Committee Members Present: Randy Allgaier; Charles Siron; Walter Miller, Don
Soto, Brad Hume, Laura Thomas; Ayisha Benham; Darnell Durio;
Committee Members Absent: Joe McMurray, Catherine Geanuracos
Other Council Members Present: Brian DiCrocco
Support Staff Present: Jack Newby; Leah Crask; Skot Jonz
Others Present: Carlos Sandoval (public); Michelle Long-Dixon (AIDS Office)
1. Introductions
2. Review/Approve Agenda
Committee reviewed the agenda and made no changes.
CM Hume moved for the agenda to be approved.
CM Thomas seconded. The agenda was approved by consensus.
3. Review/Approve Minutes Minutes from Steering Committee meeting on March
21, 2005.
Committee reviewed the minutes from the Steering Committee meeting on March
21, 2005 and made no changes.
CM Hume moved to approve the minutes.
CM Allgaier seconded. The minutes were approved by consensus.
4. Announcements
CM Allgaier announced a request from the AIDS Office regarding a request from
Senator Enzi from Wyoming who is on the Senate Committee that oversees appropriations
for Ryan White CARE Programs. That Senator asked for names and contact information
from the past five years of Council Members, and affiliations. CM Allgaier
informed Committee that this information would be forwarded to the Senate
Committee as they look at the reauthorization. CM Allgaier also ensured Committee
members that information is under Executive Seal and will be kept confidential
and not disclosed.
CM Siron added that the request also included the subcommittees.
Jack Newby indicated that Council Support completed the request, found all
the information and forwarded it to the AIDS Office. Asked Committee if the
other Council Members should be notified of the request prior to the Council
Meeting.
CM Durio asked for clarification about specific information released, especially
with regard to past Council Members, and whether these people would be notified
that their information had been provided.
Jack Newby explained that the information provided was the same as that on
the membership application and the 700 FPPC form, which is all public information,
and that many of the contact numbers may not still be working numbers.
CM Thomas indicated that many people on the Council over the past five years,
and suggested that an email notification would be a good-faith effort to notify
people.
Jack Newby indicated that an attempt would be made to contact as many people
as possible.
CM DiCrocco expressed his opinion that it does not seem to matter since the
information is public.
CM Allgaier commented that the Council should make an effort to notify people
that their names have been forwarded to the Senate Committee.
Committee discussed details regarding the request which was made to EMA’s
across the country, and how to notify prior Council Members.
CM Allgaier announced a meeting with Commissioner Elig from the Health Commission and the quarterly meetings to work with issues around the General Funds cut. A meeting is to be scheduled with co-chairs and the Commissioner’s office.
5. Public Comment
There were no public comments.
6. Committee Check-in
CM Durio reported on the Community meeting last week and indicated it would be discussed later on the agenda. CM Durio also mentioned the Community Forum that had 140 people in attendance.
CM Soto reported on Planning Committee, and a joint meeting with the Prevention Council and input to the Council regarding Marin County, and other items on the Full Council Meeting agenda to be discussed later.
CM Hume reported on Membership Committee and discussed four names forwarding to Council as new members. CM Hume also thanked temporary members to the committee. CM Hume indicated that recruitment would continue throughout the summer. He added that the last meeting was rushed and it would be helpful to have more thoughtful consideration of candidates, noting that total Council membership now stands at 34.
CM Miller reported on Evaluation Committee and discussed the Work Plan activities and discussions with Michelle at the AIDS Office.
CM Benham reported on Infrastructure & Policy Committee that has been working on the P&P manual, and discussed the progress on the outline and table of contents, which is being brought forward to this committee and the other committees to fill in the blanks. This item to be discussed in greater detail later in the agenda. Infrastructure & Policy also discussed progress with the MOU, also on the agenda later tonight.
CM Hume asked for reports on the sub-committee working groups.
CM Allgaier mentioned that working group updates are separate agenda items
for tonight’s meeting.
7. Marin County Prioritization/Allocation Report
Marin County will present the results of their resent Prioritization/Allocation
decisions to the Committee. This presentation will go to the April full Council
meeting.
