Committee Members Present: Ayisha Benham (co-chair); Charles Siron;
Committee Members Absent: William Blum, Devin Anderson, Charlene Pugh, George
Simmons
Other Council Members Present: Randy Allgaier, Brian DiCrocco, Raymond Banks;
Others Present: Francine Austin (HHS)
Council Support Present: Skot Jonz
1. Introductions
CM Benham called the meeting to order and those present introduced themselves.
2. Review/Approve Agenda
Without quorum, the agenda was not approved.
3. Review/Approve Minutes
May 5, 2005, Minutes
Without quorum, the minutes were not approved. Francine Austin submitted written
changes from the AIDS Office to Council Support which will be incorporated
into the minutes and approved at the next meeting.
4. Announcements
There were no announcements.
5. Public Comment
There were no public comments.
6. Steering Committee Update
The Co-chairs will present a monthly update of the Steering Committee activities
and discussions.
This item was not addressed.
7. Review Council Policy & Procedures Documents (Cont.)
The Committee will continue reviewing draft documents and consider suggestions
from other committees for changes to Policies and Procedures Table of Contents.
CM Benham reviewed the reasons for developing a policy for Establishment of
Ad Hoc Work Groups. Committee discussed. It was discussed that the Council
should decide what a quorum is for these ad hoc groups, and there should be
a minimum of three Planning Council members participating in the group. This
minimum of three Council Members needs to be spelled out in the policy. Committee
considered for voting and quorum purposes, how many of those three Council
Members must be present? It was agreed that at least two must be present. Committee
wants to ensure that the process is fair and equitable. At least one co-chair
of each ad hoc committee must be a Council Member. For quorum purposes, 51%
of the overall group, of which 51% of the Council Members on that ad hoc Committee
must also be present. Regarding voting:
Committee discussed it should mirror the Council process. Having a two-thirds
majority of ad hoc committee members present to be allowed to vote.
Depending on the issue, the interest and participation can vary. There needs
to be a clearly-delineated policy for membership of the ad hoc committee at
the first meeting, so that more flexibility is allowed. The decision needs
to be made quickly after formation of the group, and the agreement from the
overseeing standing committee regarding voting.
Regarding Election of Council Co-Chairs Policy:
Committee discussed that Item 2, the job description, is already completed.
It was agreed that Item 1 and 2 should be merged into one item. Committee
asked Council Support to cross-reference the dates mentioned in Items 3,
4, 5 and 6 to determine if they are consistent with By-Laws.
Regarding the Policy and Procedure Table of Contents. Council Support reviewed with Committee the specific changes made to the Table of Contents.
Committee agreed to refer to Establishment “and Development and Operation” of Work Groups to be included.
Committee agreed to leave Establishment of Work Groups in I&P and also
in the separate section 16.
Committee agreed to take approval of the changes to the TABLE OF CONTENTS
to Steering this month.
CM Benham requested of Council Support….If nobody RSVP’s to attend the meeting for I&P…then contact the co-chairs to call the other members regarding attendance.
Committee reviewed Policy and Procedure Manual Update and Review Policy. Committee agreed to send comments to Council Support. Committee made suggestions for title.
8. Discuss Draft MOU with Grantee (Cont.)
The Committee will discuss the draft Memorandum of Understanding (MOU) with
the Grantee including the recommendation from Evaluation Committee regarding
the Grantee Assessment Action Plan and Timeline.
Committee reviewed the MOU and the Action Plan and discussed that revisions
were being made and would be incorporated in the future. Committee asked if
staff could incorporate changes from committees and circulate to all members
of I&P. CM Allgaier mentioned that he would forward a copy of his changes
to Council Support.
Committee discussed the attachments to the MOU regarding Conflict Resolution.
Committee discussed reasons for conflicts between the AIDS Office and the Planning
Council and some of the history regarding the conflicts. It was agreed to have
this agreement, and a written means for resolving conflict in order to address
some of these issues.
CM Banks read to the Committee information from the bylaws regarding conflict
resolution, and asked about the difference between the informal process permitted
by the bylaws and the more formal process of the MOU.
Committee discussed the importance of having the opportunity to vent and express
their opinion, but also having a formal process for resolving conflict. Committee
discussed several specific examples regarding conflicts between the Planning
Council and the AIDS Office. They want to be clear between a grievance and
expressing frustration.
Francine suggested speaking to the person with whom they have a problem rather
than going on public record with a complaint.
CM Banks expressed a concern that politics will derail the process and get
in the way of providing the services, and it will be the consumers who suffer.
CM Siron suggested that there are few if any Council Members who would let
this happen. CM Allgaier agreed.
Committee discussed the importance of having an MOU and that it is agreed to and signed by the AIDS Office and the Planning Council.
Committee discussed there is a section of the MOU that deals with conflicts between the Planning Council and AIDS Office. The Model for Resolving Conflict and the associated chart item should be included in the Table of Contents and the Policy and Procedure Manual for I&P Committee as a specific item.
9. Next meeting date & agenda items
Next meeting will be July 6th.
CM Banks discussed concerns with the Bylaws, specifically regarding the Membership
Committee and the demographics of the Council reflecting demographics of the
community. Committee discussed whether this should be put on the agenda. CM
Banks discussed that there should be more women on the Council. Committee agreed.
There was no further discussion about adding this to the agenda. Items for
the next agenda include:
Discuss issue regarding the specific function of Steering Committee.
Review May 5, 2005 Minutes, and June 1, 2005 Minutes
Review revised Policy and Procedure documents
Mission Statement: To ensure that Council activities, policies and procedures support Council priorities and responsibilities, and monitor and enhance the relationship between the Council and the grantee.
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