Committee Members Present: Billie-Jean Kanios (co-chair); Don Soto (co-Chair);
Laura Thomas; George Simmons; Charles Siron; Mark Molnar; Dorothy Kleffner;
Ayisha Benham; Devin Anderson
Committee Members Absent: Randy Allgaier; Sparkie Spaeth; Mary Lawrence Hicks;
Wilfredo Ortiz
Other Council Members Present: Ken Pearce;
Others Present: None
Council Support Present: Jack Newby; Skot Jonz
1. Introductions
Co-Chair Kanios called the meeting to order. Those present introduced themselves.
2. Review/Approve Agenda
The Committee reviewed the agenda and it was approved by consensus.
Co-Chair Soto indicated that a discussion of the Action Plan will be discussed
under the Evaluation Committee update.
3. Review/Approve Minutes
Minutes from Steering Committee meeting on November 21, 2005
The Committee reviewed the minutes from the Steering Committee meeting on November
21, 2005. No objections or changes and the minutes were approved by consensus.
4. Announcements
Jack Newby announced the open position of a Training and Evaluation Coordinator
and the position will be posted and distributed.
George Simmons announced an administrative assistant position with CCCYO.
CM Molnar announced the Shanti client holiday party.
5. Public Comment
No public comments.
6. Committee Check-in
•
Update on Comprehensive Plan Working Group. Jack Newby provided an update and
indicated that Robert Whirry will be preparing a presentation to the Full Council
next week.
• Membership Committee: CM Molnar updated on applicants that were interviewed and will be forwarded to full Council for a vote. CM Molnar added that Council Support will be approaching potential candidates to fill the dental reimbursement seat.
• Evaluation Committee –Jack Newby provided an update on the Evaluation Committee. One item is the Council Support Evaluation that will be input on Survey Monkey by an intern during January. This will be distributed and a report will be prepared. Jack also pointed committee members to the Council/Grantee Action Plan. (Document on file at Council Support Offices). This was approved by the co-chairs and Grantee yesterday, and is proposed to be put on the Full Council agenda for next week. Jack indicated that this process took about one year. Committee reviewed and it was discussed that the Co-Chairs are very pleased with the final product.
• I&P Committee CM Siron announced that he was elected as the new
committee co-chair. He indicated that the committee is working on policies
and procedures. CM Blum is working on cleaning up drafts of COA policies. The
Committee also discussed formulating a draft policy regarding the voucher issue.
Jack Newby provided details.
•
COA Committee – No co-chairs present to provide an update.
•
Planning Committee – Co-Chair Thomas announced new Planning Committee
Co-Chair Simmons. A thorough discussion of the plan to approach the Board of
Supervisors to educate them about the Planning Council and to alert them to
the potential funding shortages and to sign on to the Consolidated Statement.
She provided more details about the purpose of these activities. A packet of
information is being put together. A presentation is scheduled for January
Full Council regarding Incarcerated Persons services.
7. Discussion of the Steering Committee Function/ Purpose Statement - VOTE
Committee reviewed the draft policy on their function and purpose statement. Jack Newby reminded Steering Committee that I&P Committee has revised for grammatical errors and it is returning to Steering for a final look before being forwarded to Full Council for a vote. No discussion.
CM Thomas made a motion to approve.
CM Kleffner seconded.
Unanimous in favor. None opposed. One abstention.
Motion passed.
ACTION: Forward Steering Committee Function and Purpose Statement to Full Council for a vote.
8. 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. Jack Newby indicated that Co-Chair
Allgaier is drafting this and it is not available.
•
Review policies and procedures from I&P for presentation to Council:
Council Member Job Description. All in favor. None opposed. Motion passed.
Priority Setting and Resource Allocations Process. All in favor. None opposed. Motion passed.
Development of Comprehensive Plan. All in favor. None opposed. Motion passed.
Policy Regarding Establishment, Development and Operation of Work Groups. All in favor. None opposed. Motion passed.
Council Co-Chair elections. Committee discussed that the by-laws stipulate a two-year term.
Document Handling (Internal Requests). All in favor. None opposed. Motion passed.
ACTION: Forward the following policies to Full Council for review and vote to include in the
Council Policy and Procedure Manual.
Council Member Job Description.
Priority Setting and Resource Allocations Process.
Development of Comprehensive Plan.
Policy Regarding Establishment, Development and Operation of Work Groups.
Document Handling (Internal Requests)
Committee discussed that the Council Co-Chair Election Policy be returned to I&P Committee to develop a by-laws amendment.
CM Thomas made a motion. CM Siron seconded.
ACTION: Return Council Co-Chair Election Policy to I&P for a bylaws amendment.
9. Needs Assessment Review and Presentation
The Committee will discuss the Needs Assessment as presented by Harder & Company.
Jack Newby informed Committee that any changes need to be submitted to Harder
and Company by tomorrow. Committee reviewed a draft powerpoint presentation
prepared by Harder and Company. Co-Chair Kanios indicated that she believes
the presentation is thorough and informative.
Committee asked about when the data would be available. Jack Newby reported that it would be available any time.
ACTION: Council Support to print the Needs Assessment powerpoint presentation
two-up and in black-and-white if it is legible.
10. Council Work Plan Update and Annual Retreat
Committee discussed the Council Annual Retreat which has been scheduled for
January 27, 2006 at the Zen Center, 300 Page Street from noon to 5 pm. Jack
suggested that Steering Committee needs to identify potential agenda items.
Committee discussed potential agenda items:
How to address policy issues
Committee restructuring -- Membership Issues and Active Participation
Council to determine limit of staff duties
Yahoo Group Notification Policy
Annual Council Work Plan
Recognition of Prevention with Positives Committee
Next Steps with Integration of the Counties
Committee formation, quorum, and membership
vouchers and bus tokens
Committee discussed that this meeting will be fully noticed and invitations sent to AIDS Office staff as well as other Council Members, and announced at the December and January Full Council meetings. Committee agreed to send other potential agenda items to Council Support via email.
ACTION: Council Support to draft agenda for the Steering Committee Retreat.
11. MOU Update
Co-Chair Soto informed Committee that the MOU has been completed. Jack Newby
added that there are a few minor revisions being made and discussed those
changes with Committee. Committee discussed. Jack indicated that discussions
with Co-Chairs will determine what needs to be taken back to the AIDS Office.
From there it will be brought to Steering to approve and then to Full Council.
12. Review Council Meeting Agenda
Review and finalize next Council meeting agenda - Monday, December 19th, 2005.
•
Discussion regarding scheduling for presentation of CARE Titles II, III and
IV programs
•
Discussion regarding scheduling for transitional services for incarcerated
persons
Committee reviewed the draft agenda for the upcoming Full Council Meeting.
The following changes were recommended:
Regarding Comprehensive Plan: Confirm Robert Whirry as presenter or Don Soto as backup.
CM Thomas requested a report back for the Managing Scarcity Conference.
Short Reauthorization Update.
13. Next Meeting Date and Agenda Items
Due to Martin Luther King Day, Monday, January 16th, 2006, the next Steering
Committee meeting needs to be re-scheduled.
Committee rescheduled the Steering Committee meeting for January – to the 17th.
ACTION: Council Support to schedule rooms for January 2006.
Adjourned
Co-Chair Kanios adjourned the meeting at 6:36 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.
Note: Agenda items are subject to change, postponement, or removal. Meeting agendas are considered to be in DRAFT form until reviewed and approved by Committee attendees.
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