CM Thomas explained why the Marin Allocation report needs to go through the
Planning Council for approval, and why this had gone to Planning Committee,
which did not vote on it. CM Thomas indicated that she was very impressed with
the Marin County process. CM Thomas reviewed the documents distributed to Committee
members (available on file at Council Support offices).
Committee discussed adding this to the next Full Council meeting.
CM Thomas made a motion to recommend to Council that Steering Committee has
approved the Marin County budget.
CM Hume seconded.
CM Durio spoke against the motion.
CM Hume discussed the large line item for case management on the Marin County
budget sheet.
CM Thomas reported on the excellent presentation by the Marin County representatives
and stated that the presentation at the Council meeting will be informative.
CM Thomas withdrew her motion.
Budget will be presented to Full Council for approval.
CM Miller asked if San Mateo and Marin County representatives will give presentations on 06-07 allocations. Committee discussed that they would.
8. San Mateo County Prioritization/Allocation Report
San Mateo County will present the results of their resent Prioritization/Allocation
decisions to the Committee. This presentation will go to the April full Council
meeting.
[Discussed as part of the previous agenda item.]
9. MOU and Action Plan Update
Jack Newby (Council Support) will present an update on the status of the Memorandum
of Understanding (MOU) with the AIDS office and the Action Plan from the
Grantee Assessment.
Jack Newby provided an update on the MOU, and the training given by HRSA that
the AIDS Office felt the approved MOU did not meet the expectations of HRSA
so the MOU did not go forward. I&P Committee is working on the issue. The
scheduled meeting with Michelle of AIDS Office to discuss the issue was pre-empted
by the emergency request by Senator Enzi. Jack discussed sample MOU’s
available with standard language from HRSA that has been forwarded to Michelle
at AIDS Office. The meeting with Michelle has not yet been rescheduled. Originally
planned to complete the MOU this month, and the Action Plan may be completed
in June, but likely to change the date.
CM Durio asked about why the previous MOU was not approved.
CM Allgaier clarified why the MOU was not approved. Council voted to approve
it.
Committee discussed.
CM Durio stated that he has heard different versions about why it was not approved.
CM Benham asked if revisions were underway.
Jack explained that the old MOU, samples, and outline were being looked at,
with the next step being the Council and AIDS Office deciding how to complete.
Michelle Long-Dixon indicated that she is starting from scratch.
10. Request for Committee Policies and Procedures
CM Benham discussed with Committee the Table of Contents for the Policies
and Procedures Document. She pointed out areas that need to be completed by
committees, and that weblinks would be provided to certain items such as the
Brown Act, Roberts Rules, and CARE Act.
Jack Newby reported that committees will be given updates on when items are
added, and the process for committees to update and approve as they pertain
to the committees.
CM Soto asked if this would be provided to Council Members and new members.
Jack Newby indicated that this would take place once the Policies & Procedures
document is complete.
Suggestions are to go to Infrastructure & Policy Committee and there will
be an agenda item on each committee to discuss.
CM Allgaier indicated that certain items are not committee-specific and could
be discussed more generally by any council member.
CM asked about the 3-year work plan and if it belonged to Infrastructure & Policy
or Planning committee.
CM Allgaier suggested that it should be discussed by both committees to decide
where that task resides.
CM Hume indicated that it had been discussed a lot and it should be decided.
Nothing under Evaluation noted regarding the effectiveness of the work being
done by the Planning Council.
CM Durio asked why Ad Hoc Work Groups are included in the Policies & Procedures
Manual.
CM Allgaier clarified that this would be discussed with Infrastructure & Policy.
CM Benham indicated that CM Soto and CM Thomas are providing historical information
to help compile the manual.
CM Hume asked about a timeline for completion.
CM Benham reported that this issue will go to all committees in May, so it
will be June before completed.
CM Allgaier reiterated that the June meeting will be the deadline for committees
to have suggestions and changes for the Table of Contents to the Policies & Procedures
Manual.
CM Benham added that the documents may take longer to update, that the current
work is focusing on revisions to the Table of Contents.
Jack Newby pointed out that the Work Plan cites December as a completion date
for the Policies & Procedures Manual.
11. Review and Update Integrated Work Plan Update
Jack reported on the current status of the Integrated Work Plan, and adjustments
to the timeline. These items were noted in bold on the document distributed
to Committee members. (Copy of document on file at Council Support Offices).
