Committee Members Present: Brad Hume (co-chair); George Simmons; Anita Booker,
Dorothy Kleffner, Mark Molnar
Committee Members Absent: Mary Lawrence Hicks, Walter Miller
Other Council Members Present: Ken Pearce, Raymond Banks, Randy Allgaier, Charles
Siron
Others Present:
Council Support Present: Wilhelmina Parker, Skot Jonz
1. Introductions
CM Hume called the meeting to order and everyone present introduced themselves.
2. Review/Approve Agenda
Co-Chair Hume indicated that the applicant scheduled to be interviewed tonight
never responded to the interview request nor provided references and therefore
those agenda items (#8 and #9) will be removed as there are no other applicants
scheduled for interview. CM Hume reminded committee members to stay on point
to conserve time as the agenda is full. The agenda was approved by consensus.
3. Review/Approve Minutes
Committee reviewed the minutes from July 7, 2005. CM Kleffner moved to accept
the minutes. CM Booker seconded. Minutes approved by show of hands.
4. Announcements
Council Support Wilhelmina Parker announced a six-month evaluation of Council
Meetings available to all committee members who would like one to review.
She also mentioned the latest Policy & Procedure Manual documents pertinent
to Membership Commiittee are also available for review.
CM Pearce announced that he would like to change his official home committee from Planning Committee back to Membership Committee. He reported on how he inadvertently got placed on Planning Committee.
CM Hume announced his pending resignation from the Council on September 28, 2005. In October, Membership Committee will elect new co-chairs.
5. Public Comment
None.
6. Steering Committee Update
The Co-chairs will present a monthly update of the Steering Committee activities
and discussions.
CM Hume indicated that everything discussed at Steering was reviewed and/or
discussed at the Full Council meeting and advised that anyone can review minutes
online, if necessary.
7. Council Demographics and HRSA Guidelines Update
Review and discuss Council and EMA-wide demographics including the HRSA guidelines.
Council Support Parker reviewed and discussed legislative requirements for
Planning Body Membership (Document on file at Council Support Offices) and
thanked CM Pearce for his assistance in compiling the information. Committee
discussed. It was agreed not to approach HRSA and instead contact the AIDS
Office regarding this matter.
CM Pearce made a motion to present this issue [regarding Council Demographics
and HRSA Guidelines] to the AIDS Office rather than directly contact HRSA.
Motion seconded.
Motion approved by consensus.
Committee discussed the Council Demographics report, pending changes with
Council Members, and new members that may be added. September 1 is the due
date for Council demographics to be submitted to HRSA. Committee discussed
areas that need attention. Council Support discussed the work being done in
recruiting new members in the needed demographics.
CM Pearce brought up the point that the specific demographics, especially regarding
race, is examined more closely to be more reflective of the EMA, and more accurate.
In other words, are people who claim to be Hispanic actually Hispanic (and
if those who are Hispanic but not claiming this as their orientation.) And
the issue of mixed race not capturing those who are Hispanic is another issue
for discussion.
CM Banks discussed his perception that there is a need for more HIV-positive
women on the Council.
CM Pearce countered that Council demographics accurately reflect the demographics
and there are limited seats, and indicated that the Council is not ignoring
women which is evidenced by the 39% of women on the Council with only 7% of
women living with HIV in the SFEMA. Likewise, there are 6% transgender on the
Council with only 1.6% of the population in the SFEMA considered to be transgender
HIV+.
CM Banks stated his objection to the current system of counting women and believes
the numbers are being manipulated. He questioned actual HRSA requirements.
CM Kleffner commented that she would like to see the goal of two unaffiliated
HIV-positive women on the Council.
CM Booker indicated that if there were any such people interested in becoming
a Council Member to bring them in and they would gladly be accepted onto the
Council.
CM Hume discussed the challenge in finding people to fill the role and requirements
of being a Council Member. CM Hume thanked Council Support Wilhelmina Parker
for her efforts in recruiting and suggested that CM Banks, and other Committee
Members, bring in people who might be interested in serving on the Council.
CM Banks referred Council Support Parker to W.O.R.L.D., a women’s organization
to determine any interest.
CM Allgaier added that CM Thomas is on the board of W.O.R.L.D.
ACTION: CM Hume suggested that Council Support review the Council database
to clarify the needed demographics and accuracy in reporting affiliation and
demographics, in addition to making sure that aligned and unaligned is more
clearly defined on the membership application.
8. Membership Interviews/Discussion - VOTE (Closed Session)
•
John Pryor
[During approval of the agenda, this item removed from the agenda due to no
response from candidate.]
9. Report on Closed Session
The Committee briefly report the final outcome of the closed session, including
votes taken.
[Not applicable.]
10. Discussion of Grievance Filed – VOTE (Closed Session)
The Committee will discuss and vote on the appropriate action to be taken regarding
a grievance filed with the Council regarding Council Member.
CM Hume reviewed a grievance against a Council Member. This was noted as a
closed Session and CM Hume indicated that this is confidential and no details
about the discussion should be discussed outside the room. He added that if
anyone is discovered discussing the matter outside the room there will be consequences
affecting their membership on the Council. Everyone initially agreed to this
except CM Banks who expressed hesitancy about keeping it confidential, concern
with the grievance policy, and the way the matter was being handled per the
new Member Discipline and Removal Policy. Other Committee Members expressed
a concern that if CM Banks was unwilling to agree to and adhere to the confidentiality
that he would have to excuse himself from the room. CM Banks stated that he
would not excuse himself and reluctantly agreed to keep the matter confidential.
