Council Members Present: Dorothy Kleffner (co-chair); Ken
Pearce; Raymond Banks; Brian DiCrocco
Council Members Absent: Walter Miller, Mark Molnar;
Other Council Members Present: Robert Oropeza; Randy Allgaier; Billie-Jean
Kanios; Charles Siron
Others Present: Norman Tanner (membership candidate)
Council Support Present: Enrique Asis; Skot Jonz
1. Introductions
Co-Chair Kleffner called the meeting to order at 4:35 and those present introduced
themselves.
2. Review/Approve Agenda
Committee reviewed and approved the agenda.
3. Review/Approve February 13th, 2006 Minutes
Committee reviewed and approved the minutes from February 13, 2006.
4. Announcements
CM Kanios announced an upcoming event Screaming Queens, with more information
provided later.
CM Allgaier announced the resignation of CM Booker and suggested an honorary
mention at next Council Meeting.
CM Allgaier announced a collaborative process involving Council Co-Chairs,
HAPN, AIDS Office and others regarding a planning process underway to look
at all of the HIV Services, including prevention services. Recommendations
will come before Full Council before decisions are made. The goal is to prepare
for upcoming changes in the epidemic and funding.
Council Support, Enrique Asis, invited all Council Members to the general orientation
for new Council Members, on Thursday March 23 from 9a.m. to 5 p.m. An announcement
will be distributed by email to all Council Members, as well as agendas for
those who may be interested.
Co-Chair Kleffner requested Council Support to keep this committee updated
on Orientations.
CM Kleffner announced the POI (Points of Integration) Committee has elected
a new co-chair, CM Blum.
ACTION: Council Support to include attendance data from POI Committee on all
future Attendance Reports.
5. Public Comment
There were no public comments.
6. Steering Committee Update
Committee discussed the activities of the Steering Committee.
7. Council Demographics Report
Committee reviewed and discussed Council and EMA (Eligible Metropolitan
Area)-wide demographics.
Committee pointed out the need for more non-aligned consumer females.
Committee discussed the need to post flyers and do more recruitment.
Council Support indicated that CM Anderson has requested a leave of absence but since it is not noticed on the agenda it will be discussed next month.
8. Membership Interviews/Discussion – VOTE (Closed Session)
No public comment on interview.
Committee entered into closed session.
Committee discussed applicant references.
CM Allgaier noted that candidate being interviewed was previously a Council Member.
Committee discussed the Interview Questionnaire and the need to keep to specific determined questions.
Committee interviewed candidate Tanner.
Committee discussed interview.
Committee voted whether to forward applicant’s name to the Full Council for a membership vote.
9. Report on Closed Session
Committee reported on the outcome of the closed session interview of applicant
Norman Tanner.
Votes: unanimous in favor.
ACTION: Applicant Tanner’s name will be forwarded to Full Council for a Membership Vote.
10. Review Membership Applications Received - VOTE
Committee reviewed new Council Member Applications and voted whether to schedule
for an interview.
Regarding Applicant Newell-Jackson, Committee voted unanimously in favor to
schedule for an interview.
ACTION: Council Support to schedule Applicant Newell-Jackson for an interview at the April Membership Committee meeting and check references – especially the nature of AIDS Community Resource Consortium in San Mateo.
Regarding Applicant Herman, Committee noted that 2 pages of application are missing.
Committee voted unanimously in favor of inviting applicant for an interview.
ACTION: Council Support to obtain missing pages of application for Applicant
Herman and return to Membership Committee in April meeting for review prior
to interview. Schedule Mr. Herman for interview in April.
11. Council Member Attendance Report/Letters to Send
Council Support will update Committee on Attendance Letters sent, and status
of Council Members. Committee will review a three-month (December, January,
February) report on Council Member attendance. Committee will decide whether
to send letters to Council Members not meeting attendance requirements.
This item tabled until Meeting Attendance Requirements policy is completed.
ACTION: Council Support to confirm status of CM Patterson mail and phone contact. Put on April agenda regarding voting privileges and membership status of CM Patterson.
All other membership attendance issues put on hold until by-laws matter cleared up.
12. Membership Renewals
There are no renewals this month.
13. Review Committee Assignments - VOTE
• Confirmation of PwP (Prevention with Positives) Committee Members Blum, Kanios and Pearce
Committee discussed confirmation of PwP (Prevention with Positives) Committee members Blum, Kanios and Pearce. This is their new home committee and they will no longer be responsible for attending their previous home committee, although they are free to attend said committee.
Committee voted to approve confirmation of Council Members Pearce, Blum and Kanios to move to new home committee of PwP. Unanimous in favor.
ACTION: Council Support to remove Pearce, Kanios and Blum from current home committee documents, sign-in sheets, roster, data base, etc. and add to PwP Committee so they will not adversely affect quorum with their prior home committee.
Committee reviewed committees not meeting quorum and discussed possible reassignments.
Committee discussed new members and their status of choosing a committee.
Committee discussed new Council Member Committee elections.
14. Discussion of Membership Recruitment Strategies and Exit Interviews
Committee agreed to stay 15 minutes longer to complete business.
Committee discussed the request from Evaluation Committee for Membership
Committee to determine whether there is an Exit Interview.
Evaluation Committee will develop a policy for an Exit Interview and return
to Membership Committee for review.
Committee discussed the practical nature of obtaining exit interviews from
departing Council Members who are not particularly communicative.
15. Review the January 27th Annual Retreat Discussion of the Work Plan for
the Membership Committee - VOTE
Committee reviewed the revisions to the Work Plan for the Membership Committee.
Committee voted whether to approve the revisions: Unanimous in favor.
16. Review Draft Policies & Procedures for Membership Committee – VOTE
If time permits, the committee will review the draft policies and procedures
for the Membership Committee:
• Meeting Attendance Policy
• Applying for Council Membership
• Nominations and Interview
• Appointment Process
• Term Length Policy
• Committee Assignments
• Council Member Reimbursement Policy
• Recruitment
• Leave of Absence
Council Support reported on the recommendation from
I&P Committee to Membership
Committee that I&P Committee is willing to take on completion of the remaining
Membership Policies.
Committee discussed this recommendation.
Committee discussed having Membership Committee members attending that I&P
meeting for input purposes.
CM Allgaier made a motion to forward Membership Committee policies to I&P for revision, with the invitation of all Membership Committee members. Unanimous in favor.
ACTION: Council Support to forward Membership policies and procedures to I&P Committee for review and revision, and invite all Membership Committee members to attend this meeting.
17. Membership Application Form Review
This item tabled.
18. Next Meeting Date & Agenda Items
Committee identified agenda items for the next Membership Committee meeting
on Monday, April 10th, 2006.
• Membership Application Review
• Leave of Absence Request for CM Anderson to April Membership Committee agenda.
• Add two new applicant interviews (later on the agenda rather than earlier)
• By-Laws modification regarding Attendance Requirements and Resignation policies
• Review Draft Polices and Procedures for Membership Committee
• Review the January 27th Annual Retreat Discussion of the Work Plan for the Membership Committee
• Recruitment Strategies
Co-Chair adjourned the meeting at 6:45 p.m.
Mission Statement: To recruit, screen, train and retain Council Members.
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