September 12, 2005 Agenda for Membership Committee Meeting

Mission Statement: To recruit, screen, train and retain Council Members.

Note: Agenda items are subject to change, postponement, or removal. Meeting agendas are considered to be in DRAFT form until reviewed and approved by Committee attendees.

HIV Health Services Planning Council
730 Polk Street San Francisco, CA 94109
*****************************
San Francisco Department of Public Health, AIDS Office
25 Van Ness Avenue, 5th floor, San Francisco, CA 94102

The Mayor's Conference Room is wheelchair accessible. The closest accessible BART Station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #47 Van Ness, and the #71 Haight/Noriega and the F Line to Market and Van Ness and the Metro stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call 923-6142.
There is accessible parking in the vicinity of City Hall at Civic Center Plaza and adjacent to Davies Hall and the War Memorial Complex.
The following services are available when requested by Noon of the Friday before the Council meeting:
For American Sign Language interpreters, use of a reader during a meeting, or sound enhancement system, contact Leah Crask at (415) 674-4768.
For a large print copy of agenda or minutes in alternative formats, contact Leah Crask at (415) 674-4768.

In order to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products.

Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils and other agencies of the City and County exist to conduct the people's business. The Sunshine Ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. For information on your rights under the Sunshine Ordinance (Chapter 67 of the San Francisco Administrative Code) or to report a violation of the ordinance, contact Donna Hall; by mail to Sunshine Ordinance Task Force, 1 Dr. Carlton B. Goodlett Place, Room 409, by phone at (415) 554-7724, by fax at (415) 554-7854 or by email at Donna.Hall@sfgov.org Citizens may obtain a free copy of the Sunshine Ordinance by contacting Ms. Hall or by printing Chapter 67 of the San Francisco Administrative Code on the Internet, at http://www.sfgov.org/bdsupvrs/sunshine.htm

The Planning Council has several standing Committees where Council business and creation of motions for full-Council action occur, and members of the public are urged to attend. Council procedures do not permit: 1) persons in the audience at Council meeting to vocally express support or opposition to statements by Council members or by other persons testifying, outside of public comment; 2) ringing and use of cell phones, pagers, and similar sound-producing electronic devices; 3) signs to be brought into the meeting or displayed in the room; 4) standing in the meeting room. Citizens are encouraged to testify at Committee meetings and to write letters to the co-chairs of a Committee or to Council members, c/o HIV Health Services Planning Council, 730 Polk Street, 3rd Floor, San Francisco, CA 94109. Agendas are available on the Internet at http://www.dph.sf.ca.us/Meetings/meetings.htm. THE AGENDA PACKET IS AVAILABLE FOR REVIEW AT HIV Health Services Planning Council, 730 Polk Street, 3rd Floor, San Francisco, CA 94109 RECEPTION DESK.


