Committee Members Present: Randy Allgaier, Charles Siron, Laura Thomas, Wilfredo
Ortiz, Walter Miller, Ayisha Benham, Anita Booker,
Committee Members Absent: Brad Hume, Mary Lawrence Hicks, Don Soto, Charlene
Pugh, Catherine Geanuracos, Kim Pickens
Other Council Members Present: Brian DiCrocco
Council Support Present: Jack Newby, Skot Jonz
1. Introductions
CM Allgaier called the meeting to order and those present introduced themselves.
2. Review/Approve Agenda
Committee reviewed the agenda and approved it by consensus.
3. Review/Approve Minutes
Committee reviewed the minutes from the Steering Committee meeting on June
20, 2005. No changes were noted. The minutes were approved by consensus.
4. Announcements
CM Ortiz made an announcement regarding the resignation of CM Banks from COA
Committee. New co-chair, Kim Pickens was elected. He apologized for not informing
co-chair Pickens of the need to attend Steering Committee.
CM Allgaier announced: COA Committee agenda item to discuss regarding nomination of HOPWA Loan Committee representatives. CM Allgaier mentioned that he removed himself as a nominee, but due to time constraints the HOPWA Loan committee needs to meet in August, an emergency 15-minute COA meeting prior to the Council meeting to vote on so that the HOPWA Loan Committee can go about it’s business.
ACTION ITEM: ADD TO CALENDAR, notify COA Committee, calendar, and post.
CM Allgaier announced the Board of Supervisors, Sup. Daly attempting to get funds into AIDS spending. He reported on certain issues with regard to this matter and mentioned that copies of the report regarding the local funds expenditure will be provided.
CM Miller announced his school schedule was provided to Council Support, and he indicated that due to Monday classes he will be missing Steering Committee and Evaluation Committee meetings, but would attend the Council Meetings.
5. Public Comment
None.
6. Committee Check-in
•
Evaluation Committee: CM Walter discussed that the committee worked on evaluation
of the three year plan, and that the August meeting is cancelled.
•
Membership Committee: Jack Newby provided update from report by co-chair Brad
Hume who indicated that there was nothing to report.
•
I&P Committee: CM Benham mentioned that the committee did not meet this
month due to lack of quorum. She indicated that last month, they met even without
quorum. Committee discussed the lack of attendance with this committee. CM
Benham mentioned that the Table of Contents has been worked on.
•
COA Committee: CM Ortiz indicated that there has been work to appoint someone
with the HOPWA Loan Committee. He reported that CM Kanios has been appointed
to the Prevention with Positives representative. CM Ortiz reported on the upcoming
community meeting at Walden House on August 10 targeting the transgender community.
CM Ortiz mentioned that the COA committee is also planning a meeting for the
Bayview district in November.
•
Planning Committee: Update provided under Agenda Items 7 and 10 below.
•
Needs Assessment Working Group: Jack Newby indicated that the consultant reported
that a brief update will be provided at the next Council Meeting. They are
compiling data and will have a presentation on the data and the community forums
prior to the August two-day summit meeting. Additionally, Allison Westin is
moving from the SF Office of H&Co., but will still be available for ensuring
a smooth transition with regard to the Needs Assessment process. Jack reported
that Council Support was previously doing the evaluation of the community forums
but that H&Co. has agreed to evaluation and compile this information to
keep it consistent. There is a NAWG meeting coming up where this will be discussed
in more detail.
•
Housing Working Group: Jack Newby reported that there has not been much communication
with the consultant, and the presentation has been rescheduled. Basically,
there is no word. Committee discussed that September will be the earliest opportunity
to address the housing issue with regard to the Length of Stay policy.
•
Counties Working Group: CM Allgaier indicated that CM Siron was elected as
a co-chair of the committee. CM Siron indicated that it is very important for
the SF Planning Council to be aware that they should participate, emphasizing
the importance of the work being done in this committee.
7. Progress Report on Two-Day Prioritization/Allocation Summit
•
CM Thomas discussed the location and agenda for the two-day prioritization/allocation
summit. The Needs Assessment data will be provided on day one. She reviewed
the outline for the day including: introduction of facilitator, review of agenda,
short introductions, disclosure of conflict of interests, review of service
categories, overview of objectives, definition of priority setting and allocation,
presentations from Marin and San Mateo County on their priorities and allocations,
the Needs Assessment presentation with forum results. Other reviews will include
Epi-data, summary sheets, and Reggie data.
•
Committee discussed how to make the epi-data available to all council members.
It was discussed that the report would be included in the binder and can also
be emailed as a pdf file at any time.
•
CM Thomas continued with her review of the agenda.
•
Jack Newby mentioned that the date for completing the grant has been moved
up, and the allocation process must be completed by end of August.
•
Committee discussed that the facilitator, Susan Strong, has facilitated Title
I meetings, and is very competent and has sat on the Sacramento Planning Council,
is a professional facilitator and the committee is very pleased to have her
for this two-day summit.
•
Committee discussed issues with regard to budgeting food, completion of the
agenda, and evaluations of the two-day summit for each day with time allotted
each day for completion of evaluations.
•
Committee discussed how best to determine how many people would be attending.
ACTION: A show of hands at the next council meeting and/or an email to elicit attendance RSVP.
• Committee continued discussion regarding ground rules, respectful
engagement, and time limits which will be clearly posted for the public, and
that each agenda item will have an opportunity for public comment. Committee
also discussed having extra chairs on day two since money will be the focus
of the day and could like draw more public interest. Committee discussed that
despite thorough planning, unexpected things are likely to come up.
