Committee Members Present: Dorothy Kleffner
(co-chair); Brian DiCrocco
Committee Members Absent: Mark Molnar (co-chair); Raymond Banks; Walter Miller
Others Present: Randy Allgaier; Billy Jean Kanios; Ken Pearce; Danny Garcia
Council Support Present: Enrique Asis; Susan Latham; Joe Lynn
1. Introductions
The meeting was called to order at 4:37 pm.
2. Review/Approve Agenda
There was a discussion about advice received that indicated the interview process was not a personnel matter and therefore should not be held in closed session. Accordingly, the agenda was changed to delete the reference to a closed session. As amended, there was a consensus to approve the agenda.
3. Review/Approve April 10th, 2006 Minutes
There was a consensus to approve the minutes.
4. Announcements
o Review and update of Committee Meeting Schedule
Council Support Staff Susan Latham announced that Council Member Joaquin Sanchez was resigning.
5. Public Comment
There was none.
6. Steering Committee Update
The Co-chairs will present a monthly update of the Steering Committee
activities and discussions.
There was a review of the arguments for and against a change
in the policy of the Consumer Advocate to name the providers
against
whom
complaints
had been lodged.
7. Update on New Member Orientation and Mentor Assignments
Council Support Staff Enrique Asis discussed assigning mentors to the new members. A full orientation for new members would be held June 13 and a pre-orientation before then.
8. Council Demographics Report
Review and discuss both Council and EMA (Eligible Metropolitan
Area)-wide demographics.
Staff is now collecting the demographic data from
Marin and San Mateo counties.
9. Membership Interviews/Discussion – VOTE
Public Comment will be taken before the Committee enters into closed session. Council Support will report on applicant references. The Committee will vote whether to forward applicants’ names to the Full Council for a membership vote.
• Danny Garcia (5:15-5:35)
The interview was held in open session. Ms. Latham reported that Director Jack Newby had not yet heard from the references provided by Mr. Danny Garcia. Mr. Garcia also had not yet attended a full council meeting.
Mr. Garcia addressed the Committee on his application and said that he receives services and is representative of the Native American community. He has been involved in HIV organizations ini different capacities and wants to serve on the Planning Council. He does not believe the work demands are too bad. Mr. Garcia was invited to remain for the discussion of his application but chose to leave.
There was a review of Mr. Garcia’s application process. Some suggested that the interview with the Committee not be scheduled until after the applicant had attended a full council meeting and the references had been checked. Council Co-Chair Randy Allgaier suggested that the Committee co-chairs may want to give the applicant a phone call before the meeting to explain the process to them.
A consensus developed to recommend Mr. Garcia’s application to the Steering Committee in June so that he could attend the May meeting of the Full Council and so that his references could respond. Committee Co-Chair Dorothy Kleffner agreed to extend an invitation to him to the June orientation.
10. Report on Closed Session
The Committee briefly reports the final
outcome of the closed session, including
votes taken.
This item was struck from the agenda.
11. Review Membership Applications Received - VOTE
The Committee will review new Council Membership Applications received and vote whether to schedule for an interview. This includes considering prior interviewees for a second interview.
There was none.
12. Council Member Attendance Report/Letters to Send
o Council Support will update Committee on Attendance Letters sent, and status of Council Members. Committee will review a three-month (February, March, April) report on Council Member attendance. Committee will decide whether to send letters to Council Members not meeting attendance requirements.
There were none.
o Points of Integration attendance report status
Council Co-chair Billy Jean Kanios asked the record to reflect her attendance at these meetings along with the other Planning Council members.o Discussion Regarding Voting Privileges and Membership Status
There was no discussion.
13. Membership Renewals Update
There are no membership renewals this month
14. Leave of Absence Request – VOTE
The Committee will discuss the requests for leave of absence.
There were no requests.
15. Discuss Council Member Committee Assignments
There were no requests. There was a discussion noting that new members who had requested only one committee might receive more favorable treatment than those who followed the instructions and named three committees. Accordingly, it was suggested that future applications for Committee assignment require three possible committees.
16. Discussion of Membership Recruitment Strategies
There was no discussion.
17. Update on Meeting with the Infrastructure and Policy Committee Review of Membership Policies and Procedures
All the draft membership policies had been reviewed by I&P except for recruitment strategy and attendance requirements. The ones that had been reviewed were forwarded to the Steering Committee.
18. Review Draft Policies & Procedures for Membership Committee - VOTE
If
time permits,
the committee
will review
remaining draft
policies and
procedures for
the Membership
Committee.
There
was some
discussion concerning
the attendance
policy with
the following
points raised:
• How many meetings should a member be allowed to miss before losing voting privileges?
• How could voting privileges be restored? Can the failure of a committee to reach quorum be remedied?
• What is the meaning of an Excused absence? Is a hospitalized member who is too sick to call in before the meeting to be treated more severely than a member less ill and able to call in?
• Has a member attended a meeting who arrives late or leaves early?
• What are appropriate health excuses for missing a meeting given HRSA’s mandate that members not be punished for HIV-related illnesses?
• When should letters go out alerting members to a possible problem with their attendance?
The group expressed interest in learning the policies of the HIV Prevention Planning Council. Apparently, they accept no excused absences and allow only four in a 12 month rolling period. The Council would have to ensure that this policy is acceptable under HRSA mandates.
19. Next Meeting Date & Agenda Items
The next Membership Committee meeting will be on Monday, June12th, 2006. The Committee will identify agenda items for next month.
The
meeting adjourned
at 6:34
pm
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