Committee Members Present: Randy Allgaier, Billie-Jean Kanios, Don Soto, Devin
Anderson, Wilfredo Ortiz, Laura Thomas, Chris Callandrillo, Mark Molnar, Dorothy
Kleffner, Mary Lawrence Hicks.
Committee Members Absent: Sparkie Spaeth
Other Council Members Present: None
Others Present: Mike Smith
Council Support Present: Jack Newby, Skot Jonz
1. Introductions
Co-Chair Allgaier called the meeting to order and everyone introduced themselves.
2. Review/Approve Agenda
Committee reviewed the agenda and it was approved by consensus.
3. Review/Approve Minutes
Minutes from Steering Committee meeting on September 19, 2005
Committee reviewed the minutes from the September 19, 2005 Steering Committee
meeting. There were no objections to the minutes and they were approved by
consensus.
4. Announcements
Co-Chair Allgaier announce that Michelle Long discussed with HRSA the Unfunds
Request for Emergency Financial Assistance is not being approved since it falls
under housing and is not considered a core service. Recommendations to be discussed.
This must be handled at the upcoming Council meeting and the co-chairs will
be drafting a proposal later this week.
5. Public Comment
Mike Smith from HAPN made an announcement regarding a recent conversation about
the urgency to move forward with a meeting to discuss deeper cuts than expected.
Mike Smith made another announcement regarding a deficit in the service category of DEFA and AIDS Emergency Fund, and will be submitting a one-time request for Unfunds assistance.
6. Committee Check-in
Discuss any issues coming up at the different Committees, communication between
Committee Co-chairs, and ensure linkage of Committee activities to the Full
Council.
• New Committee Assignments and Co-Chairs
Co-Chair Allgaier welcomed the new Committee co-chairs to Steering Committee.
Committee discussed that I&P has some issues with regard to membership
and attendance and has not yet elected co-chairs.
• Update on Comprehensive Plan Working Group. Co-Chair Soto provided
an update on the Comprehensive Plan working group; analyzing the tallies regarding
Council values. They intend to make the document something based in the reality
of future cuts.
•
Membership Committee: CM Molnar provided an update on the activities of Membership
Committee including: he and CM Kleffner elected co-chairs of the committee;
a request for notification from Steering of actions or items specific to
Membership; formal announcement of pending applicant interviews encouraging
all Council Members to participate; Council Member renewals; Leave Requests
approved. CM Molnar and CM Kleffner discussed how they would like to see
the process structured to review new membership applications. Committee discussed.
• Evaluation Committee – CM Allgaier provided an update on the activities of the Evaluation Committee. He announced that CM Spaeth and CM Hicks were elected as the new co-chairs of that Committee. CM Allgaier mentioned the Council Meeting Six-Month Evaluation Report. Jack Newby pointed out the trends indicating overall approval of the Council meetings.
• I&P Committee –No report as there are no co-chairs elected for this committee. No representative from I&P present.
• COA Committee –CM Ortiz announced that he and CM Anderson are the newly elected co-chairs of the COA Committee. He announced the upcoming Bayview community meeting, pointing out the earlier time. He invited Council Members to participate and indicated that certain entities involved with the COEs are being invited, as well as other agencies.
• Planning Committee – CM Thomas provided an update on the Planning Committee and indicated that she and CM Callandrillo were elected as co-chairs. She reported that most of the work was on the funding scenarios proposal.
7. Proposal from Planning Committee – VOTE
.
CM Thomas provided background information on the funding scenarios decided
on at prioritization for 0-5 and 5-10 percent cuts. She pointed out the draft
proposal presented discussing the greater than 10% cut. She added that the
first two bullets on the draft will not be included in the proposal as these
will always remain the same. What is new and added is: Planning Council Support
will take a 5% cut. Secondly, Tier II categories will receive a 15% cut across
the board. The remaining cut will be shared proportionately across Tier I services.
If a greater than 15% cut, then the matter will come back to Full Council for
further discussion.
She explained why PCS not cut previously because it was already cut by $135,000 earlier this year. This was discussed at length why PCS is being considered separate from other service categories because PC has no other funding streams for this and must ensure that there are adequate services to support the work of the council.
She added that Dean Goodwin and Celinda Cantu from HIV Health Services showed the committee hypothetical budgets in the event of these types of cuts and discussed at length.
Committee discussed that it would be helpful to have visual aids providing examples of different rates of cuts so that everyone can see the impact on Tier I and Tier II. Committee reiterated that if there is a greater than 15% cut then a totally different process goes into effect. CM Thomas will put together some visual and distribute to Council Support.