ACTION: Council Support to obtain a large, visible clock for use in keeping
track of time.
8. Review and Update Integrated Work Plan
•
Jack Newby reviewed the Integrated Work Plan, specifically July, August, and
September. (Document on file at Council Support Offices). He indicated that
Council is on track for completion of the Policy & Procedure Manual. He
discussed and elaborated on the MOU with Grantee, Needs Assessment report,
Prioritization Plan Schedule, New Member Training for Council members re: Prioritization,
Update Unfunds Policy, Changes to Severe Need Definition, Develop Counties
Policies, Comprehensive Plan, Work Plan with Grantee Assessment, and review
of HRSA Service Categories.
•
Committee discussed in more detail why the Counties Policy needs to be completed
on schedule. CM Siron suggested a deadline for the Counties WG be enforced
by the Steering Committee. Committee discussed the importance of having some
closure on this working group, as well as being complete when the new Committee
assignments are done in September.
•
Committee discussed the need for completion of a Comprehensive Plan and noted
that this is listed as agenda item 10 below. This was previously referred to
as the “Three-Year Plan” and has been renamed “Comprehensive
Plan” by HRSA.
•
Jack reviewed items on the Work Plan for August are continuations of July,
except for Development of Council Support Assessment which has been added.
He reviewed the activities listed for September. Committee discussed. CM Allgaier
reminded committee members that the co-chairs of Steering are responsible to
Shanti for evaluating Council Support.
•
Committee thanked CS Newby for the amount of work devoted to the Integrated
Work Plan.
9. Health Commission Budget Hearing Discussion
CM Allgaier discussed the issues raised by the Health Commission regarding
the Council budget, and the hearing scheduled for tomorrow, July 19. He discussed
developments since Commissioner Illig’s meeting with the co-chairs
and his subsequent comments at the last Council Meeting. Regarding the budget
hearing tomorrow, CM Allgaier has prepared a testimony regarding the allocation
for Planning Council Support, including Needs Assessment, evaluation and
training. He stated that he would distribute his testimony to the yahoo group
once it has been delivered. Committee discussed that Commissioner Illig is
actually interested in seeing the Planning Council do more work. Committee
discussed the importance of having more regular contact with the Health Commission,
to work together and provide continued education to the Commission regarding
the Council’s activities.
CM Allgaier suggested reporting to the Health Commission later in the year
regarding the Needs Assessment results.
10. Discussion on Comprehensive Plan & Process
•
CM Thomas discussed that the new Comprehensive Plan (formerly referred to as “Three-Year
Plan”) must be completed by January 2006, and indicated that not much
can be accomplished before August. CM Allgaier reported on a conference call
regarding the matter. CM Thomas reviewed the Comprehensive Plan Outline (On
file at Council Support Offices). The outline is identical to the last one,
so the expectations are no different than before. Committee discussed.
•
CM Booker mentioned that her involvement on the evaluation of the Plan and
discussed that many of the goals are not measurable, and it is unclear who
is responsible for what task.
•
CM Allgaier discussed that his participation on the Evaluation Committee review
of the Three-Year Plan concluded that much has been accomplished, and when
there are measurable goals to ensure that someone is responsible for seeing
it through.
•
CM Thomas discussed how the plan was developed last time.
•
CM Allgaier discussed the time constraints for completion and approval prior
to sending to HRSA, and suggested that many of the large discussions need to
happen in September, coming on the heels of the August retreat. He also mentioned
that the September Council meeting is generally not well attended, but there
needs to be encouragement for council members to attend and participate in
the process. He suggested that the comprehensive plan be the beginning, or
a springboard to a larger strategic process.
•
Jack Newby agreed with CM Allgaier’s comments, and suggested that the
comprehensive plan needs to address issues raised by HAPN, for instance having
a plan for dealing with future cuts. From a Council Support side, a plan can
be developed to present to Planning Committee to approach this plan from a
strategic planning process. What does the AIDS Office contribute to this planning
process, and suggested that the AIDS Office be involved.
•
CM Thomas reminded Committee that the AIDS Office was very involved last time.
•
CM Booker commented that prior to the September committee reassignments that
the amount of work needed to be done by members be re-evaluated. She used the
low turnout in September, no meetings in December, and vacations in July as
examples. She suggested that the Council is doing a lot of work, and when looking
at a comprehensive plan this needs to be considered, acknowledging the capacity
of the work that can be completed.
•
CM Thomas expressed a concern about who would be primarily responsible for
writing and completing the comprehensive plan. She suggested hiring a consultant
through the AIDS Office or Council Support. CM Thomas graciously declined participating
fully in this process again since she was responsible for it last time.
•
CM Allgaier reiterated that although the Planning Council has a role to play
that the Grantee has the primary duty and responsibility for completing the
process as confirmed in the documentation provided.
•
CS Newby hesitated to suggest the formation of another work group, but suggested
meeting with the AIDS Office to decide who handles what aspect of the comprehensive
plan, and who will be paying for a consultant.
ACTION: It was agreed that Council Support will discuss this with AIDS Office
and determine their responsibilities and actions.
11. Review Council Meeting Agenda
Committee reviewed the agenda for the upcoming Council Meeting and made suggestions
for modifications. Council Support noted changes and will post and distribute
agenda.
12. Next Meeting Date and Agenda Items Group 6:58
The next Steering Committee meeting is scheduled for August 15, 2005.
Adjourned 7:00
CM Allgaier adjourned the meeting at 6:53 pm.
Meeting Minutes are considered to be in DRAFT form until reviewed and approved
by Council attendees.
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