Item	Presenter	Time

1. Introductions	Group	4:30
2. Review and Approval of Agenda	Group	4:32
3. Review and Approval of Minutes- August 8, 2005	Group	4:34
4. Announcements	Group	4:36
5. Public Comment	Public	4:40
6.Steering Committee Update	Co-chairs	4:45
The Co-chairs will present a monthly update of the Steering Committee activities and discussions.
7. Council Demographics and a Request from Council Support	Council Support/ Group	4:50
Review and discuss Council and EMA-wide demographics including an update on the file review for demographic information as well as a request to obtain Council Member birthdates and updated Council Member demographic information on a one page sheet to turn in to Council Support.
8. Membership Interviews/Discussion - VOTE (Closed Session)	Group	5:15
Public Comment will be taken before the Committee enters into closed session. Council Support will report on applicant references. The Committee will vote to forward applicants’ names to the Full Council for a membership vote. • Marcus Mathos (5:15) • Wade Flores (5:30)
9. Report on Closed Session	Co-chairs	5:58
The Committee briefly report the final outcome of the closed session, including votes taken.
10. Review Membership Applications Received - VOTE	Group	6:00
The Committee will review current Council Membership Application received and vote on asking the applicants in for an interview.
11. Council Member Attendance Report/Letters to Send	Council Support	6:10
Council Support will provide Committee with a three-month report on Council Member attendance. Committee will decide whether to send letters to Council Members not meeting attendance requirements.
12. Council Member Committee Assignments	Group	6:15
Council Support will provide Council Member Committee requests and the group will decide new committee assignments for the coming year.
13. Discuss Interview Guide - VOTE	Group	6:22
The Committee will review the membership interview guide and vote to approve the new guide.
14.Discuss Council Member Job Description and Selection Criteria Policy	Group	***
If time allows , The Committee will begin to discuss a Council Member Job Description and a Membership Selection Criteria Policy to forward a recommendation to Infrastructure & Policy.
15. Membership Application Form – VOTE	Group	***
If time allows ,The Committee will continue reviewing modifications to the Membership Application Form, make additional changes as needed, and VOTE whether to approve a final version.
16.Resignation Policy - VOTE	Council Support/Group	**
If time allows , Council Support will provide a draft of a resignation policy for discussion and Committee will vote whether to approve for inclusion in the Council Policy & Procedure Manual.
17. Report on Current Recruiting Efforts	Council Support	**
If time allows , Council Support will report to the committee current recruitment efforts.
18. Training Strategy Discussion	Council Support/Group	**
If time allows, The Committee will discuss a training strategy for new member orientation and Council member trainings with Council Support.
19. Review Draft Policies & Procedures for Membership Committee	Council Support/Group	**
If time allows, the committee will review the draft policies and procedures for the Membership Committee.
20. Next Meeting Date & Agenda Items	Group	6:25
The committee will vote to change their October meeting date due to the holiday.
Adjournment
*Mission Statement:* To recruit, screen, train and retain Council Members. *Note: Agenda items are subject to change, postponement, or removal. Meeting agendas are considered to be in DRAFT form until reviewed and approved by Committee attendees.* HIV Health Services Planning Council 730 Polk Street San Francisco, CA 94109 ***************************** San Francisco Department of Public Health, AIDS Office 25 Van Ness Avenue, 5th floor, San Francisco, CA 94102 The Mayor's Conference Room is wheelchair accessible. The closest accessible BART Station is Civic Center, three blocks from City Hall. Accessible MUNI lines serving this location are: #47 Van Ness, and the #71 Haight/Noriega and the F Line to Market and Van Ness and the Metro stations at Van Ness and Market and at Civic Center. For more information about MUNI accessible services, call 923-6142. There is accessible parking in the vicinity of City Hall at Civic Center Plaza and adjacent to Davies Hall and the War Memorial Complex. The following services are available when requested by Noon of the Friday before the Council meeting: For American Sign Language interpreters, use of a reader during a meeting, or sound enhancement system, contact Leah Crask at (415) 674-4768. For a large print copy of agenda or minutes in alternative formats, contact Leah Crask at (415) 674-4768. In order to accommodate persons with severe allergies, environmental illness, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical based products. Know Your Rights Under the Sunshine Ordinance Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils and other agencies of the City and County exist to conduct the people's business. The Sunshine Ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. For information on your rights under the Sunshine Ordinance (Chapter 67 of the San Francisco Administrative Code) or to report a violation of the ordinance, contact Donna Hall; by mail to Sunshine Ordinance Task Force, 1 Dr. Carlton B. Goodlett Place, Room 409, by phone at (415) 554-7724, by fax at (415) 554-7854 or by email at Donna.Hall@sfgov.org Citizens may obtain a free copy of the Sunshine Ordinance by contacting Ms. Hall or by printing Chapter 67 of the San Francisco Administrative Code on the Internet, at http://www.sfgov.org/bdsupvrs/sunshine.htm The Planning Council has several standing Committees where Council business and creation of motions for full-Council action occur, and members of the public are urged to attend. Council procedures do not permit: 1) persons in the audience at Council meeting to vocally express support or opposition to statements by Council members or by other persons testifying, outside of public comment; 2) ringing and use of cell phones, pagers, and similar sound-producing electronic devices; 3) signs to be brought into the meeting or displayed in the room; 4) standing in the meeting room. Citizens are encouraged to testify at Committee meetings and to write letters to the co-chairs of a Committee or to Council members, c/o HIV Health Services Planning Council, 730 Polk Street, 3rd Floor, San Francisco, CA 94109. Agendas are available on the Internet at http://www.dph.sf.ca.us/Meetings/meetings.htm. THE AGENDA PACKET IS AVAILABLE FOR REVIEW AT HIV Health Services Planning Council, 730 Polk Street, 3rd Floor, San Francisco, CA 94109 RECEPTION DESK.