HIV Health Services Planning Council
Membership Committee Minutes
Monday, October 9th, 2006
Shanti, 730 Polk Street, 3 rd Floor, San Francisco
4:30-6:30 pm

Committee Members Present: CM Miller, CM Kleffner (co-chair), CM Molnar (co-chair), CM Banks, CM Newell

Committee Members Absent: CM Banks, CM Patterson

Other Council Members Present: CM Pearce

Others Present: George Stevens

Council Support Staff : Jack Newby, Susan Latham, Enrique Asis, Ray West

1. Introductions

The meeting was called to order at 3:40 p.m. and everyone present introduced themselves

2. Review/Approve Agenda

The agenda was reviewed and approved by consensus.

3. Review/Approve August 22nd, 2006 and September 20th, 2006 Minutes

The minutes were reviewed and approved by consensus.

4. Announcements

There were no announcements.

5. Public Comment

There was no public comment.

6. Council Demographics Report

The Council Demographics Report was reviewed and populations needing better representation were identified.

These areas of focus include the Latino, Native American and youth populations. Specifically, 3 Latinos, 1 Native American and 1 youth is the goal.

Action item – Disclosure of specific outreach populations needing stronger representation should be identified on the CARE Council website. In addition, a Medicaid letter should be drafted and brought to Steering to pursue replacement of the Medicaid representative.

Also discussed was the potential impact of the new attendance policy on the Council Demographics.

Action item – The policy effective date is to be determined at the next Council meeting.

7. Membership Interviews/Discussion – (Closed Session)

The Committee interviewed candidate George Stevens in closed session.

8. Report on Closed Session

Mr. Stevens has not attended a full council meeting to date, and is to attend the October full council meeting. The Membership Committee will vote on his membership application after meeting this requirement if interest still exists.

9 . Council Member Attendance Report/Letters to Send

Council Support to send attendance letters after the new attendance policy goes into effect.

10. Discuss and Approve Council Member Committee Assignments

Committee assignments for the upcoming year were reviewed and discussed.

11. Discussion of Membership Recruitment and Retention Strategies

This item was not discussed.

12.Review Draft Policies & Procedures for Membership Committee 

13. Leave of Absence Bylaws Change Discussion

CM Kleffner presented a proposed Leave of Absence Bylaws change and this was approved by consensus for forwarding to the Steering Committee.

The proposed Bylaw change to be presented is as follows:

Section 1. A leave of absence is requested by written notice to the Council support staff or Membership Committee. A leave of absence may not exceed two (2) months. Persons not returning within thirty (30) days after the end of the two (2) month period will be presumed to have resigned. The number of members required to establish a quorum shall be adjusted to exclude members on authorized leaves of absence. A maximum of two (2) Leaves of Absence may be granted within one year per Council Member.

14. Next Meeting Date & Agenda Items

The following is to be discussed at the next meeting:

The meeting was adjourned at 6:30 p.m.