Committee Members Present: Susan, Shea, Anita Booker, Randy
Allgaier, Charlene Pugh, Brad Hume, Lara Sallee, Darnell Durio
Committee Members Absent: Valerie Flood, William Blum, Jorge
Rodriguez, Mjay Sanders, Charles Siron, Catherine Geanuracos
Council Members Present: Mary Lawrence Hicks, Joe McMurray
Others Present: Laura Thomas (HIV Health Services), Leah Crask
(Council Adm. Asst.), Joe Fera (Director of Community Support), Hywel Sims (Shanti)
1. Introductions
The Council Co-chairs they are going to be switching facilitators for each meeting
during Steering and Council Meeting.
2. Review/Approve Agenda
A report from Planning Committee was added under item 8, Committee Responsibilities/Calendar
Creation. With this amendment, the agenda was approved.
3. Review/Approve Minutes
The minutes from September 15, 2003
were approved.
4. Announcements
Joe Fera announced please turn any evaluations into the Evaluation Committee
or Council Support if you have not done so already.
Council member (CM) Hume announced he would be on vacation from October 29 until November 14, 2003.
CM Sallee announced she would be on vacation and not able to attend the next Council Meeting on October 27, 2003.
CM Booker announced she would be on vacation from November 6-12, 2003.
5. Public Comment
There was no public comment.
6. Next Council Meeting Agenda
The Committee reviewed and finalized the October 27, 2003 Council Meeting draft
agenda.
7. Council Activities and Items, which do not have a home committee
The Committee discussed in which committees the following activities should
be housed:
· ISM Definition-The definition will be in Infrastructure & Policy
and the implementation will be in the Evaluation Committee.
· Severe need Definition-Infrastructure & Policy
· 3 Year Plan- For the next Steering Committee meeting everyone should
review the goals and objectives of the Three-Year Plan and it will be discussed
if this document should be linked to Steering. The Planning Committee will include
the Three-Year plan in the prioritization process.
· Unfunds-The implementation of the Unfunds will go in the Infrastructure
and Policy Committee.
· Rebidding process timeline and interaction with providers (from Planning
Committee)-This will stay with the Planning Committee as part of the prioritization
process.
· Consumer input (from Planning Committee)-The Community Outreach and
Advocacy Committee will need to get this information to the Planning and Evaluation
Committee.
8. Committee Responsibilities/Calendar Creation
The Committee reviewed and made changes to the Committee Tasks document (See
attachment A). A the next Committee meeting, the Steering Committee
will look at the draft Master Calendar and fill in the Steering Committee’s
activities.
Report from Planning Committee
CM Shea announced the Planning Committee will need an hour and a half to two
hours at each Council meeting for prioritization activities. The Planning Committee
will link the activities of the Council to the priority steps from the HRSA
Manual, chapter on Priority Setting. The Committee will be asking for a vote
on the topics for prioritization and the philosophy of using the HRSA Manual
to guide the prioritization process. The Planning Committee is also responsible
for the needs assessment and the Committee appointed John Conley to represent
the Council on the Unmet Needs Assessment project with UCSF. As a result of
this project the Council will know who is not in Care and then next year the
Committee plans to do an assessment to figure out how to get this population
into Care.
CM Sallee proposed this motion from Planning also be brought forth from Steering
and stated the motion: The Steering Committee recommends for this coming year
to use the prioritization model from the Planning Committee. CM Pugh seconded
the motion. The Committee voted all in favor of the motion.
9. Master Calendar Update
CM Pugh announced Joe Fera will email a calendar template to all Committee Co-chairs.
The Infrastructure and Policy Committee is asking all Committees to submit their
calendars to Council Support after their next meeting. Infrastructure and Policy
will then compile the calendars at their next Committee meeting.
10. Co-Chair Retreat
CM Hume asked if the Committee and Council Co-chairs would be interested in
participating in a retreat to focus on teamwork and skills building. The Committee
decided a half-day retreat would work better for most of the members, before
the end of the year.
