Committee Members Present: Ken Pearce, Brian DiCrocco, Walter Miller
Committee Members Absent: Mark Molnar (excused), Dorothy Kleffner
Other Council Members Present: None
Others Present: None
Council Support Present: Wilhelmina Parker, Skot Jonz
1. Introductions
Without a current co-chair present, CM Pearce called the meeting to order.
Those present introduced themselves.
2. Review/Approve Agenda
The Committee reviewed the agenda. Council Support provided an email from Marshia
Herring regarding a discussion regarding how to solicit Council Member input
regarding new applicants. No other suggestions. Without objection, the agenda
as modified was approved.
3. Review/Approve Minutes September 12, 2005
The Committee reviewed the minutes from September 12, 2005. Since nobody was
present at the September 12 meeting, the approval of the minutes was postponed
until the next Membership Committee meeting.
4. Announcements
Acknowledge and welcome new Committee members: Ken Pearce, Walter Miller, Brian
DiCrocco
Committee welcomed themselves to the meeting.
5. Public Comment
No public comments.
6. Open Committee Co-chair Nominations – VOTE
CM Pearce opened up the meeting to Co-chair nominations.
CM Pearce nominated CM Molnar.
CM Pearce nominated CM Kleffner.
CM DiCrocco moved to close nominations.
All in favor of closing nominations.
Committee voted for CM Molnar and CM Kleffner as co-chairs. All in favor.
ACTION: Notify new co-chairs of Membership Committee Kleffner and Molnar regarding the position. Add to email addresses and Steering Committee lists, and other tasks as necessary.
7. Leave of Absence Requests – VOTE
The Committee will consider the requests of Council Members Anita Booker and
Charles Siron for a temporary leave of absence from Council duties. Committee
will vote whether to approve the requests.
Committee discussed the leave of absence requests from CM Booker and CM Siron.
Without objection, the leave of absence requests were approved for three months.
ACTION: Notify CM Siron and CM Booker regarding the approval of their leave of absence.
8. Council Member Renewals – VOTE
Committee discussed the Membership Renewal Applications for CMs Soto, Byers, Flood, Miller, and Pearce.
CM Miller moved to approve all renewal applications.
Motion seconded.
All in favor of accepting renewal applications.
ACTION: Council Support to process Council Member renewals for Soto, Byers,
Flood, Miller and Pearce.
9. Steering Committee Update
Committee reviewed the minutes from Steering Committee meeting.
ACTION: Committee specifically requested to be notified by Steering Committee regarding any actions or items that need the attention of Membership Committee.
10. Council Demographics Report
Council Support reviewed with Committee the latest demographics report. Committee discussed.
CM Pearce asked for staff to be attentive to recruitment in Latino and African American groups, and also non-aligned consumers, and older age groups.
Committee discussed the complications with Council Members choosing Mixed/Other race categories, which may skew the numbers for Latinos.
ACTION: Wilhelmina Parker to determine HRSA requirements regarding Multi-Ethnic and discuss at November Membership Committee meeting.
Committee discussed the issue with regard to non-aligned consumers, that is included as a later item on the agenda. CM DiCrocco brought up the issue with regard to a number of Council Members who consider themselves non-aligned but received ADAP funds for medication co-pays. Committee discussed that this definition is somewhat nebulous.
Council Support reviewed with Committee the HRSA definition of non-aligned and unaffiliated consumer. Committee agreed that it was important to get representation from this group, but it is not necessary to have such a narrow definition to avoid a shortage of non-aligned consumer. Committee discussed that this can be confusing, depending on whether recipients of ADAP are considered consumers.
ACTION: Membership Committee requested that Council Support Wilhelmina Parker identify HRSA requirements regarding non-aligned or unaffiliated consumers. Add an item regarding continued discussion of “non-aligned consumer” to November Membership Committee agenda.
11. Review Membership Applications Received - VOTE
Council Support reviewed with Committee the demographics and representation of six new applicants. Committee agreed that they would be looking for 50+, non-aligned, African-Americans, and Latinos.
Regarding application of Susan Philip. Committee discussed that this applicant meets many needed criteria. Committee agreed to schedule Susan Philip for interview.
Regarding application of Joseph Graham. Committee discussed that this applicant meets many needed criteria. Committee agreed to schedule Joseph Graham for interview.
Regarding application of Joaquin Sanchez. Committee discussed that this applicant
meets many needed criteria. Committee agreed to schedule Joaquin Sanchez for
interview.
