HIV Health Services Planning Council
Membership Committee Minutes
Wednesday, September 20 th, 2006
SFDPH, 25 Van Ness Avenue, Room 330B
4:30-6:30 pm

Committee Members Present : CM Dorothy Kleffner (Co-Chair), CM Catherine Newell, CM Mark Molnar (Co-Chair)

Committee Members Absent : CM Walter Miller, Jr., CM Raymond Banks

Other Council Members Present : None

Others Present : Marcia Herring, SF DPH

Council Support Staff : Susan Latham, Ray West Enrique Asis

1. Introductions
The meeting was called to order at 4:40 p.m. and there was no quorum. Everyone in attendance introduced themselves.

2. Review/Approve Agenda
The agenda was reviewed but not approved.

3. Review/Approve August 22, 2006 Minutes
The minutes were reviewed but not approved.

4. Announcements

• CM DiCrocco resigned September 11, 2006.
  
• Marcia Herring announced that the Ryan White Bill that was in the House committee has passed and will be presented to the Senate. The new bill does not include a hold harmless for the highest EMA’s. If this Bill passes there will be a $10.5 million loss for the San Francisco EMA in the next year. It will start March 1, 2007 and we will need to do reauthorization again. Also, Marin County will be using their $100k portion of unfunds.

5. Public Comment
There was no public comment.

6. Steering Committee Update
There was no quorum for the last Steering Committee.

7. Update on New Member Orientation and Mentor Assignments

All new members have been assigned mentors and when Billie J. Cooper has been voted onto the Council a mentor will be assigned at that time.

8. Council Demographics Report
This report was made available to committee members for their review.

9. Membership Term Renewals
This item was not discussed.

10 . Council Member Attendance Report/Letters to Send

The following members were noted for potential attendance issues.

• Raymond Banks
• Aimee Barnes
• Ayisha Benham
• Tracy Brown (Leave of Absence)
• Darnell Durio
• Walter Miller
• Robert Oropeza
• Kandi Patterson

11. Discussion of Membership Recruitment Strategies
This item was not discussed.

12. Discussion of September Committee Reassignments

The following committee assignments were made after discussion and consideration of Council member’s priority requests:

Community Outreach and Advocacy

• Aimee Barnes
• Billie J. Cooper (after becoming a full Council member)
• Darnell Durio
• Wade Flores
• Walter Miller

Evaluation Infrastructure and Policy

• Ayisha Benham
• Tracy Brown
• Walter Oropeza
• Charles Siron
• Donald Soto
• Sparkie Spaeth

Membership

• Raymond Banks
• Stephen Herman
• Mary Lawrence Hicks
• Dorothy Kleffner
• Mark Molnar
• Kandi Patterson

Planning

• Randy Allgaier
• Margot Antonetty
• Billie-Jean Kanios
• George Simmons
• Ellen Sweetin
• Laura Thomas

Points of Integration

• William Blum
• Ken Pearce
• Susan Philip

The committee made all attempts possible to place members in their first priority. However, this was not possible in all cases due to consumer representation requirements and other decision making factors. It is mandated that at least one consumer be on each Council committee. It also should be noted that not all members selected three committees as requested.

The following Council members did not return their request list:

• Raymond Banks
• Ayisha Benham
• Tracy Brown
• Darnell Durio
• Kandi Patterson

All issues regarding committee placement should be directed to the Membership Committee co-chairs.

13. Review Draft Policies & Procedures for Membership Committee Status

• Recruitment (Review Status)
  This item was not discussed.
• Attendance requirements –

Item 1) The minimum attendance required is four meetings in a three (3) consecutive month period, including full Council and home Committee meetings. If there are fewer than three full Council meetings or home committee meetings scheduled in a three (3) consecutive month period, the minimum expectation for attendance will be reduced by the number of full Council meetings or home committee meetings cancelled. Council members are responsible to inform Council Support whey they are unable to attend their designated committee, or the full Council meeting.

Item 2) This item was unchanged.

Item 3) A Council member will be automatically placed on probation if they have not met minimum attendance requirements during the last three months, and they will be notified of this in writing by Council support. Probation means that:

• the Council member’s voting privileges are suspended,
• the member does not count toward quorum at either full Council or home committee meetings, and
• the member on probation is still entitled to sit at the table and join in discussion.

Item 4) A Council member will be placed on probation by the Membership Committee if the member:

• Has not attended orientation within sixty (60) days of appointment or made arrangements with Council support; or
• Does not respond to written request for information made by the Council staff or Membership Committee within a thirty (30) day period.

Item 5) This item was unchanged.

Item 6) A Council member will be automatically dismissed from the council upon entering their fourthmonth of probation within a twelve (12) month period.

Item 7) Excused absence:

• In consideration of the need for representation of persons with HIV, those individuals shall be exempt from termination for absences due to HIV-related illness, but not exempt from the requirement to communicate. Any absence which is indicated to Council support as due to HIV-related illness will be excused and minimum expectation for attendance will be reduced by that number.
• Leaves of Absence are considered to be excused absences.
• Council members missing a meeting related to Council business or due to advocacy on behalf of the Council are considered to be excused.

Item 8) Each month, Council support staff will assess whether Council members are meeting the minimum attendance requirements, whether any members should be placed on probation or removed from probation, and provide an attendance and probation report to the Membership Committee for the prior three (3) months.

Item 9) This item was unchanged.

PROPOSED MEETING ATTENDACE/TERMINATION BYLAWS CHANGE

There was a review of the old bylaws for Article VI, Section 1 and the presentation of a proposed bylaws change.

The old bylaws read as follows:

Bylaws ARTICLE VI – MEETING ATTENDANCE/TERMINATION

Section 1. The minimum attendance required is five meetings in a quarter, through a combination of home committee and full Council meetings. If there are fewer than three full Council or home committee meetings in a quarter, the minimum expectation for attendance will be reduced by the number of full Council or home committee meetings canceled. Members may be terminated from the Council if they do not meet the minimum attendance. Attendance of members shall be reviewed quarterly by the Membership Committee. Any member not in compliance with the attendance policy shall receive a letter from the Membership Committee informing them of the Committee’s recommendation for dismissal at the next Council meeting, and inviting them to attend. The final decision shall be made by the full Council.

The proposed bylaws change reads as follows:

Bylaws ARTICLE VI – MEETING ATTENDANCE/PROBATION/TERMINATION

Section 1. Membership committee policy shall establish minimum attendance requirements for Council members. Members not meeting minimum attendance requirements can be either placed on probation or terminated form the Council in accordance with rules defined in Membership committee policies that have been duly approved by the full council. Probation is defined as suspension of voting privileges, and the member is not counted toward quorum at either full Council or home committee meetings. When a vote is required for removal of a Council member, the final decision shall be made by the full Council. Policies concerning probation or dismissal must have a process for appeal by the affected council member.

There is agreement with no vote that this should be forwarded to full Council.

14. Review Application(s) Received and Determine Who to Invite for October Committee Interview

There was one new application and three already received. Therefore, there will be four (4) persons invited for interviews in October 2007. As a note, they must all have attended a full Council meeting prior to the interview.

15. Leave of Absence Bylaws Change Discussion
This item was tabled for the next agenda.

16. Next Meeting Date & Agenda Items
The meeting adjourned at 6:30 p.m.

The next Membership Committee will determine the agenda items of the Monday, October 9 th, 2006 meeting. The Committee will identify agenda items for next month.