Committee Members Present: Randy Allgaier (co-chair); Billie-Jean Kanios (co-chair);
Don Soto (co-chair); Wilfredo Ortiz; Dorothy Kleffner; Laura Thomas; Mark Molnar;
Mary Lawrence Hicks
Committee Members Absent: Ayisha Benham (excused), Charles Siron (excused);
Sparkie Spaeth; Chris Callandrillo; Devin Anderson
Other Council Members Present:
Others Present: Michelle Long
Council Support Present: Jack Newby, Susan Latham, Skot Jonz
1. Introductions
Co-Chair Soto called the meeting to order and those present introduced themselves.
2. Review/Approve Agenda
Committee reviewed the agenda and it was approved by consensus.
3. Review/Approve Minutes
Committee reviewed the minutes from the October 17, 2005 Steering Committee
meeting. No changes were discussed, and the minutes were approved by consensus.
4. Announcements
No announcements.
5. Public Comment
No public comments.
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.
Update on Comprehensive Plan Working Group: Co-Chair Allgaier provided an update on the Comprehensive Plan Working Group, and mentioned that the final objectives for the Plan Goals will be reviewed at the upcoming Full Council meeting, and will not require a vote. He added that the document sections up for review will be distributed to Council Members prior to the meeting.
Membership Committee: Co-Chair Molnar discussed the activities of Membership Committee. He announced Leave of Absence requests approved for CM Pugh and CM Oropeza. Committee is working on a policy with regard to unaligned consumers. Co-Chair Molnar announced new applicants who were interviewed and approved for referral to Full Council; he made a formal announcement of pending applicant interviews in December encouraging all Council Members to participate, and indicated that he will be announcing the same at the Council meeting.
Evaluation Committee: Co-Chair Hicks provided an update on the Evaluation Committee. Primary activities were the approval of Council Support Evaluation document, and how to distribute and tabulate the responses in light of the departure of Council Support Parker.
I&P Committee: New Co-chairs Ayisha Benham and Charles Siron, not present. That committee has been working on policies and procedures, and the Unfunds Policy revision. Co-Chair Allgaier added that there was discussion about how to continue the committee in light of lack of attendance, quorum issues, and other matters. They are in the process of deciding how to manage the committee better, and/or pass on the work of that committee to other committees.
COA Committee: Co-Chair Ortiz reported on the Bayview Community Meeting, and announced that 26 people were in attendance, and thanked Council Members who did attend, and mentioned the other neighborhood agencies represented. He added that people at the meeting challenged the Council to have more of a presence in the Bayview, including actively meeting in the housing projects. He discussed committee membership issues, primarily that he and his co-chair are the only active members of the committee. The other members of the committee are not actively participating, and for the most part appear to be no longer on the Council.
Planning Committee: Co-Chair Thomas reviewed the activities of the Planning Committee, including a presentation to the Full Council regarding transitional services for incarcerated people after they are released from jail. However, due to the unexpected death of Mike Pendo, who had all the data on this matter, this presentation may be delayed. She mentioned a matter with regard to vouchers and MUNI tokens and the policy that they only go to Title I funded programs. There has been a question about changing this policy, and which Committee should work on it. It was agreed that I&P Committee should handle this matter.
Co-Chair Allgaier made a motion to have this matter go to I&P Committee.
Motion seconded.
Discussion.
ACTION: Council Support to provide as much background information as possible on the matter regarding transportation vouchers and MUNI tokens. Steering Committee mentioned that background information on the matter can be found in the Full Council minutes from approximately 2002-2003 time period.
ACTION: Council Support to add discussion to I&P Committee agenda regarding the voucher and MUNI tokens issue, and revise the policy, as necessary.
7. Recommendation from Planning Committee – VOTE
CM Thomas mentioned that the Planning Committee co-chairs will be presenting
a plan to the Full Council to move forward fairly quickly with discussions
with the Mayor’s Office and the Board of Supervisors regarding future
funding cuts. The Planning Committee would like to take the lead in this
process, working with HAPN, and coordinating funding streams with other interested
parties. Primary interest is to ensure that everyone is aware of the activities
taking place and who is taking the lead in organizing a strategy and plan.
Committee discussed the possibility of having one extra meeting with HAPN, Council Co-Chairs and Planning Committee. The message will be coordinated, but not necessary to attend the same meetings.
Co-Chair Allgaier made a motion for Planning Council Co-Chairs to work with
Planning Committee to develop a presentation to the Mayor’s Office and
Board of Supervisors.
Seconded.
Discussion.
No public comment.
Unanimous in favor.
8. Discussion of Steering Committee Function/ Purpose Statement - VOTE
Committee reviewed the draft policy on the function and purpose statement for
Steering Committee.
CM Allgaier made a motion to accept the draft policy, as discussed and amended.
Seconded.
No discussion.
No public comments.
Unanimous in favor.
ACTION: Forward the Function and Purpose of Steering Committee to
I&P
Committee for their review and discussion.
