MN HIV Services Planning Council
Meeting Minutes for February 12, 2002
MN AIDS Project
David Bergquist Don Anderson
Linda Brandt Norma Atuesta
Willie Bridges Michael Allen Beyer
Clarence Charles Sheila Brunelle excused
Megan Ellingson Mary May excused
Frank Guzman Tim O’Brien excused
Jim Huber Sara Rybicki excused
Efren Tovar Leon Michelle Sims excused
Judi Marshall (Co-chair)
Nick Metcalf
Steve Moore
Jerry Moss (Co-chair)
Bob Olander
Helen Doris Reed
Debra Smith
John Whalen
Guests:
John Taborn
IGA Present:
Michelle McCafferty Dave Rompa
Staff: Consultants:
Mary Doyle Juan Jackson
Wardell Thompson Barbara Simpson Epps
Mary Dwyer (minutes) Becky Kroll
Jerry called the meeting to order at 9:10. Clarence lit the candle. Introductions were made around the table.
II. Public forum
There was no presentation for the public forum.
III. Review and approval of the minutes and agenda
MOTION: Helen Reed moved Debra Smith seconded approval of the minutes. Passed unanimously.
IV. Co-chair report
Jerry Moss announced that we would be holding a special Planning Council meeting to finalize the budget on February 26th at the Division of Indian Work Dakotah Lodge from 1 p.m. to 3 p.m.
A. Award update, if available
We have not received the grant award as of this date. Jennifer passed out a summary of the Service Area reallocations that was presented last month.
B. Spending update
Jennifer handed out the spending report for the last three quarters. Members asked clarification questions about the work plan for the Quality Management position and the administration and Planning Council budgets in addition to questions about under/overspending in several service areas. Translation and interpretation is a new service and providers may have developed other ways of dealing with the need – which will probably change as the service becomes better known. Emergency financial aid is typically used in the first and second quarters of the year.
NEXT STEPS: Jennifer and Mary Doyle will be meeting about the Planning Council budget for the next year and looking at projected versus actual numbers.
C. Reallocation
Jennifer passed out information about reallocating some funds. She shared that the spending update would be needed to look at the reallocation of funds. Specifically housing assistance has had a shortage and is the main area of movement for funds. MOTION: Jim Huber moved Helen seconded approval of the reallocation of funds proposal that Jennifer presented. Passed unanimously.
A. Grant application
Julie Hanson said they have been working with DHS on the grant application for Title II – it went out last week. She passed out a sheet for people to request a copy of the application.
B. ADAP carryover
Julie gave an overview of the ADAP carryover money that’s been unused for the last few years. HRSA has given approval to the DHS plan for carryover. The amount is almost $1.7 million. This money can only be used to purchase drugs, pay for insurance and some medical adherence and outreach. DHS will be adding reimbursment for insurance co-pays and deductibles. This may take a while to get up and running. Clarence asked for clarification of outreach. Julie shared that this is intended to get people who are positive into programs. Becky asked when co-pays would be covered. Dave Rompa and Jim Huber said they would hope it would be in place by fall – the hold up at the moment is with MIS. They will provide monthly updates of the progress.
Julie Hanson began by introducing Debra Ehret – the new staff person working for MDH who will be staffing both working groups. The statewide group will be meeting for the first time Thursday at MAP.
The linkages group met for the first time earlier in February. They will be looking at counseling and testing as one of their first issues. They will be looking at the process in order to prepare a recommendation to include counseling and testing in time for the Planning Council prioritization process. They are also looking at the Continuum of Care to see how that can be linked with prevention. They will be meeting again on March 5th from 3:00 to 5:00 pm atthe MDH office in Snelling Office Park. Information that they collect may be brought to Planning and Priorities or Needs Assessment to consider including in the prioritization process.
VIII. Conflict Resolution process development
John Taborn
Mary Doyle introduced the process for conflict resolution that she is proposing to the group. We will be using a three-step process. Today John Taborn will help us set up a process for how we settle conflicts in meetings, as a short-term approach. Then Barbara Simpson Epps, Mary Doyle and John Taborn will devise questions that Barbara will use to interview each member individually. Finally we will have a full day retreat to pull apart some of the issues that come up during Barbara’s interviews. This will, hopefully, enable us to develop a long term, proactive plan, in addition to the short-term action/response process.
Conflict is a necessary and desirable part of a planning process and is present in almost all groups. The Planning Council is very diverse-which is good in terms of doing good planning for the EMA and the state. Conflict only becomes a problem if it impedes people from sharing their resources with the group. This will limit the decisions made by the group because all perspectives and information will not be present. Dr. Taborn is a counseling psychologist and has lots of experience with HIV/AIDS and was formerly on the staff at the University of Minnesota.
Dr. Taborn began the discussion by asking the group if there is a current process in place. Members indicated we didn’t have a formal process. He continued by discussing developing a process. Members then brainstormed responses to pointed questions that John asked – many of which related to what we see as the ideal process. Linda Senes posed a question about the need for a process like this. Members shared their thoughts and feelings about the need for a more formal process. Discussion continued about focusing on issues vs. personal concerns and what the process should be for resolving conflict. Much conversation continued about establishing ground rules.
