Committee Members Present: Don Soto; Laura Thomas (co-chair); George Simmons;
Billie-Jean Kanios; Ellen Sweetin; Chris Callandrillo (co-chair)
Committee Members Absent: None
Other Council Members Present: None
Others Present: Celinda Cantu (HIV Health Services); Dean Goodwin (HIV Health
Services)
Council Support Present: Jack Newby, Skot Jonz
1. Introductions
Co-Chair Thomas brought the meeting to order, and those present introduced
themselves.
2. Review/Approve Agenda
The Committee reviewed the agenda. No objections and the agenda was approved
by consensus.
3. Review/Approve Minutes – August 22 and September 13
The Committee reviewed the minutes from August 22 and September 13.
CM Callandrillo announced that he believes he was in attendance at the past two Planning Committee meetings where he was marked absent.
ACTION: Council Support to confirm CM Callandrillo’s attendance at the August 22 and September 13 Planning Committee meeting and modify minutes as necessary.
No other changes were discussed and the minutes of both meetings were approved by consensus.
4. Announcements
Committee welcomed Council George Simmons back as an official member of Planning
Committee.
CM Simmons announced that he believes the August meetings went very well and thanked the co-chairs and the committee for the great work.
No other announcements.
5. Public Comment
No public comments.
6. Open Committee Co-Chair Nominations – VOTE
CM Thomas opened co-chair nominations.
CM Kanios nominated CM Callandrillo
CM Simmons nominated CM Thomas
No other nominations. Nominations closed.
VOTE for CM Callandrillo and CM Thomas as Planning committee co-chairs.
Unanimous in favor. None opposed. No abstentions.
ACTION: Council Support to modify email lists indicating CM Thomas and CM Callandrillo as Planning Committee co-chairs, add to Steering Committee list and other tasks as necessary.
7. Steering/ General Update
Committee briefly reviewed the activities and discussions of Steering Committee.
8. Development of Funding Scenarios- VOTE
The Committee will develop funding scenarios to forward to the full Council
for a funding cut of greater than 10%.
Co-Chair Thomas reviewed what was agreed to at the Full Council level with
lesser than 10% funding cuts.
Dean Goodwin on behalf of HIV Health Services presented information in the form of a document “Fiscal Planning Document FY 2006/2007 Ryan White CARE Title I and Title II” (Document on file at Council Support Offices). Mr. Goodwin reviewed the proposed budgets incorporating 5% and 10% reductions.
Committee discussed with Celinda Cantu and Dean Goodwin the impact of these cuts on particular services.
Co-Chair Thomas asked Committee how they would like to approach funding cuts
of greater than 10%.
CM Soto reviewed suggestions from Russ Zellers to develop something consistent
with the 0-5% and 5-10% funding cut scenarios.
Committee was silent for awhile, before deciding that if there is a 15% or
greater cut then the Planning Council as a whole should go back to the drawing
board to determine how to deal with such a reduction in funding.
If there is a greater than 10% or less than 15% cut –
•
Administrative costs in Marin would be cut by whatever the percentage of cuts
•
Administrative Costs and Quality Management would remain unchanged
•
Planning Council Support will incur a 5% cut
•
Tier II service categories will be cut by 15% across the board
•
Tier I categories will be reduced proportionately by the remaining shortfall.
If there is a greater than 15% cut, then the Planning Council will convene
to discuss how to deal with a greater than 15% funding reduction, including
whether to eliminate service categories.
Committee discussed that there were additional funds leftover from Planning Council Support that will be allocated in the event of such a funding reduction. This was decided at Prioritization/Allocation Planning Council meeting in August 2005.
Jack Newby added that in addition to the Council Support surplus that he suggested that Planning Council Support take a 5% cut in the event of a 15% or greater funding reduction.
CM Callandrillo inquired about how to present this proposal to the Council in a way that would be understandable and acceptable. Committee discussed why the Planning Council Support should receive a less of a cut than other service categories, because PCS has no other sources of funding and it directly reflects the function of the Council.
Committee discussed that the difference between Tier I and Tier II is more significant for cuts less than 15%, and with greater than 15% cuts which might result in eliminating service categories in Tier II the differences between the Tiers is not as much.
Committee discussed the necessity of approaching the City Board of Supervisors regarding accessing the general fund in the event of a greater than 15% budget cut.
VOTE on proposal: All in favor. None opposed. No abstentions.
Motion carried.
ACTION: Take the motion regarding funding scenarios greater than 10% to Steering Committee as a proposal from Planning Committee.
9. Planning Committee Policies & Procedures
Jack Newby reviewed with the Committee reviewed the draft policies and procedures
relevant to Planning Committee for inclusion in the Policy & Procedure
Manual.
With regard to the policy for Priority Setting and Resource Allocations Process,
Committee made suggestions for modifications to the policies, including specifying
regular data presentations, and other activities throughout the year. Committee
discussed the structure for bringing other information in to the Council. Committee
agreed that it would be helpful to solicit from Council Members the type of
information that they would like to receive so that it can be scheduled.
CM Kanios suggested for example information about the epidemic in the prison and jail system, and also for information about updates on the function of COEs.
Council Support noted.
ACTION: Regarding Policy on Priority Setting and Resource Allocation: add something regarding a request for Council Members to identify types of information they would like to receive throughout the year with regard to epi-data and other presentations.
ACTION: Council Support to modify draft policies for Planning Committee as discussed and include in Policy & Procedure Manual.
With regard to the draft policy for the Development of Comprehensive Plan, Committee reviewed the draft policy for the Development of Comprehensive Plan.
ACTION: Council Support to modify draft policies and return to Planning Committee for November meeting for a vote.
10. Comprehensive Plan Update
Jack Newby provided an update on the status of the Comprehensive Plan process.
The final draft should be ready by the end of November.
Co-Chair Thomas and CM Soto, who sit on the work group also provided an update.
11. Needs Assessment Update
Jack Newby provided an update on the status of the Needs Assessment process
and indicated that Harder+Co. plans to have the final report available after
October 14, and indicated that there will be a formal presentation to the
Health Commission. Jack also discussed how the Needs Assessment will be a
living document that will help to work together with agencies across the
City. Committee discussed how the data will be available to Council Members.
Celinda Cantu indicated that the staff at Harder+Co. are working closely with
her and Reggie and stated that the process is working well.
12. Next Meeting Date & Agenda Items
November 8, 2005, 4:00-6:00 p.m. Committee will identify agenda items for the
next meeting.
Potential Agenda items for the next meeting include:
VOTE -- Policies and Procedures
Co-Chair Thomas adjourned the meeting at 5:20 p.m.
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