11. Discussion of Meeting Process
CM Hume presented a revision of the Meeting Procedures document. In number three
of the document, Public Comment, further details were included. The goal of
the language is to be very clear and then make sure it will be applied to all
members of the public. This document is for full Council Meetings and each Committee
should work on their own policy regarding public comment. CM Hume stated a motion
to adopt this policy with an amendment that the speakers’ cards are required
but the name is optional. The Committee discussed the motion. CM Hume changed
his motion to adopt the policy as it is written. CM Shea seconded the motion.
The Committee voted all in favor of the motion.
The final document:
HIV Health Services Planning Council
Meeting Procedures
1. Co-Chair introduces agenda item
2. Discussion on item among Council Members
3. Public Comment *
4. Council Vote on item, if noticed on the Agenda
* Public Comment
Any member of the public may provide public testimony before the Planning Council during Public Comment periods. Each member of the public will be allotted the same maximum number of minutes to speak as set by the Co-Chairs at the beginning of each item, excluding persons requested by the Council to make presentations. This time will be adhered to.
Any member of the public may provide testimony before the Planning Council during Public Comment periods. A brief summary of the comments will appear in the minutes of the meeting. Persons wishing to submit written public comment may provide a written statement, not to exceed 150 words, to Planning Council Support Staff prior to the close of the meeting where testimony is presented. Written public comment may not be submitted in absentia for inclusion in the minutes of a meeting.
Public comment is not a forum for answering questions. The Planning Council will not respond to public comment. The Planning Council Co-Chairs, at their discretion, may ask for clarification from members of the public on agenda items. If members of the public have questions related to items on the agenda, they may submit those questions to Planning Council Support who will either provide the answer or direct members of the public to the appropriate resource for answering their questions.
The Planning Council requests that those members wishing to provide testimony before the Council do so in a manner that supports a considerate and respectful process. The Planning Council Co-Chairs will ensure that these procedures are applied equally and consistently with all members of the public.
12. Legality/ethics of talking about individual contracts
The agenda item was tabled until the next Committee meeting.
13. Next Meeting Date and Agenda Items
CM Shea stated a motion to not have a December full Council Meeting. The Committee
voted all in favor of the motion. A vote of the full Council will take place
at the November Council Meeting.
The next Steering Committee Meeting is on Monday, November 17, 2003 at 5:00-6:30
p.m.
Possible agenda items include:
· Council Meeting draft agenda
· Three Year Plan discussion
· Filling in the Committee Calendar
· Retreat Update
· Legality/ethics of talking about individual contracts
The meeting was adjourned at 6:30 p.m.
Attachment A
Committee Tasks
Steering Committee
· Set agenda for Council meeting
· Coordinate and ensure responsibility of committees' work
· Strategic Planning
· Leadership Development
Planning
· Develop and oversee implementation of Three Year Plan
· Prioritization strategies
· Assess/address disparities in service access/delivery
· Conduct and analyze needs assessments
· Provide regular presentations to the Council from local/national epidemiologists
and researchers
Infrastructure and Policy
· Monitor MOU between Council and AIDS Office
· Conduct Grantee Assessment
· Conduct Council policy/procedure assessments
· Oversee Unfunds/Rollover policies
· Oversee committee policy and procedures
· Monitor Implementation of Council priorities (ISM, Unfunds/rollover,
and Severe Needs)
Evaluation
· Evaluate implementation of Council priorities
· Evaluate effects of Council priorities/decisions (outcomes)
· Ensure funding matches Council priorities
· Assure Council activities are in line with Council priorities
· Address grievances submitted to the Council
Membership
Recruit/screen/train/retain Council members
Community Outreach/Advocacy
· Community Action
· Coordinate programs with local prevention planners/providers
· Solicit consumer input
· Consumer Rights Advocacy Project
· SRO Task Force
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