Discussion continued about keeping our eye on the prize – making sure we’re staying true to our mission. There probably will be conflict if people are addressing the issues honestly but that will also stimulate conversation about real issues. John summarized the process by saying that there is a need to keep a focus on the overall purpose of why we’re all here, there is a shared common sense of purpose – it needs to be clear. He also said there is a need to develop this process, including designating a person to take responsibility for monitoring discussions to call the process when it needs to be addressed. The person charged with this responsibility should be someone present at all the meetings. Mary Doyle could note a conflict and then a committee member could be designated to facilitate the conflict resolution process. Mary Doyle suggested that a subcommittee be put together to develop or select some models for the process – she thought one meeting would do it. People who expressed an interest are Helen, Judi and Clarence. They will meet with Mary Doyle. Friday, April 12th is the proposed date for the all day retreat.
A. Executive Committee
By-law revisions for HIV+ & Community Participation
Jerry shared the two by-law revisions that were brought to the Executive Committee by the HIV+ and Community Participation committees regarding their roles and responsibilities. MOTION: Helen moved Clarence seconded distributing the proposed by-laws changes for the HIV+ Committee to the full Planning Council for a vote next month. Passed unanimously. MOTION: Helen moved Bob Olander seconded distributing the proposed by-law changes for the Community Participation Committee to the full Planning Council for a vote next month. Passed unanimously.
B. HIV+ Committee
Time change proposal
Debra Smith presented the proposal from the HIV+ Committee to reverse the times of the HIV+ Committee and Planning Council meetings. This would enable the HIV+ Committee to prepare members for the Planning Council meeting; help with training and education of members and ease driving stress of those members coming from outstate Minnesota. MOTION: David Bergquist moved Helen seconded changing the meeting times - the Planning Council will meet from 12:30 to 3:30, the HIV+ Committee will meet from 10:00 a.m. to 12:00 noon on the second Tuesday of the month beginning in July. Passed unanimously.
C. Community Participation Committee
Clarence presented a report from the committee. He shared that the committee has revised their roles and responsibilities to include working with staff on communications issues such as the website and newsletter. This change in workplan has been presented to the Operations Committee, which was charged with these responsibilities. They have approved the transfer of responsibilities. The HIV+ Committee will also be working on enlisting more involvement from those in outstate Minnesota by working with the statewide working group. Clarence also shared the status of the committee membership: Clarence, Bob Tracy, Sarah Rybicki, Stephen Rocheford from Lavender, Helen Doris Reed, Tom Thein from MN Men of Color and Amy Goldstein from MAP, Eduardo Parra – IGA, and Linda Atlas, IGA.
D. Needs Assessment and Evaluation Committee
Mary Doyle gave the committee update. Tracy Sides made a presentation about emerging populations that she will bring to the full Planning Council.
The committee continues to address the Consumer Satisfaction Survey and training issues for using data for the prioritization process.
E. Operations Committee
Helen shared that the meeting time has changed – the committee will be meeting on the third Thursday of the month at Hennepin/Powderhorn Partners from 9:00 to 11:00 am. We are working on an evaluation tool for meetings. She then discussed the proposed attendance policy. MOTION: John moved David Bergquist seconded approval of the revised attendance policy. Linda Brandt brought up the issue of unexcused absences when members are participating in a committee that meets more than once a month and discussion continued. Motion did not pass. NEXT STEPS: The Attendance policy will return to the Operations Committee for reworking.
Linda provided the update from the committee’s last meeting. The committee discussed whether or not they could go back and change the principles that were used in developing this year’s budget. She shared the history of the process. The committee considered reopening the budget principles because new information, that may have been used to make decisions, became available. The committee decided not to reopen the budget principles. It was felt that the budget principles are typically decided on before the award is given to avoid basing decisions on specific funding information. They would like to continue that process. If funding is cut service areas may lose funding because the service area was on the bottom of the prioritization list. As funding continues to fall off we may have this experience more in the years to come. We chose not to change the principles; including 2% COLA to agencies with staff and 10% increase to those who were under funded.
G. Task Force update
Nick Metcalf provided an update of the task force meeting. Everyone is invited to the next meeting on February 22nd beginning at 12:00. Mary Doyle will send out another notice to Council members inviting them to attend. Lucy Slater will now be a Task Force co-chair.
X. Announcements
Clarence shared that he and Helen Reed were able to attend All Kids Count and said it was very helpful. He passed out copies of a report that was presented regarding disparities in youth.
Jerry reminded the committee that this weekend is the conference for people living with HIV/AIDS. Also the Black Heritage Award Banquet is being held on Friday night. At another event on Saturday night Sharon Sayles Belton will be honored - tickets are $35 and the event is black tie.
MOTION: David Bergquist moved Clarence seconded adjournment of the meeting. Passed unanimously.