Committee Members Present: Dorothy Kleffner (co-chair); Mark Molnar (co-chair);
Brian DiCrocco; Walter Miller
Committee Members Absent: Raymond Banks
Others Present: Charles Siron, Ken Pearce
Council Support Present: Enrique Asis; Susan Latham; Joe Lynn
1. Introductions
The meeting was called to order at 4:45 pm, and everyone introduced themselves.
2. Review/Approve Agenda
The agenda was approved by consensus.
3. Review/Approve May 8th, 2006 Minutes
Council Support Staff Susan Latham noted that the minutes of the April 10 meeting had not been approved since there had been no quorum on May 8. The approval of those minutes would be placed on the next agenda.
Motion (Pearce/Kleffner) to approve the minutes of the May 8, 2006, gathering for which no quorum was reached passed unanimously.
4. Announcements
o Review and update of Committee Meeting Schedule
Ms. Latham announced an upcoming community forum for folks 50 or over.
Co-Chair Mark Molnar announced that he would resign from this committee in September because of the perceived conflict between his role as a Shanti employee and the new rules on open session. There was a consensus that the Co-Chairs would ask Director Jack Newby about getting written advice from the City Attorney on the rules regarding open and closed sessions.
It was announced that Norman Tanner had resigned.
5. Public Comment
There was no public comment.
6. Steering Committee Update
The Co-chairs will present a monthly update of the Steering Committee activities and discussions.
Although there was nothing new to report, there was progress being made on the policy manual.
7. Update on New Member Orientation and Mentor Assignments
Council Support Staff Enrique Asis said that he was prepared for the next day’s orientation. He also provided a short review of the mentoring policy and told the group that Cathy Newell had no mentor yet.
8. Council Demographics Report
Review and discuss both Council and EMA (Eligible Metropolitan Area)-wide demographics.
Ms. Latham reported on problems with collecting the data, primarily due to the use of different age groups between the counties. Another problem arose from the differences in reporting those with HIV and those with AIDS. It was suggested that we could extrapolate the data of one set to the other by applying standard percentages of those with HIV who have AIDS.
Some noted that increases in the Latino and 25-49 age group representations might be in order. Others noted that there was no mandate for age group representations.
9. Review Membership Applications Received
• 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.
• Direction to Council Support on scheduling interviews prior to the Prioritization and Allocation process, to resume in September 2006
The Committee then discussed the application of Mr. Danny Garcia who was not present. Mr. Garcia had suggested that he would prefer to put off becoming a member until after the August Council meetings. He was interested, had attended the last Council meeting and would attend the orientation scheduled for the next day.
Motion (Pearce/Miller) to recommend Mr. Garcia to the Steering Council for full Council action at its September meeting failed (3/2 and one abstention).
There was a discussion concerning the affect of the abstention as opposed to a recusal.
A motion was then made by Council Member Charles Siron to review Mr. Garcia’s application as per his request in September. The motion was seconded by Mr. Molnar. After consensus was reached to take up Mr. Garcia’s application in August, Mssrs. Siron and Molnar withdrew their motion.
Before taking up the next three applications there was a discussion about the timing of the new memberships. Since the demographic targets had been reached, there was no pressing need to add new members before the August prioritization meetings. Any interviews could take place in July or August.
The three applications reviewed were from:
1. Veronica Pillatzke. Co-Chair Dorothy Kleffne gave her a recommendation. However, her application was illegible. Therefore, she will be asked to resubmit her application with a more legible font. Motion (Molnar/Di Crocco) to table her application passed unanimously.
2. Billie J. Cooper. Mr. Siron knew her and said she was smart and motivated. He said she would attend meetings. Some questioned whether her admission would oversample the transgender community. Others said this was not a problem and that we were mandated to focus on communities with rising infections. The applicant qualified for this since she was a transgender, African-American woman whose communities had rising infections. There was a consensus that staff should should schedule an interview once she attends a full Council meeting.
3. Naina Khanna. Mr.Molnar said that she was applying not as a service provider although she did work in the development department of Shanti. She was highly intelligent and highly motivated. Motion (Pearce/Kleffner) to schedule an interview with her after finding out if she has attended a full council meeting in the last three months passed unanimously with CM Molnar abstaining.
Council support staff will schedule interviews appropriately and check references by the time of the interview.
10. 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 (March, April, May) report on Council Member attendance. Committee will decide whether to send letters to Council Members not meeting attendance requirements.
o Discussion Regarding Voting Privileges and Membership Status
This item was not discussed.
11. Discuss and Approve Council Member Committee Assignments
• Pending members possible assignments
• Committee Assignment Form (to be created as per the I&P committee in May meeting)
This item was not discussed.
12. Discussion of Membership Recruitment Strategies
This item was not discussed.
13.
Review Draft Policies & Procedures for Membership
Committee - VOTE
Council Support/Group
• Meeting Attendance Requirements
Ms. Kleffner and Mr. Pearce had worked on distilling the various policy options to consider. They provided the Committee with a handout. Their goal was to develop rules that could apply automatically and simply, easy to administer. They wanted council support staff to handle this with appeals available to the Committee.
The various policies in the handout were discussed. There was some discussion on whether the excusal of absences due to HIV related illnesses should be the only exception. Others might be considered such as the need to miss a meeting to advocate on behalf of the Council. Some worried that opening the illness exception to others would cause more problems. There was some thought given to exempting the State representative from the requirements.
There was a consensus to remove the “Fallback Rule,” There was also a consensus to remove a member automatically when he or she had been on probation for four of the last 12 months.
There was a consensus to take up this discussion at the next meeting before discussing sending out any letters.
Four or five months of probation in a year bounces you off automatically. Consensus on four months
• Recruitment
• Policy Regarding Use of an Alternative
If time permits, the committee will review remaining draft policies and procedures for the Membership Committee.
This item was not discussed.
14. Leave of Absence Bylaws Change Discussion
This item was not discussed.
15. Next Meeting Date & Agenda Items
The next Membership Committee meeting will be on Wednesday, July 19th, 2006. The Committee will identify agenda items for next month.
Ms. Kleffner said she would be absent at the next meeting.
The Committee adjourned at 6:42.
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