9. Review Policies and Procedures -VOTE
The Committee will review the revised draft policies relevant to Steering
Committee and VOTE for inclusion in the Council Policy & Procedure Manual:
• Supervision of Director of Planning Council
•
Review policies and procedures from I&P for presentation to Council
Committee discussed that the Policy for the Supervision of Director of Planning Council will be drafted by Council Co-Chairs.
Policies reviewed and approved from I&P Committee include:
Web links for Ryan White CARE Act Legislation and HRSA Policy Updates
Meeting Procedures – Public Comment
Committee Development and Organization Policy
Policy and Procedure Manual Update and Review Policy.
CM Allgaier moved to approve the policies approved by I&P and have them
forwarded to Full Council for a vote of approval and inclusion in the policy
and procedure manual.
Seconded.
Discussion.
Public Comment: Mike Smith discussed the policy with regard to the time limit
mentioned for public comment. Committee discussed his concerns.
VOTE on forwarding these policies to Full Council for review and Vote –
3 In favor/ 5 Against. The Motion to forward these policies to the Full Council
as written did not pass.
Council reviewed again, and discussed changes to the Public Comment policy.
CM Thomas made a motion to amend the Public Comment policy, “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 public comment…”
Seconded.
No further discussion.
No public comment.
Unanimous in favor.
CM Thomas made a motion to move the current set of policies as amended to
the Full Council for review and vote.
Seconded
No further discussion.
No public comment.
Unanimous in favor.
ACTION: Council Support to make revisions to the Public Comment policy.
ACTION: Council Support to add policies to the November Full Council agenda
for review and vote:
Web links for Ryan White CARE Act Legislation and HRSA Policy Updates
Meeting Procedures – Public Comment
Committee Development and Organization Policy
Policy and Procedure Manual Update and Review Policy
Additionally, three policies from Steering Committee will also be forwarded:
Membership of Steering Committee
Council Decision Making Matrix
Development of Full Council Agenda
10. Unfunds Policy – VOTE
Jack Newby provided background information on the draft of the Unfunds Policy,
as discussed with Russ Zellers of the AIDS Office. He reviewed the exact
changes made to the Unfunds Policy.
Committee discussed.
Michelle Long suggested revisions to the Draft Unfunds Policy.
Co-Chair Allgaier made a motion to approve the Unfunds Policy with amendments
as discussed.
Seconded.
Discussion.
Public Comment – Mike Smith stated that it is now a very readable document,
and thanked everyone for the work put into getting this into something more
understandable than has been available in the past.
VOTE: Unanimous in favor.
ACTION: Council Support to add this item to the Full Council Agenda for a discussion and VOTE on the Unfunds Policy.
11. Unfunds Allocation Status – Discussion – VOTE
The Committee will review and approve a recommendation from the AIDS Office
for use of upcoming unfunds.
Michelle Long presented a memorandum from Russ Zellers on the One-Time Funds
and a proposal regarding the FY2006 Service Priorities and Allocations. (Document
on file at Council Support Offices). Committee reviewed and discussed.
Co-Chair Allgaier made a motion to forward the recommendation from the AIDS
Office on the One-Time Funds to the Full Council meeting.
Seconded.
Discussion.
Public Comment. None.
VOTE: 6 in favor/1 recusal. The motion to forward the recommendation from the AIDS Office on the One-Time Funds will be presented to the Full Council meeting.
ACTION: This item regarding Unfunds Allocation and One-Time Funds to be added to the upcoming Full Council agenda for a review/discussion/ and VOTE.
12. Council Work Plan Update and Annual Retreat
Council Director will present an update on the Council Work Plan and discuss
plans for scheduling the annual retreat.
Jack Newby reviewed the Council Work Plan and provided an update. He reviewed
the status of work of various committees, including the MOU. Committee discussed.
Jack updated Committee on the plans for scheduling an annual Steering Committee
retreat, and indicated that everything planned at the prior retreat has been
accomplished by the Steering Committee. He suggested that the Steering Committee
make plans for another retreat to develop the next work plan, possibly in January.
Committee discussed potential dates to poll the entire Steering Committee:
January 6, 19, 27.
ACTION: Council Support to poll Steering Committee on preferred dates to hold the Steering Committee retreat with dates of January 6, 19, 27 and report back to Steering Committee prior to their December meeting.
13. Review Council Meeting Agenda
• Review and finalize next Council meeting agenda- November 28, 2005.
• Reminder of November Meeting location change to Walden House
Committee reviewed the next Council meeting agenda for November 28, 2005.
Changes were recommended and Council Support noted.
14. Next Meeting Date and Agenda Items
The next Steering Committee meeting is scheduled for December 13th, 2005. Notice
that due to the change in date for Full Council meeting, Steering Committee
meets from 5:45-7:45 p.m., immediately after Planning Committee.
Adjourned
Co-Chair Soto adjourned the meeting at 7:05 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.
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