Committee Members Present: Randy Allgaier (Council Co-Chair), Billie-Jean Kanios (Council Co-Chair), Charles Siron (I&P Co-Chair), Laura Thomas (Planning Co-Chair), Dorothy Kleffner (Membership Co-Chair), Mary Lawrence Hicks (Evaluation Co-Chair), Mark Molnar (Membership Co-Chair)
Committee Members Absent: Donald Soto (Council Co-Chair), Sparkie Spaeth (Evaluation Co-Chair), Bill Blum (POI Co-Chair), George Simmons (Planning Co-Chair), Devin Anderson (COA Co-Chair), Aimee Barnes, (COA Co-Chair), Ayisha Benham (I&P Co-Chair)
Other Council Members Present:
Others Present: Michelle Long, (Director, SFDPH, HIV Health Services)
Council Support Present: Jack Newby, Susan Latham, Ray West
1. Introductions
Council Co-Chair Allgaier called the meeting to order at 5:12. There was no quorum. Everyone introduced themselves.
2. Review/Approve Agenda
The group reviewed the agenda, and items 9/10/13 will be discussed first.
3. Review/Approve June 19th, 2006 Minutes
Approval of the June 19, 2006 and May 15, 2006, minutes will be placed on the next agenda.
4. Announcements
CM Tracy Brown had a medical emergency last week and will be on medical leave with an expected extensive recovery period.
Shanti will be looking for Volunteer Services/Training Director.
5. Public Comment
There was none.
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.
• I&P(Infrastructure and Policy) Committee Update
CM Siron discussed the joint meeting with Evaluation. The groups have decided to proceed with a pilot merger to become effective after September for approximately one year.• COA (Community Outreach and Advocacy) Committee: Update to include HOPWA, Housing & SRO Task Force; Update on Community Forum at The Metropolitan Community Church
There was no report given.• Planning Committee Update
See agenda Items 9,10,11,12, and 13• Housing Work Group Update and Final Report
There was no update.• Membership Committee Update
The next Membership Committee meeting scheduled for July 19, 2006 may need to be rescheduled due to a potential lack of quorum. This will result in interview rescheduling of two potential new Council members.Danny Garcia approved for September membership.
There was extensive discussion regarding committee quorum issues and Council retention. One question raised was how to ensure new members get satisfaction from participation and are productive.
CM Hicks suggested that exit interviews with exiting council members would be helpful in retention process. This was an accepted idea generally through group discussion.
Mr. Newby stated that he felt that recent Council resignations are in part due to a mismatch between Council needs and individual expectations. Further defining that a “change the world” mentality in short term is unrealistic.
CM Thomas confirmed that Council committees are the place for real work and understanding of roles within council.
Also discussed was the migration of Consumer Council Members to the COA committee negating the intent of Consumer roles throughout the council structure. maybe create group that supports the unaffiliated consumers on Council.
CM Kleffner discussed the inability to address retention issues due to amount of time it takes for committee to bring new members onto Council. Ms. Kleffner also expressed that a supportive environment was not there in the COA committee.
Mr. Newby discussed that Consumers feel comfortable in COA and also discouraged. The need of the PWA caucus is to have a voice and to bring recommendations to Council for whatever issues they feel needs Council attention.
CM Hicks discussed that retention is responsibility of entire council. In addition, the Council should make an attempt to grab the opportunity and discuss exiting reasons with departing members at this point.
Ms. Latham expressed that Council Support does great explanation to new council members regarding expectations, council structure, etc.
• Evaluation Committee Update
There was further discussion regarding the merger with the I&P committee. The merger pros include the concept that the committees compliment each other, and a recognition that needs may change with reauthorization and also the makeup of council issues.An evaluation will assess how committees overall will best meet the needs of the Council.
• PoI (Points of Integration) Update
There was no update.
7. HIV Health Work Group Process Update Randy Allgaier
The group is preparing a call to action for larger community process to include health and prevention in light of the care reauthorization changes.
Susan Strong has been hired to mediate this planning process.
The final document is in a final development stage. It will then proceed to the committee and future is unclear. A larger community planning process is then expected. A problem however is that no funding is currently allocated for the process.
There is not enough information available for this grant cycle. Co-chairs met and will bring up concerns at a future meeting.
This will be a large process there may be a need for a facilitator. The question to be called is to have funding put to this issue since the next part of the process is critical.
This call to action is a dynamic process but resources are unclear. More information will be available at the next meeting.
There was discussion of the need for advocacy of the action and also inclusion of key decision makers at the table. The document is moving towards this stage of the process.
8. Discussion and Possible Action Regarding the Merging of the Infrastructure and Policy Committee and the Evaluation Committee
I&P and Evaluation had quorum and would like to proceed to full Council for pilot merger.