ACTION: Council Support to determine exact consumer status for this applicant.
Regarding application of Micke Ulate. Committee discussed that this applicant should be considered. Committee agreed to schedule Micke Ulate for interview (after confirming references).
Regarding application of Aimee Zenzele Barnes. Committee discussed that this applicant offers many things the Council is seeking. Committee agreed to schedule Aimee Barnes for interview.
Regarding application of Heriberto Quesada. Committee discussed that this applicant has some language issues and that it would be necessary to provide a translator at all meetings. Committee agreed to schedule Heriberto Quesada for interview.
ACTION: Council Support to schedule Membership Applicant interviews for the pending applicants– three per month.
ACTION: Council Support to notify Steering Committee to place on Full Council agenda regarding new applicants to be scheduled for interviews at a Membership Committee. This is to encourage Council Member participation and input. (This to be done on a regular basis).
12. Council Member Attendance Report/Letters to Send
ACTION: Membership Committee would like to have the Member Home Committee highlighted on the Attendance Report, to identify whether Council Members are attending their home committee and the Full Council Meeting.
ACTION: Committee requested for Council Support to confirm sending attendance requirement letters to: CM Pickens, CM Pugh, and monitor CM Smelcer and CM Anderson, and report to Committee next month.
13. 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.
Committee reviewed a DRAFT Council Member Job Description and requested for Council Support to obtain sample job descriptions from other EMAs in California and bring the draft policy back to committee meeting in November.
ACTION: Membership Committee agreed that the Council Member job description be included and incorporated into the Membership Application Form.
• Council Member Banks requests a discussion on the definition of "non-aligned consumer."
• Council Member Siron requests a discussion on the length of time required for new Council Members to choose a home committee
Committee previously discussed the item with regard to non-aligned consumers earlier in the agenda.
Committee discussed the issue with regard to Council Members choosing a Committee within a set amount of time. Committee reviewed the Draft Committee Assignments Policy which addresses this matter which is taken from the by-laws. It was agreed that this draft policy addresses CM Siron’s concerns.
ACTION: Regarding this matter Council Support to send CM Banks a letter advising him that he needs to choose a home committee officially or he will be assigned to a committee with the most need, in this case it will be Planning Committee by December 1.
14. Membership Application Form – VOTE
The Committee will continue reviewing modifications to the Membership Application
Form, make additional changes as needed, and VOTE whether to approve a final
version.
Committee reviewed the draft Membership Application.
ACTION: Define clearly the difference between Consumer and Provider with an
asterisk.
ACTION: Council Support to incorporate Council Member Job Description into
application
ACTION: clarify bullet #3 on the cover page.
ACTION: Consumer Status items – (add examples to clarify application).
Move unsure if CARE-funded or not, to the top of the list.
ACTION: Council Support to change “Age” to “Date of Birth” and
solicit this information from Council Members.
ACTION: Change “age at diagnosis” to “year of diagnosis”
ACTION: Regarding “Race/Ethnicity” Committee requested for Council
Support to identify how HRSA uses the category of Mixed/Other.
ACTION: Council Support to ensure that the Cover Page of the Membership Application is separate from the application and is something that applicants can retain, and add additional space for the questions at the end.
ACTION: Committee agreed that Council Support can incorporate these requested changes, and use the modified application for recruitment purposes.
15. Review Draft Policies & Procedures for Membership Committee – VOTE
Committee reviewed the draft Resignation Policy. There were the following recommendations:
Add to bullet #1 something with regard to “after receipt of the appropriate
warning letters mentioned in Attendance Requirement Policy”.
Change Bullet #2: add “if no written resignation is received acknowledging
letter”.
With those changes, CM Pearce moved to accept resignation policy. All in favor.
ACTION: Council Support to send copies of draft policies to review for next meeting to Co-Chairs Kleffner and Molnar.
16. Next Meeting Date & Agenda Items
The next Membership Committee meeting will be on Monday, November 14, 2005.
The Committee will identify agenda items for next month.
CM Pearce adjourned the meeting at 6:40 pm.
Potential Agenda Items include:
Interviews – mentioned at Council Meeting – schedule for November
meeting.
Discussion of how to distribute Membership Applications to Committee Members
prior to meeting.
Mission Statement: To recruit, screen, train and retain Council Members.
Meeting minutes are considered to be in DRAFT form until
reviewed and approved by Council attendees.
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