11. Report on Closed Session
The Committee briefly report the final outcome of the closed session, including
votes taken.
Committee reviewed the complainant’s letter addressed to Jack Newby,
Director of the HIV Health Services Planning Council alleging complaints against
a Council Member. Committee reviewed the Membership Committee co-chairs’ letter
to Council Member requesting a written response to the allegations. Committee
reviewed Council Member’s response to the grievance.
CM Hume reviewed the process involved in this particular dispute and suggested
a follow-up letter to Council Member including a copy of the Member Discipline
and Removal Policy rather than an in-depth investigation.
CM Siron made a motion to dismiss the matter and send a letter to Council Member
reminding him of his responsibilities, including a copy of the Removal for
Cause policy and notification that the matter has been dismissed for lack of
substantial evidence.
CM Allgaier seconded.
VOTE: All voted in favor of the motion. Unanimous.
Committee discussed the matter with regard to responding to the complainant.
Council Support provided an update that the complainant arrived at Council
Support offices and stated that his initial complaint, reiterated several times,
was based on revenge. His motivation for filing the complaint was revenge,
but did not want his grievance retracted.
CM Hume indicated that a response needs to be sent to the complainant indicating
the matter has been dismissed. The letter from Membership Committee co-chairs
will emphasis that grievances are taken seriously, and more concrete evidence
needs to be provided before any action can be taken, citing the fact that others
signing the letter did not provide their last name. Additionally, it will be
added that the time and resources necessary to address these complaints and
grievances precludes the Council to address only the most serious, rather than
spend time on unwarranted allegations.
Committee discussed and all seemed in favor of not pursuing the matter any
further.
CM Siron made a motion to send the complainant a letter including the details
discussed.
CM Kleffner seconded.
All except one were in favor of the motion.
12. Review Membership Applications Received - VOTE
The Committee will review current Council Membership Application received and
vote on asking the applicants in for an interview.
Committee reviewed and discussed pending membership applications. Council Support
reported that each applicant has attended a Council meeting.
Regarding applicant Mahto – Committee voted on whether to invite applicant
for an interview.
All in favor, none against. Consensus of Committee was to invite applicant
for an interview in September.
ACTION: Council Support to arrange for applicant Mahto to be interviewed in
September.
Regarding applicant Sanchez – Committee voted on whether to invite applicant
for an interview.
None in favor, All against. Consensus of Committee was to find out more information
before inviting candidate for an interview.
ACTION: Need to determine whether AIDS Healthcare Foundation receives any Title
I funds; does candidate reside in San Francisco or Oakland? Can members serve
on two separate EMA Planning Councils? What specific seat does candidate [Sanchez]
hold on the Oakland Council? Bring back information to the September Membership
Committee meeting to make a determination regarding an invitation to client
for another time.
Regarding applicant Flores – Committee voted on whether to invite applicant
for an interview.
All in favor except one. Committee agreed to invite applicant for an interview
in September.
ACTION: Council Support to arrange for applicant Flores to be interviewed in
Septmeber.
13. Council Member Attendance Report/Letters to Send
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.
Committee reviewed Council Member attendance. Council Support Wilhelmina Parker
provided information from the Council bylaws regarding meeting attendance requirements.
CM Kleffner suggested that new Council Members attend any committee meeting
in order to meeting requirements if they have not yet chosen a home committee.
Council Support reviewed with Committee the excused absences of those Council
Members who showed inadequate committee attendance.
Committee agreed that all Council Members were within attendance requirements and it was not necessary to send any letters.
14. Discuss Interview Questions and Format
The Committee will discuss membership interview questions and the format of
the membership interviews and make suggestions for changes.
Committee reviewed the standard guideline interview questions and discussed
whether there should be any further questions. Committee discussed whether
there be the same set of questions for each applicant, or if there be some
flexibility in the interview questions. Committee discussed the difference
between identifying as a particular demographic and representing that demographic,
and whether that question should be asked in an interview.
It was agreed that having a standard set of consistent questions for all applicants,
with the flexibility of expanding on each question if necessary.
15. Discuss Council Member Job Description and Selection Criteria Policy
The Committee will begin to discuss a Council Member Job Description and a
Membership Selection Criteria Policy to forward a recommendation to Infrastructure & Policy.
Insufficient time remained for discussion of this agenda item.
16. Membership Application Form – VOTE (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.
Council Support asked Committee if it was acceptable for Council Support to
use the Membership Application as currently drafted with changes requested
by Membership Committee over the past several months in order to proceed with
recruiting efforts using the most current application. CM Hume agreed to this
and to take responsibility for the decision. The agenda item will be placed
on the future agenda for further discussion.
ACTION: Council Support to use most recent draft of Membership Application
for recruiting efforts.
17. Resignation Policy - VOTE (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.
Insufficient time remained for discussion of this agenda item.
18. Next Meeting Date & Agenda Items
The next meeting is scheduled for Monday, September 12, 2005.
For September agenda items:
Two membership applicant interviews- VOTE
Discuss Council Member Job Description and Selection Criteria Policy
Membership Application Form – VOTE
Resignation Policy – VOTE
Review Draft Policy & Procedures for Membership Committee
CM Hume adjourned the meeting at 6:35 pm.
Mission Statement: To recruit, screen, train and retain Council Members.
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