and the number of citizens interested in serving. If a Commission feels there are extenuating circumstances in a case of a member who has not met the attendance requirements, the Commission may send a letter to the Council explaining the situation and request an exception.