MN HIV Services Planning Council
Meeting Minutes for September 10, 2002
Division of Indian Work

 

I.                  Welcome and introductions; lighting of the candle

Judi began the meeting at 12:45.  She began by sharing how valuable this experience has been for her and said she will continue to participate as a community member of needs assessment.  As she lit the candle she asked everyone to remember those who have passed because of this disease and who are living with the disease every day.  She also asked that we remember those who passed away because of September 11, 2001 with a moment of silence.  Introductions went around the table.

 

II.          Review the minutes and proposed agenda

MOTION:  Dave Rompa moved Paul seconded approval of the minutes.  Passed unanimously.  Additions to the agenda are a staff update and a Task Force update after the co-chair update.  There are no committee reports today because of the training scheduled for the last two hours of the meeting.

 

III.   Open Forum

No one came forward to speak.

 

IV.     Co-chair update

Judi shared that we have gone through the prioritization process and she felt it has improved substantially over the course of the years she’s been involved with the Planning Council.  She then expressed her appreciation to staff and the Planning & Priorities committee for all of their hard work on the prioritization process.  She then shared that we will be voting on new members and thanked Wardell and the Operations Committee for all of their hard work on the recruitment process.

 

Jerry and Judi then passed out Certificates of Appreciation to all of last year’s co-chairs and thanked them for their hard work.

 

Jerry said a few words, thanking everyone for their participation and the effect his work on the Planning Council has had on his life.

 

Mary Doyle then acknowledged the dedicated work of the Planning Council co-chairs.  And presented them with Certificates of Appreciation and gift certificates.

 

Mary Doyle then gave the staff update.  She emailed the Continuum of Care out to everyone.  This has also been included in the information handed out for the blue notebooks.  She will also be distributing the critical issues for the Comprehensive Plan for review by the Planning Council.  She also shared that there will be a training on facilitation and conflict resolution sponsored by the Title I grantees on September 29^th from 8:30 to 12:00 at Snelling Office Park.  This is the third in a series of collaboration trainings sponsored by the grantee and the Planning Council is invited.

 

V.       Co-chair and new member elections

Staff passed out information about the candidates for Planning Council membership.  Planning Council members then asked for some additional information about the candidates and the process.  Planning Council members then voted for the slate of candidates. 

 

MOTION:  Dave moved Sheila seconded accepting the slate of co-chairs with the addition of Mary May as the Operations Committee co-chair.  Passed unanimously.

 

Megan shared that even though she was looking forward to being a co-chair she was surprised that when the discussion occurred in committee meetings that she was the only person eligible to be a co-chair for Planning & Priorities.  She feels it would be helpful to mention this to new members as they come on the Planning Council and suggest that they may be tapped for a leadership position.  Sarah Senseman expressed the same concern about being a relatively new member and becoming a committee co-chair.  Mary Doyle shared that this was problematic this year because of the number of members leaving the Planning Council and the expiration of term limits for many of the committee co-chairs.

 

VI.          Prioritization outcomes and discussion

Planning and Priorities Committee co-chairs

Staff passed out the results of prioritization.  Linda Brandt reviewed the results.  Mary Doyle will ask for an evaluation of the process used for prioritization at the end of this meeting.  It will also be emailed to members.  This is where people will be able to give feedback on how they felt it worked.  Lori then briefly explained how the rankings were derived and Planning Council members were then given the opportunity to ask questions.  Bob expressed his concerns about not being able to address specific questions in more detail – he feels that prioritization is the root of the work the Planning Council does and understanding the process used and being comfortable with it is more important than training.  Several other members expressed concern about the relationship of allocation to prioritization.

 

VII.   Title I update and proposed budget

Jonathan Hanft and Lori Lippert

Lori then presented the proposed budget and the assumptions that were used to develop the budget.  Planning Council members then asked specific questions related to the assumptions used to develop the budget.  Debra specifically asked how the Minority AIDS Initiative (formerly Congressional Black Caucus) dollars are used. She asked that in the future we look at this pot of money a little differently to ensure that the funds are earmarked for minority initiatives.  Lori then reviewed the proposed budget for the application based on the assumptions developed and the priority rankings established by the Planning Council.  The bottom line is that if the grant comes in approximately as we estimate it, the services that have been funded in the past that won’t be funded in the future are home health care and benefits counseling.  Bob O. suggested we have more detailed information about how things have changed over the years, including the MAI funding.  Juan asked if a discussion will happen about how prioritized services will relate to the Continuum of Care and whether core services are being funded.  John reminded people that there are other funds that exist in the community for many of these service areas and that this prioritization is for Ryan White funding only – he used home health care as an example. 

 

MOTION:  Dave moved Linda seconded accepting the proposed budget as a submission budget for the application with an assurance that the Executive Committee will guarantee at least thirty minutes at the next meeting.  This would be to accommodate further discussion about the relationship of the prioritization process and the proposed budget.  Passed unanimously. 

 

VIII.          Parliamentary Procedure training

Don Sikkink

Mary Doyle introduced Don Sikkink professor emeritus from St. Cloud State University. 

Don began by giving a bit of background on himself and his experience with parliamentary procedure.  Materials were passed out and Don said that everyone could review them in detail at another time (extra copies are available by calling the office at 612-728-7538).  Don began be briefly reviewing the materials beginning with his interpretation of the definition of parliamentary procedure.  One thing he emphasized is that there are no set rules to be used but recommended we developed our own set of rules to use as a guideline and find a book to use as a source for questions.  One key point made is that unanimous consent is a widely used way to move through agenda items without a formal motion.  Participants then wrote questions for Don that Mary Doyle grouped them so Don could respond. 

 

IX.            Task Force update

Julie Hanson gave the update.  She reported that the Task Force reviewed the grant application and they reached concurrence (this is a good thing).  The results of the prevention grant are out – you see the results on the website at www.health.state.mn.us.  MDH is hiring a new staff person to work with the African population.  Julie also thanked Sheila on behalf of MDH for her past participation on the Planning Council as the MDH representative.

 

IX.          Meeting Evaluation

Members filled out the meeting evaluation and were also given an evaluation for the prioritization process.

 

Adjourned at 4:40 p.m.