Committee Members Present: Bill Blum; Charles Siron, Ayisha Benham
Committee Members Absent: Charlene Pugh; Devin Anderson
Other Committee Members Present: Mark Molnar, Raymond Banks
Others Present: None (Russ Zellers cancelled due to illness)
Council Support Present: Skot Jonz
1. Introductions
Without a quorum at the beginning of the meeting, those present began with
an informal discussion.
CM Molnar discussed briefly his concern regarding an issue with transportation vouchers and a misunderstanding with the AIDS Office. It was agreed to forward this issue to Council Co-Chairs to determine if a decision or directive had been given to the AIDS Office to not fund vouchers from general funds. CM Molnar was satisfied with the answer received, and had to leave the meeting early.
No introductions necessary.
2. Review/Approve Agenda
Agenda Item 7 removed because of Russ Zellers absence due to illness. This
item moved to October agenda.
3. Review/Approve Minutes
August 3, 2005
Co-chair Benham made two recommendations for changes to minutes.
1. Remove George Simmons from membership on this committee. On Item 4, change
the spelling of celfons to cell-phones.
With those changes, the minutes were approved by consensus.
4. Announcements
Committee discussed:
1. CM Pugh has asked to have the standing meeting date for this committee moved
to Thursday.
2. CM Blum asked to have the standing meeting time for this committee moved up to 3:30 and is agreeable to moving the day to Thursday.
3. CM Simmons to be removed from this committee meeting list as he is officially on the Membership Committee.
4. Committee discussed that the new committee assignments should begin in October and that the membership of this committee will probably change.
ACTION: Discuss CM Pugh’s standing (and representation) as a Council Member with Membership Committee. Add this to Membership Committee September agenda.
5. Public Comment
None.
6. Steering Committee Update
The Co-chairs will present a monthly update of the Steering Committee activities
and discussions.
Co-chair Benham provided an update on the activities and discussions at Steering
Committee, specifically the proposal regarding unfunds; and a discussion regarding
the function and structure of the Steering Committee. Steering is going to
draft a mission statement and something for the policy and procedure manual
regarding the function and structure of that committee to be back to I&P
Committee by November.
7. Discussion on Unfunds Policy
Russ Zellers will discuss the unfunds policy with the committee and anticipated
funds that will need to be reallocated.
This item removed from the agenda. Committee discussed briefly whether and why this will be included on the October agenda.
ACTION: Add Discussion on Unfunds Policy to October agenda. Co-Chair Benham asked for Council Support to have Mr. Zellers send something regarding his presentation in advance to Committee members prior to the next meeting.
8. Draft Committee Development and Organization Policy
The Committee will develop and review the Committee Development and Organization
Policy.
Committee reviewed and discussed the draft Committee Development and Organization Policy. The following revisions were recommended:
ADD NEW BULLET:
I&P Committee will receive input from the following sources for making recommendations to maintain or change the current committee structure and function: a survey from Evaluation Committee soliciting feedback from all Council Members individually regarding their respective committees; Co-Chairs of each Committee regarding their respective committees; and Steering Committee.
Bullet 1 – change to: The Infrastructure and Policy Committee will review
the current structure and function of the Council’s committees within
two months after the conclusion of the Council’s annual prioritization.
No other changes to the remaining bullets for this policy were discussed.
Committee agreed to review the remainder of the policy, and send any further recommended changes to Council Support. CM Blum also agreed to review.
ACTION: Send revised draft Committee Development and Organization Policy to CM Blum and include changes in the Policy and Procedure Manual.
9. Draft Document Handling Policy (Internal)
The Committee will develop and review the document handling policy for internal
information requests.
Committee reviewed and discussed the Internal Document Handling Policy. No changes were discussed or recommended. It was requested to have this policy on a separate page.
ACTION: Finalize the Internal Document Handling Policy in the Policy and Procedure Manual.
10. Draft Council Co-chairs Elections Policy
The Committee will develop and review the Co-chair elections policy.
Committee reviewed and discussed the draft Council Co-Chair Election Policy.
CM Banks expressed concern that at least one co-chair must be a consumer of Ryan White CARE funds. As it stands, the by-laws indicate that one co-chair must be living with HIV or AIDS. Committee discussed that this matter must be brought up as a bylaws change and reviewed the process for doing this, which cannot be done on committee level.
CM Banks expressed interest in seeing a requirement of HIV+ female consumers as a co-chair. Committee discussed that this was not the focus of the current discussion and explained how CM Banks could present his ideas. CM Banks agreed that his issues are at a different level.
ACTION: Council Support to find the HRSA definition of who (specifically whether consumers and minorities) should be members and co-chairs on the Planning Council and provide this information to I&P Committee at the October meeting and email this to all Committee members (and Raymond Banks) when it becomes available. Add this item to October agenda.
Committee agreed that there needs to be more HIV+ council members with fewer conflicts of interest, but this is a separate issue from determining Council co-chairs.
After extensive discussion, it was agreed that the bylaws section are included in the policy for reference only and cannot be changed here at this time. Committee agreed that the remainder of the policy was acceptable as drafted and recommended no changes.
ACTION: Insert Council Co-Chairs Election Policy into Policy and Procedure Manual.
11. Status of Draft MOU with Grantee
Brief update on the status of the MOU.
12. Next meeting date & agenda items
The next meeting date is scheduled for October 5, 2005 at 25 Van Ness, Room
330B.
Co-chair Benham adjourned the meeting at 5:55.
Next meeting is October 6 3:30-5:30. (As agreed the standing meeting time for
I&P Committee has been changes to the first Thursday of the month from
3:30-5:30).
ACTION: Council Support to change the standing meeting day and time for I&P Committee to the first Thursday of the month from 3:30-5:30 on all appropriate documents and the Council website and notify all committee and Council Members.
October Agenda items:
CM Banks proposes the addition of a Minority Affairs Committee. CM Banks to
provide information about the number of committee members and makeup of this
committee.
Mission Statement: To ensure that Council activities, policies and procedures support Council priorities and responsibilities, and monitor and enhance the relationship between the Council and the grantee.
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