Jack indicated that Committee can offer items to Council Support to be added
especially in putting items on the calendar for July.
Committee discussed certain items that were ahead of schedule.
CM Hume suggested adding something with regard to ending the work with the
Housing Working Group.
CM Allgaier expressed gratitude and appreciation for the Integrated Work Plan
and the value in keeping the Council on track, and thanked Council Support
for developing the plan.
12. Joint Meeting with HPPC Discussion
The Committee will discuss holding a joint meeting with the HPPC (HIV Prevention
Planning Council) this coming June.
CM Allgaier discussed that the co-chairs of HPPC and Planning Council have
been looking at ways to collaborate, and the attempts to have a joint meeting.
CM Allgaier discussed a potential June meeting and some of the logistical problems
with that, and conflicts with the Housing Work Group presentation in June.
Decision by Prevention Council was to have the meeting in September.
CM DiCrocco asked about running over in September as has occurred in the past.
Committee discussed that presentations from Prevention will occur prior to
September, with the actual joint meeting anticipated in September.
13. Community Events Discussion
The Committee will discuss the Council/ Community Outreach & Advocacy Committee
sponsored community events.
CM Siron discussed recent COA Committee community events, and lack of support
from the community and lackluster support from Council members.
CM Siron replied that Council Members are doing a lot, in light of the new
working groups added and other work, and expressed general frustration.
CM DiCrocco discussed success of the Asian Pacific Islander forum, and suggested
that there was only a week between the time the flyers went out and the most
recent event.
CM Allgaier suggested looking at broad issues of the events, and not micro-manage
the process of the COA Committee, and wants to acknowledge the hard work of
that committee. CM Allgaier discussed how Council Members are being asked to
do much more work than usual, and expressed the need to be clearer with the
expectations with regard to participating in the Community meetings and forums.
CM Durio reiterated CM Allgaier’s comments and discussed that issues
with regard to community input would be discussed at the next COA meeting.
Committee discussed the issues with regard to Council Member participation
at community events.
CM Durio reported on the next community forum on May 19th at MCC will focus
on men who have sex with men who live or receive services in the Castro, limited
to 70 people, no incentives, and boxed lunches. CM Durio discussed that other
issues would be looked at to possibly revamp the forums and how to collect
public input and once a decision on a format is decided it will be presented
to Full Council.
Michelle asked how community forums dovetail with the Needs Assessment.
CM Durio clarified that the information gathered from the forums would be meshed
with the Needs Assessment, but most of the information gathered at the forums
will not be as useful to work with the Needs Assessment contractor (Harder & Co.).
CM Durio added that smaller targeted groups will be used as a way to convert
the community meetings into smaller focus groups rather than huge events with
less focus.
Jack Newby discussed Council Support planning with regard to the event, especially
with constraints with not identifying a location for the event soon enough.
Suggested that larger turnouts were a result of being on list-serves and other
publicity, and the next forum will be advertised more widely.
CM Allgaier suggested that discussion of these issues could be forwarded to
COA Committee or attending the meetings.
Committee discussed how the next forum will ensure that the target population
is reached.
14. Update on Working Groups
Jack Newby reported on the activities and progress of the Needs Assessment
Working Group, which has been making progress on the survey instrument which
has been forwarded to all members of the working group. Indicated that the
group seems to be on track for getting surveys out and getting information
to council.
Regarding Housing Work Group, CM Hume has been elected as co-chair, along with
CM Antonetty. CM Hume reported that it has been a decent sized group. CM Hume
implied that the work is going to be challenging, but something needs to be
done by June especially with regard to the issue of transitional housing, and
the change in the “length of stay” policy. CM Hume encouraged public,
consumers, and council members to participate. April 28 is the date for the
next Housing Work Group. Jack also mentioned that a housing hearing or community
forum will be scheduled to obtain community input.
Jack also provided an update on the Counties Working Group that is just starting up this Wednesday. Planning the agenda incorporated suggestions from Council Members as well as representatives from the Counties. Committee discussed that CM Allgaier, CM Miller and CM Siron are on that Working Group.
CM Durio asked if Steering wanted an update from Prevention with Positives
and the Advocacy Committee.
CM Allgaier suggested that in the future it might be a good idea.