CM Thomas discussed that Planning Committee would like to see a different type of dialogue with the Board of Supervisors and is seeking support from the Council to do this in order to clarify how general funds will be used to fill cuts without last-minute requests. She and CM Allgaier discussed how it would be beneficial to inform the Board of Supervisors ahead of time regarding pending cuts and the possibility of needed general funds. The discussed that there was going to be organized dialogue with the co-chairs, AIDS Office, and HAPN and Steering Committee to develop talking points.
Steering Committee voted on the Motion from Planning to forward the proposal
to Full Council.
No further discussion.
All in favor. None opposed.
The motion to forward the proposal regarding funding scenarios to the Full
Council passed.
8. Discussion of the Steering Committee Function/ Purpose Statement
Jack Newby reviewed that the current function and purpose is currently found
at the bottom of the agenda. He added that the policy regarding membership
and the function (whether it is a steering committee or executive committee),
etc. needs to be put in writing and taken back to I&P.
Committee discussed, especially with regard to calling an emergency Steering meeting.
Jack added that ultimately Steering needs to have final approval of the function and purpose by November to return to I&P by their December meeting.
ACTION: Jack to re-draft policy on Steering Committee function and purpose and return to Steering in November.
9. Review Policies and Procedures -VOTE
Jack reviewed the draft policies that have been revised according to discussions at the previous Steering Committee meetings: Membership of Steering Committee; Council Decision Making Matrix; and Development of Full Council Agenda.
Committee reviewed and discussed those three policies.
Regarding Membership of Steering Committee. CM Allgaier read the policy. No
further discussion.
CM Hicks made a motion to put this forward as a policy. Seconded. No discussion.
VOTE: All in favor. None opposed. The motion passed.
Council Decision Making Matrix. Committee reviewed. No further discussion.
CM Ortiz made a motion to put this forward as a policy. Seconded. No further
discussion. VOTE: All in favor. None opposed. The motion passed.
Development of Full Council Agenda. CM Allgaier read the entire text of the policy. No further discussion. CM Anderson made a motion to put this forward as a policy. Seconded. Committee discussed.
CM Hicks made a motion for an amendment to the policy to reflect that Council
Members can add agenda items at the end of the Council Meeting during the New
Business/Next Agenda item as well as the process outlined in the draft policy.
Seconded.
Amended as follows:
“
Should come from previous meetings New Business or Next Agenda items or….”
No discussion on amendment.
VOTE on amendment:
All in favor of the amendment. All in favor. None opposed. Amendment passes.
All in favor of the amended policy as adopted. None opposed. Passed.
ACTION: Council Support to include these policies into the Policy & Procedure Manual.
One remaining policy involves the Supervision of Planning Council Director. Committee discussed the nature of the contract regarding the Director of Planning Council with the AIDS Office and Shanti and the Planning Council. Group agreed that this policy is still underway and will not be voted on yet.
10. Review Council Meeting Agenda
Review and finalize next Council meeting agenda-October 24, 2005.
Note: Meeting Evaluation as standing agenda item. Discussion of distribution
and drop-off.
VOTE on Comprehensive Plan Goals and brief discussion of outcome of Values
Section of Plan
VOTE on Funding Scenarios greater than 10% and greater than 15%
Reminder of November Meeting Location Change to Walden House
Committee reviewed the Council Meeting agenda.
CM Allgaier suggested that Council Support remind members to review the voluminous
minutes prior to the meeting to save time at the meeting.
ACTION: COUNCIL SUPPORT NOTIFY MEMBERS TO READ/REVIEW DRAFT MINUTES PRIOR TO MEETING, both via email and hard mail distributions.
Committee discussed the agenda item regarding the Rollover Funds Request Update
and Discussion.
Co-Chair Allgaier provided brief background on why this item is on the agenda.
Michelle Long will be meeting with Co-Chairs later this week with more specific
information about how this will look.
Committee made recommendations for changes to the draft Full Council agenda. Council Support noted.
ACTION: Council Support to modify draft agenda as discussed and distribute.
11. Next Meeting Date and Agenda Items
The next Steering Committee meeting is scheduled for November 21st, 2005.
Potential Agenda items include:
•
Review draft of Steering Committee Function and Purpose
•
Review draft of policy for Supervision of Planning Council Director
•
Oversight of CARE funds that were awarded and understanding of Directives,
Evaluation Committee to evaluate services.
Adjourned
Co-Chair Allgaier adjourned the meeting at 6:50 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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