Library commission forms ad hoc panels on collection policy and outreach

The Pleasanton Library Commission on March 5 voted to create two ad hoc subcommittees to pursue discrete tasks between full commission meetings: a collection development policy ad hoc and an outreach materials ad hoc.

Chair Stroud moved to form a collection development policy ad hoc with Commissioners Sabatini, Kinsey and Emerson; the motion was seconded and passed without objection. Chair Stroud subsequently moved to form an outreach materials ad hoc with Commissioners Chen, Joshi and Stroud; that motion also passed.

Staff described ad hoc groups as time-bound, topic-specific working groups limited to three commissioners under the Brown Act that can undertake deeper research (for example, reviewing other library policies or soliciting public feedback) and then report recommendations back to the full commission for possible action. "Ad hocs are formed for a specific purpose and they are time bound," staff said, adding that ad hocs may meet simultaneously and may use the Pleasanton Public Library as a meeting spot.

Commissioners prioritized collection development policy and outreach materials as the first ad hocs to launch. Several commissioners emphasized the need to define clear end products (for example, an updated policy or a revised request-for-reconsideration form) and a timeline so the commission can determine when a subcommittee's work is complete. The commission asked the newly created ad hocs to meet before the April commission meeting to set discrete tasks and timelines and to report back at the next full meeting.

The creation of these ad hocs is intended to allow commissioners to continue substantive work with reduced full-meeting frequency while remaining compliant with open-meeting rules.