AGENDA item for NEXT FULL COUNCIL MEETING.
9. Discussion of July and August Full Council Meeting Schedules and Agenda Items - VOTE
The committee will discuss possible meeting schedules and agenda items.
• Monday, July 24th meeting, 4:30-7:30pm, The State Building, 455 Golden Gate Avenue, The San Diego Rooms A, B & C
• Monday, August 14th, 4:30-7:30pm, The State Building, 455 Golden Gate Avenue, The San Diego Rooms A, B ONLY
• Monday, August 28th, 4:30-7:30pm, The State Building, 455 Golden Gate Avenue, The Benicia Rooms A, B (no microphones)
Strike these items.
10. Ryan White CARE Act Reauthorization Update
CM Thomas stated that the “Big 4” had met last week to do markup on the proposed new legislation and nothing has come up to move forward. There are a number of potential proposals being discussed, but nothing definitive.
Potential proposals include a discussion of resource allocation formula.
There was further discussion of individual perceptions regarding the option of applying for a waiver for the next funding cycle.
11. Discussion and Possible Action Regarding Policies and Procedures Manual – VOTE
• Media Contact and Public Information Policy
Approved by I&P July 6, 2006
To be presented at the next Council meeting.
• Yahoo! Group Policy
Approved by I&P July 6, 2006
To be presented at the next Council meeting.
• Committee and Work Group Motion and Voting
Approved by I&P July 6, 2006To be presented at the next Council meeting.
There was extensive discussion regarding this proposed policy regarding a potential of being too restrictive.
CM Siron stated that an issue occurs when Council Members attend committee meetings and make motions and vote when they are not on that home committee.
While some agree that there should be some privileges to being on a home committee, there were others that felt the policy would be too restrictive.
The issue will be presented at the next full Council meeting.CM Kanios inquired about the role of steering when quorum does not exist. It was generally agreed that the role was to streamline, but not end debate.
• Term Lengths
Approved by Membership and I&P May 4, 2006
To be presented at the next Council meeting.Mr. Newby affirmed that this policy pertains to the process and timing for Council reapplication.
CM Allgaier stated that the policy puts the responsibility of renewal on the person renewing.
The current policy is implied and not formal and that is reason policy is being initiated.
These four policy proposals will be submitted to the Council individually and not as a package.
12. Review Council Meeting July 24th and August 14th Agendas
Review and finalize next Full Council meeting agendas for Monday, July 24, 2006 and Monday, August 14, 2006 . The meetings will be located at the Milton Marks Convention Center, 455 Golden Gate Avenue, Lower Level, at the San Diego Rooms.
NOTE: The August 14 meeting will be in Rooms A&B only.
• Scheduling Full Council July and August presentation(s)
• Prioritization and Allocation Timeline for August Summit Meetings
• DPH Reggie and Quality Management Report
These meeting dates were discussed and agreed upon by those present.
13. Prepare for Prioritization and Allocation Summit, Discussion of Issues and Decision- Making Process
Draft Format:
• 9am – 5pm, Thursday, August 24th
Eureka Valley Recreation Center, 100 Collingwood Street, San Franciscoo Review the Ryan White CARE Act Reauthorization
o Review Data and Summary Sheets
o Priority Setting• 9am – 5pm, Saturday, August 26th
Eureka Valley Recreation Center, 100 Collingwood Street, San Franciscoo Resource Allocation
o Develop Scenarios
The agenda for these meetings will be put together by Susan Latham.
Welcome and introductions will occur on first day. In addition there will be a review and update of the information to be presented.
The recommendation will be that Home Health categories will be placed into the top tier and all other categories will remain in place. A second focus point will include resource allocation and developing scenarios. Instead of reauthorizing in the middle of the process, the recommendation will be that reallocation is done according to current law. At the end of the process, the group should then look at a 75/25 scenario.
In developing scenarios expect a considerable amount of time to be spent on the 10-15% flat cuts. However, flat funding is the intended recommendation.
CM Allgaier stated concern over the overall pressure to change in this grant cycle. The funding changes would occur in this calendar year is the impression. There also was the reminder that we are not alone in this process. It is expected that HRSA should allow time for change considering the number of jurisdictions involved.
The consensus was that the presentations would be highlighted for time considerations and Council Support will do the summary of presentations. Included in these summaries will be the executive summary of the current needs assessment.
Other issues for summit inclusion:
Ask Mr. Goodwin to attend for a second day of presentations.
Add to August 14th AGENDA County Budget presentations
Other counties will do other funding budgets. San Francisco scenarios will only be for San Francisco County.
14. Next Meeting Date and Agenda Items
Determine the next Steering Committee meeting and agenda, Monday, August 21st, at the same location.
Adjournment
CM Allgaier adjourned the meeting at 6:45 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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