1. Introductions
Co-Chair Allgaier called the meeting to order at 5:15 pm, and those present
introduced themselves.
2. Review/Approve Agenda
Committee reviewed the agenda and minor adjustments were made, pending arrival
of enough Council members for quorum. Upon arrival of quorum, the agenda was
approved by consensus.
3. Review/Approve Minutes
The Committee reviewed the minutes from the December 13, 2005 Steering Committee
meeting and without objection they were approved by consensus.
4. Announcements
No announcements.
5. Public Comment
There were no public comments.
6. Committee Check-in
• Update on Comprehensive Plan Working Group. No update necessary as the working group has completed its work.
• Membership Committee: announce applicants voted on for referral to Full Council;
January interview and acceptance; announce March interviews; renewals
Co-Chairs of Membership Committee, Mark Molnar and Dorothy Kleffner, provided
an update on the activities of the Membership Committee. There was an
interview rescheduled for February. CM Antonetty was recommended for renewal.
Co-Chair
Molnar discussed leaves of absences approved. No renewal application
was received from CM Pugh and there is an assumption that she is no longer
interested
in
participating on the Council. Committee devoted considerable time to
policies and procedures that will be reviewed by Steering Committee and
forwarded
to Full Council. Other matters included issuance of attendance letters to
Council Members not in compliance. Committee discussed that specific guidelines
are
being followed and this is not being done randomly or haphazardly. CM
Kleffner
mentioned that there needs to be work on recruitment.
Ms. Long asked about a document identifying who needs to be recruited,
with regard to category of representation. CM Molnar indicated that demographics
are reviewed monthly. Discussion continued regarding how Full Council
becomes aware of which mandated slots are being filled (and/or need to
be filled).
Michelle wants something more specific to help with recruitment to identify
which demographics are needed by the Council. CM Molnar responded that
the AIDS Office representative that attends the Membership Committee
meeting that
is aware of the needed demographics.
ACTION: Discuss with Membership Committee regarding making monthly Demographics Reports available to Full Council and AIDS Office.
CM Hicks added that there have been quorum issues with Evaluation committee and needs to make it known to Membership Committee. Co-Chair Soto indicated that these Membership issues, and others, are scheduled for discussion at the upcoming Steering Committee retreat.
• Evaluation Committee –. Co-Chair Hicks of the Evaluation Committee reiterated that there has not been quorum for two months. She discussed the Council Support Evaluation and that she has been working with Gilda, the intern who is implementing the survey.
• I&P Committee –Co-Chair Siron of the I&P Committee updated Steering Committee on the work on the Voucher Eligibility policy and the approval of the other policies and procedures, and the status of the MOU.
• COA Committee – Since there were no COA Committee Co-Chairs present, CM Siron provided an update on the activities of the COA Committee, the various reports for that committee, and the policies and procedures that have been completed. Committee discussed that PWP is an item for discussion at the Steering Committee retreat. Since there were no representatives from COA, Council Support made draft minutes available to those interested.
• Planning Committee – Co-Chair of Planning Committee CM Simmons provided an update on the Planning Committee, specifically a proposed schedule for the year, and will be looking at presentations for the remainder of the year. Committee discussed the progress on the project with the Board of Supervisor. Finalize and develop talking points for the meetings, otherwise the materials are ready. Also the Committee needs to schedule the meetings and have a Co-Chair at each meeting. Prime objectives of meetings: to educate Board and when additional funds are available don’t fund from bottom but using Council priorities. Another objective, is that if there are Title I cuts, the Council would want to have the Board backfill the cuts with General Funds money using Council priorities, rather than organizational priorities. CM Molnar expressed opposition to these objectives. Committee discussed that it should be presented to the Full Council for approval before having the Planning Committee move forward. Co-Chair Soto suggested communicating with CM Thomas regarding the details to clarify any misconceptions. Committee discussed that the motion at Full Council was approved to have the Planning Committee move forward.
7. Planning Committee Recommendations for FY 06 – 07 Priority Setting
and Allocations Schedule – VOTE
CM Simmons informed Committee of the proposed priority setting and
allocations schedule. “Recommendations and Proposed Schedule for FY 2006/2007 Priorty
and Allocations” document was distributed. (Copy of document on file
at Council Support Offices.). He pointed out the changes made from the format
of the last priority process.
A motion was made by CM Simmons to accept the Planning Committee Recommendations
for FY 06-07 as drafted. No need for second as it is coming from Committee.
Discussion.