15. Review Council Meeting Agenda
Committee reviewed the next Council meeting agenda for April 25, 2005.
CM Allgaier reported on the new policy with Council Support that after approval
of Council agenda, presenters will receive an email with copy of agenda,
asking for copy of presentations to be supplied to Council Support on the
Friday before the meeting or bring sufficient copies, that they should be
on time, and not appear at the last minute.
CM Thomas suggested that Marsha should be changed to “Marshia”
CM Durio asked to remove Item XIV, and to add three minutes in General Announcements
for this item from Community Outreach and Advocacy.
From Michelle Long-Dixon, pointed out a correction regarding the title for
Patricia Sullivan should be “Quality Management Coordinator, Health Services”
CM Hume suggested that presentations for the new Council Members could be in
writing rather than announcing them verbally.
CM Newby asked Michelle to check with Brenda with regard to her budget presentation
in May.
CM Durio asked why Council was voting on a block of new candidates rather than
individually.
CM Allgaier suggested that Membership Committee discussed this, and anyone
is free to take someone out of the block.
CM Durio asked if Council Members would be reviewing the demographics.
CM Siron reported that Membership Committee has already done this work and
their work should be honored rather than micro-managed.
CM Durio explained how he needs to look at this information and feels uncomfortable
voting on someone without full information.
CM Hume indicated that anyone is welcome to attend Memberhsip Committee meetings,
as well as the information is available from Council Support, on the website,
and other places.
CM Allgaier reiterated that it is necessary to honor the work of the committee,
as with all committees.
CM Thomas commented that not having information prior to a vote, that perhaps
Membership could have a presentation to Steering so that members could be updated
on the bi-annual votes.
CM Thomas also indicated that the Council has voted several times whether to
vote individually or in a block. She suggested that this be included in the
Policies & Procedures manual since it has been voted on, and of course
can be changed at any time.
With regard to the agenda, CM Thomas suggested that the Marin and San Mateo
presentations need to be a vote.
CM Thomas also suggested that the Campaign to End AIDS discussion (ITEM XII)
to wait until she hears from her co-presenter. She agreed to contact Council
Support as soon as possible so the agenda could be updated prior to distribution.
Committee discussed what was being voted on in this decision, and CM Thomas
indicated that it was only that the Council supports of this campaign.
Regarding Item XIII, CM Thomas suggested that this should be Severe Need and
Eligibility Criteria.
Committee returned to the discussion of providing more detailed information
on candidates and the decisions made by Membership Committee.
CM Allgaier suggested that the decisions being made on Membership is based
on more than just demographics and if people want to receive the information
that they need to receive all the information considered rather than just demographics.
CM Hume responded by saying that this is not possible and a more structured
process needs to be developed in interviewing.
CM DiCrocco commented on the issue of disclosing confidential information of
candidates.
CM Durio repeated that a key piece of his decision making would be to look
at the demographics.
CM Hume emphasized that this information is available and hopefully everyone
can trust the decision of Membership Committee.
CM Thomas discussed how demographics are an evaluation of where the Council
is, not judging the work of Membership Committee.
CM Siron recommended that the Steering Committee have a demographic report
given to Full Council.
CM Allgaier offered personal comment that he would predicate his vote based
on the recommendation of the Committee in charge of this issue, rather than
one piece of demographic information.
Jack Newby asked about a procedural issue, if it is put on the agenda how much
time should be allocated and if individual votes whether it should be closed
session.
Committee agreed that candidates would be voted on a block and there is no
need for a closed session.
CM Miller commented by saying the issue of saving time, block voting is more
reasonable.
16. Next Meeting Date and Agenda Items
Agenda Items for next meeting will be emailed to Council Support.
Adjourned -- The meeting adjourned at 6:55 p.m.
The Steering Committee of the HIV Health Services Planning Council is made up primarily of the co-chairs of the Council's other committees. The primary responsibility of the Steering Committee is to oversee the work of all of the Council's active committees and ad hoc committees, as well as interface with representatives from the Department of Public Health HIV Health Services office; it is also responsible for creating and finalizing the agenda for the upcoming Council meeting.
Meeting Minutes are considered to be in DRAFT form until reviewed and approved
by Council attendees.
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