HIV Health Services Planning Council
Policy and Evaluation Committee Draft Minutes
Thursday, February 1st, 2007
San Francisco Department of Public Health
25 Van Ness Avenue, 3rd Floor, Room 330B
4:30 - 6:30 pm
Committee Members Present: Allgaier (Co-Chair), Antonetty, and Pillatzke
Committee Members Absent: Oropeza, Spaeth (Co-Chair), Brown
Other Council Members Present: None
Others Present: None
Council Support Staff: Enrique Asis, Ray West
1. Introductions
The meeting was called to order at 4:50 p.m. by CM Allgaier (Co-Chair) and everyone introduced themselves. There was no quorum.
2. Review/Approve Agenda
The Agenda was reviewed but not approved.
3 . Review/Approve January 4, 2007 minutes
The minutes were reviewed but not approved.
4. Announcements
There were no announcements.
5 . Public Comment
There was no public comment.
6. Steering Committee Update
The Steering Committee Minutes were available for the update.
7. Council Structure and Incorporation of PLWHA Caucus into Council Structure
The Committee received an update on the recent initial discussion gathering regarding the PLWHA Caucus. The outcomes of the discussion include:
- There will be no Chair
- Jack Newby , Director, Planning Council will serve as facilitator of all meetings
- No formal interaction with the Planning Council.
- Meetings will have a loose agenda structure and will be noticed with minutes.
- There is desire to be open to the community with respected council boundaries.
8. Report on Steering Committee Retreat
There were no issues raised at the retreat that the Committee is not already aware of.
9. Review and Discussion on Council Structure
By consensus, CM Allgaier will bring this issue to the Steering Committee.
In establishing the timeline for any restructuring, it will be broken up to ease scheduling agenda restructuring issues.
The re-structuring issues that arise as a result of the following will need to be addressed:
- 3 year plan
- Reauthorization changes
- Evaluation tool for whatever council comes up with to ask council members what they need….what they need as committees….and committee members to function….
The 3 year plan was suggested as the first priority. This information will then be used as a tool to query council members.
It was suggested that the structure evaluation conducted a few years ago be consulted for guidance.
Restructuring will also address communication within the Council, ensuring that Planning Council Members know what is going on within the Council.
10. Review of Memorandum of Understanding (MOU) and Develop Review Process
The committee agreed that three (3) people should be involved with MOU evaluation. These people are:
- Michelle Long, Director, San Francisco HIV Health Services
- Jack Newby , Director, San Francisco HIV Health Services Planning Council
- A Council Co-Chair, San Francisco HIV Health Services Planning Council
Mr. Asis presented the first draft of the “Self Assessment Tool”. This questionnaire-form provides the basic points (following the structure of the MOU) to be so that both the Council and Gran tee can self-evaluate the progress of the partnership and relationship detailed in the MOU. It is included in the form those sections of the MOU that are considered viable for a self-monitoring process. These sections are:
Action Item – CM Allgaier has made the Committee aware of new legislation issue.
- Roles and Responsibilities
- Communications
- Documents Shared and Reports Deliverable
A new issue brought before the Committee referenced the new legislative issue regarding support budgets. New legislation indicates that the Planning Council Budget and San Francisco HIV Health Services Budget combined not exceed 10% of the overall award. This is something that should be addressed early in the process within the MOU.
- Action Item – By consensus, Mr. Allgaier will bring this issue to the Steering Committee.
11. Discussion and Possible Action Regarding Description or Characterization of Public Comment in Planning Council and Committee Minutes
Disclaimer on minutes regarding public comment has been suggested by CM Herman, Council Co-Chair.
The Committee discussed the implications surrounding public comment respectability and a conservative approach to community input.
Action Item - Recommendation to Steering is that things should stay as they are. No one in city has a disclaimer and comment is attributed to individual making comments.
12. Next Meeting Date & Agenda Items
Next Agenda
Homework done for MOU Assessment Tool
Timeline for Process for Council Structure – Agenda #9
Action Item – extend current structure to beyond current date – steering
13. Adjournment
The meeting was adjourned at 5:55 p.m.
Action Items –
A new issue brought before the Committee referenced the new legislative issue regarding support budgets. New legislation indicates that the Planning Council Budget and San Francisco HIV Health Services Budget combined not exceed 10% of the overall award. This is something that should be addressed early in the process within the MOU.
By consensus, CM Allgaier will bring this issue to the Steering Committee.
Council Support Action Items
November 8 th Minutes
January 4 th Minutes
February 1 st Minutes