Committee Members Present: Charlene Pugh, Charles Siron, Elyse Graham
Council Staff: Leah Crask, Deborah Kingori
Others: Brad Hume, Mike Smith (AEF)
1. Introductions
2. Review/Approve Agenda
Item 10 (Next Council Meeting Preparations) was removed from the agenda because
the AIDS Office is going to do it at every Council meeting. Once amended,
the agenda was approved.
3. Review/Approve Minutes
The February 4, 2004 Minutes were approved.
4. Announcements
•
The by-law review will be presented at the next Council meeting.
•
Next month’s meeting will be on Tuesday April 13, from 5:30-7:00 P.M.,
following a Planning Committee meeting.
•
CM Siron announced the March 8 ADAP Rally to Sacramento. Buses will be leaving
from the San Francisco AIDS Foundation at 7:30 A.M. (995 Market Street at the
corner of 6th and Market). Further information will be posted on the Yahoo
e-group message board.
5. Public Comment
There was no public comment.
6. Review Un-Obligated Funds Policy-VOTE
The Committee reviewed the Un-obligated Funds Policy. The first topic addressed
in the definition of un-funds is that the monies are only good for one-time
projects. It does not state when a solicitation goes out for a project. Should
the AIDS office annually ask for a list of projects that could be used for
one-time projects? CM Hume recommends that this topic needs to be included
in the Grantee Assessment and the MOU.
Mike Smith explained that in winter and spring, the Council sets priorities for roll over funds in terms of one-time allocations for particular categories. This is where the ADAP money was pulled last year. The rollover money is spent on the disgression of the Planning Council before the one-time proposals go out. The proposals that go out are contractor’s thoughts on how they might use extra funds at the December time. Those funds never get into contract; whereas, the rollover funds are decided upon by Infrastructure and Policy. Changes were made to page three – I and E was changed to Infrastructure and Policy. The Planning Council recommends that the AIDS Office send an annual solicitation for one-time funds.
According to CM Pugh, the Planning Council recommends that the AIDS Office send an annual solicitation for one-time funds. A recommendation to the AIDS Office in order to streamline the process and have the least complications, they want to make an award to one contractor who will subcontract it. CM Pugh is against subcontracting. She feels that some providers would monopolize the funds and others would not have access. The Committee discussed page two- program infrastructure. Clarification is needed from the AIDS Office regarding the distribution of un-obligated funds to contractors. This issue cannot be brought to Council for a vote.
The winter and spring section of the document is about rollover. The fall un-funds should be un-obligated funds. The spring process was from the Planning Council and the fall was entirely from the contractor proposals. Rollover un-funds should be changed to rollover funds.
On page two, COBD should be changed to CODB.
Council Support will edit the document. Infrastructure and Policy will check with Michelle Long Dixon and change the wording. There was not a vote. Clarification is needed from the AIDS Office before a vote can be done. It will be on the next Infrastructure and Policy agenda.
7. Development of Committee Policies and Procedures
The Committee continued to develop a Policies and Procedures document for the
Infrastructure and Policy Committee. This document should contain:
•
A description of what the committee does
•
Mission statement
•
Ground rules
•
Attendance requirement
•
Change terms
•
Maximum number of committee members (eight)
•
Public comment needs to be structured.
•
Master calendar
Policies of the Council are done annual or as needed, CM Siron and CM Pugh
are working on a draft. The Policies and Procedures document can contain a
statement that the contents will be reviewed annually or as needed.
Tracy Packer is Council Support for Prevention. CM Hume has her membership
book and will look to see if it contains similar policies and procedures document.
8. Review Draft Co-chair Job Descriptions -VOTE
The Committee discussed the draft Planning Council Co-Chair job description,
including the position, qualifications, facilitation skills, professional
responsibilities, Planning Council and Committee meetings, and administrative
duties. Both editorial and content changes were made to the entire document.
The document will be reviewed at the next meeting.
9. Possible Change to the MOU - VOTE
Shanti’s Council Support requested a change in the Conflict Resolution
Procedure model of the MOU. The Committee briefly discussed the possible change
and voted in favor of the MOU change and that this change be forwarded to the
Council.
10. Next Meeting Date & Agenda Items
•
Update on the Council Support Retreat
•
Policies & Procedures
•
Co-Chair Job Descriptions
•
Un-Obligated Funds Policy
•
Bylaw Review
The meeting adjourned at 7:15 P.M.
Meeting minutes are considered to be in DRAFT form until reviewed and approved
by Council attendees.
Home |
Community Outreach & Advocacy
Committee
| Policy & Evaluation Committee | Evaluation
Committee
Membership
Committee | Planning
Committee | Steering
Committee