Committee Members Present: Charlene Pugh, Charles Siron
Committee Members Absent: Elyse Graham
Others Present: Leah Crask (Council Adm. Asst), Deborah Kingori (Program Assistant),
Russ Zellers (HHS), Laura Thomas (Continuum), Naomi Prochovnick, Michelle Long
Dixon (HHS)
1. Introductions
2. Review/Approve Agenda
The agenda was approved.
3. Review Minutes
The minutes of January 7, 2004 were approved.
4. Announcements
•
April’s meeting must be moved to Tuesday the 13th 5:30-7. This meeting
will follow the Planning Committee meeting.
5. Public Comment
There was no public comment.
6. MAI Funding
Russ Zellers (HIV Health Services) discussed Minority AIDS Initiative Funding.
If the funding is reduced, cuts will be made from the bottom up. This would
affect Outreach first. Russ Zellers touched upon the issue of what should be
done with MAI funding. He put together a brief summary of the legislation and
what we are buying. This comes to just over a half million dollars. The funds
will be used to:
•
To improve health related outcomes for African Americans, Latinos, Native Americans,
etc.
•
To improve medical support service capacity
•
For EMA wide activities such as the San Mateo County Outreach (this targets
agencies)
Russ Zellers started a general discussion of how the un-funds should be used.
He asked whether the Planning Council should target specific groups, such
as transgender and African Americans and Latino clients with substance
abuse problems.
He is seeking feedback to determine if there a desire to have the money spent
for a certain purpose, or if anyone the Council wishes for changes to occur.
Last year a cut was made to MAI. MAI funding is one of the few areas in which
our president has proposed a small increase. It might not happen. MAI funds
are much larger than Title One funds. The chance of having a monolingual
substance abuse person is unlikely.
Michelle Long Dixon expressed that the Council has the opportunity to observe
services that it is currently funding. In addition, she reminded the Council
that there is an initiative going forward for an integrated service model
for the Bay View/Hunters Point neighborhood. There is an expectation that
there
will be some funding to put in place. That could be tied into this funding,
or the ISM funding. Since there are so many programs in this initiative,
this initiative has an extra level of administrative responsibility to it.
There
are many programs to keep track of and justify to HRSA on a quarterly basis.
Administratively, it is difficult money to manage. These strong programs
work well to serve the populations. They are doing well and most are out
of start-up
money at this point.We need to make sure that this meets with the prioritization
goals.
7. Review Draft Master Council Calendar –VOTE
The Committee reviewed the draft Master Calendar and decided on forwarding
the draft to the Steering Committee. Please refer to your master calendar
handout. The only part missing is the evaluation because it was just done
last night. Council Support is going to alter the format of the next calendar
to make it more “user friendly.”
The I&P Committee voted in favor of forwarding the Master Calendar to the
Steering Committee.
8. Discussion Completion on the MOU –VOTE
The Committee discussed completion of the MOU and brought the document to the
Council for a vote.
There was a request to add language in the MOU revolving around quality management.
The grantee has all of the responsibility for the quality management program.
Idea for wording: “The Council will participate in quality management
activities, as appropriate. We invite you all to participate in the development
of standards of care.” Another idea is to have a presentation and a quality
management update. Perhaps the Council would use information gathered on quality
management in their prioritization process of assessment of the effectiveness
of programs. The committee discussed the wording of a quality management section.
Leah Crask will add a quality management section to the end of the document.
The Committee voted to approve the document as amended and forward the draft
to the full council for a vote.
9. Development of Committee Procedures
The Committee began to develop Policies and Procedures for the Infrastructure
and Policy Committee. The items discussed were:
•
Un-obligated funds policy
•
Severe needs definition
•
Master calendar
•
By-law revision
•
Oversight of committee structure and committee policy and procedures
•
MOU
Discourse on frequency of reviewing
Un-funds and rollover-look at previous year’s use of funds
Maintain a historical memory of how funds policies worked from year to year
Survey council members regarding issues with the by-laws (send by-laws to the
entire council with a couple of questions and ask for changes. Check HRSA guidance
on legislation when reauthorized for changes)
Maintain overall Council Policies and Procedure Manual and all Committees Policies
and Procedures
Leave room for other Council definitions to come to I&P
10. Co-chair Job Descriptions
The Committee discussed and began to develop co-chair job descriptions.
CM Siron is going to develop the co-chair job descriptions. He suggested that
Council co-chairs have a 2-year term. In order to change the term, a change
in the by-laws is necessary.
11. Review Prioritization Calendar
The Committee reviewed the Prioritization Calendar to define Committee activities
and presentations.
The three year plan will be done in Planning. Year two will start in March.
Review the Planning Council Support staffing plan and make sure that it is
adequate to meet the Council’s needs. This needs to be discussed in Steering
in order to fit it into the schedule.
Planning Council Support needs to be looked at in the following ways:
•
Is the current provider providing services and is the council getting the support
as described in the contract?
•
Does the current staffing pattern and resources match the Council’s need?
•
Are there new initiatives or programs you would like to take on, that would
require additional funding and staffing?
In December, we can review Council Support needs. In January we could make
recommendations to the Council.
12. Next Meeting Date & Agenda Items
•
April’s meeting will be moved to Tuesday the 13th 5:30-7
•
Look at the Policies and Procedures again
•
Vote on the Policies and Procedures
•
Co-chair job descriptions
•
Look at review, and vote on the un-obligated funds
The meeting was adjourned at 7:00 P.M.
Meeting minutes are considered to be in DRAFT form until reviewed and approved
by Council attendees.
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