Committee voted on motion. Unanimous in favor. None against. The motion
passed.
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
• Review policies and procedures from I&P for presentation to Council
CM Allgaier mentioned that he has not yet drafted the Supervision of Director of Planning Council policy but it will be available for review and discussion at the Steering Committee retreat.
Jack Newby indicated that the other draft policies have been reviewed at the appropriate committees and approved by I&P Committee.
Committee discussed an issue with COA policy, Consumer Rights and Responsibilities (Item 7). CM Kanios requested an amendment that this pertains to Members of the Public attending Council Meetings.
ACTION: Council support to amend this policy (Consumer Rights and Responsibilities) to reflect this for the entire policy, rather than just item 7.
Committee reviewed the other policies.
Demographics and Membership Selection Criteria: No objections
Conflict of Interest Policy: No objections
Residence Requirements Policy: No objections
Resignation Policy: No objections
Excused Absences Due to Illness Policy: No objections. Committee discussed
the different standards for PLWH/A and those without, and the reasons why.
Co-Chair Allgaier provided clarification. One typo was noted by Council Support.
Orientation and Training Policy: Committee discussed some minor issues with
the wording of this policy.
COUNCIL SUPPORT NOTED AMENDMENTS
ACTION: COUNCIL SUPPORT TO IMPLEMENT SOME METHOD TO MONITOR THOSE COUNCIL MEMBERS
WHO HAVE RECEIVED MAYORAL APPOINTMENT LETTERS AND WHO HAVE (OR HAVE NOT) RECEIVED
ORIENTATION FOR VOTING PRIVILEGES.
Mentoring Program Policy: Committee reviewed and discussed. No objections.
Proxy Voting Policy: Committee reviewed and discussed. Co-Chair Soto suggested
that this be reviewed and discussed further at Full Council meeting so that
the policy is clear to everyone. No objections.
COA Statement of Values: Amendment to change “&” to “and”.
Otherwise, no objections.
Consumer Input and Development of Community Fora: AMENDED TO ADD Bullet 4,
regarding COA coordination with Planning and other Council Committees to provide
best design for Council decisions.
ACTION: COUNCIL SUPPORT TO MAKE AMENDMENT to Consumer Input and Development
of Community Fora policy
Provider Input: minor revision (remove comma after “seek” and replace
with “and”). Otherwise, no objection.
Community Outreach and Advocacy Committee: No objections.
Consumer Rights and Responsibilities: Amended as discussed. Otherwise no objections
and approved.
Voucher Eligibility: Committee discussed and several questions and issues were
raised. CM Molnar and Co-chair Allgaier clarified that agencies and the AIDS
Office monitors use of the vouchers and it is unnecessary to include language
about frivolous use. No objections, policy approved and will be forwarded to
Full Council.
Co-Chair Allgaier made a motion to approve the policies (as amended) and
forward to Full Council for a vote.
Discussion.
Unanimous in favor. None opposed.
ACTION: COUNCIL SUPPORT TO MODIFY THE POLICIES AS DISCUSSED AND FORWARD TO FULL COUNCIL FOR A VOTE AND APPROVAL.
9. Needs Assessment Review
Randy Allgaier provided an update regarding the Needs Assessment review and
indicated that an executive summary of the Needs Assessment will be provided
to the SF Board of Supervisors and Health Commission. The results will be presented
by Harder + Company to the Health Commission in March and the Budget Committee
in February. The JCC, a subcommittee of the Health Commission will also receive
a report. Committee discussed.
10. Council Work Plan Update and Annual Retreat
Jack Newby provided an update on the upcoming Steering Committee Retreat and
the discussion of the Council Work plan and the draft agenda items. The current
work plan, other than policies and procedures, is on track. Committee discussed.
11. MOU Update
Jack Newby provided an update on the MOU and his discussions with Michelle
Long. MOU is nearly done and will be signed by the end of February and will
be on February Council Meeting agenda for a vote.
12. Review Council Meeting Agenda
Review and finalize next Council meeting agenda - Monday, January 23, 2005.
Committee reviewed the draft Council Meeting agenda and made suggestions. Council
Support noted.
ACTION: Council Support will make modifications to the draft agenda and revise accordingly.
13. Next Meeting Date and Agenda Items
Due to President’s Day, Monday, February 20, 2006, the next Steering
Committee meeting has been re-scheduled: Tuesday, February 21, 2006, same location.
Determine February agenda items.
No specific agenda items were discussed:
CM Allgaier adjourned the meeting at 6:43 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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