Community and Government Leading Through Collaborations: Approving the Changes to the Bylaws

1. Community and Government Leading Through Collaborations: Approving the Changes to the Bylaws and Transition Plan HIV Prevention Planning Council January 12, 2012

2. OUTLINE OF PRESENTATION • Review the process used to develop revised model • Approve the changes to the bylaws • Approve the transition plan

3. PART 1 Review the planning process

4. TIMELINE You are here

5. WHAT ARE BYLAWS? • Bylaws: • written rules of operation • Policies and Procedures: • describe the processes that carry out the bylaws Focus on today Part of transition plan

6. PART 2 Motion to approve the Changes to the Bylaws

7. RECOMMENDED MODEL Community Engagement Meetings Work Group HIV Prevention Advisory Council (HPAC) Executive Committee Work Group

8. MOTION The Jurisdictional Prevention Planning Work Group moves that the Council accepts the changes to Bylaws

9. Article I: Name & Mission Page 1: Yellow • The name was updated to the HIV Prevention Advisory Council (HPAC)

10. Article II: The Purpose of the HPAC Page 1: Yellow • The purpose of the HPAC is to support broad-based community and stakeholder participation in HIV prevention planning, in order to prioritize populations and geographic areas heavily impacted by HIV, identify priority HIV prevention needs, ensure that resources are allocated appropriately, and identify gaps in the service delivery models.

11. Article III: Membership Page 2: Lavender A. Composition and Number of Members: • No fewer than seventeen (17) and no more than twenty-three (23) voting members, this includes the Governmental Co-chair and the six (6) appointed members (the following seats will be listed in the policies and procedures manual: Community Behavioral Health Services, Community Oriented Primary Care, Housing, HIV Health Services Planning Council, Jail Health Services and STD Prevention and Control). • There will be an additional two non-voting seats for San Mateo and Marin County. • Removal of ex officio members

12. Article III: Membership (cont.) Page 3: Lavender B. Application, Selection and Appointment of Members • The protocol for submission, review of applications, selection and appointment of members should be clearly delineated in the policies and procedures manual. • Parity, inclusion, and representation is based on the HIV epidemiologic profile of San Francisco, not the national profile, and this shall be reflected in the composition of the full Council. • Members are responsible for attending all full Council meetings, at least one (1) community engagement meeting, and participate in at least one (1) Working Group each year. • Removal of language that references committees.

13. Article IV: Officers Page 4 & 5: Salmon A. Co-Chairs • Community Co-Chairs must be voting members that are not the appointed members. F.-J At-Large Members • This is a new section outlining the roles and responsibilities of the At-Large Members in the bylaws. It includes a provision that indicates if a Community Co-Chair cannot attend a Council meeting, an At-Large Member can step in to support the proceeding of the meeting. • Removal of language that references committees.

14. Article V: Meetings Page 6: Goldenrod D. Co-Chairs Removal of Roberts Rules as the parliamentary procedure to run the meetings of the Council. The new procedures will be identified in the policies and procedures manual. • Removal of language that references committees.

15. Article VI-Committee and Working Groups Page 7 & 8: Lime A. Standing Committee • One (1) standing committee: the Executive Committee made up of the three Co-Chairs and the At-Large Members. • Replace the word Steering Committee with Executive Committee. • Removal of the Section on Committees.

16. MOTION The Jurisdictional Prevention Planning Work Group moves that the Council accepts the changes to Bylaws

17. Questions (Public Comment on this item)

18. 15 MINUTE BREAK

19. PART 3 Motion to approve transition plan

20. MOTION The Jurisdictional Prevention Planning Working Group moves that the Council accepts the transition plan, with the transition of the composition and number of members to begin on July 1, 2012.

21. TRANSITION PLAN Form two (2) Working Groups Membership Working Group Policies and Procedures (P&P) Working Group

22. MEMBERSHIP WORKING GROUP • Review the grants and identify the characteristics of the stakeholders in the announcements. • Review the current membership to see if any members fit the criteria to fill the appointed seats. • Identify a criteria to fill the non-appointed seats for the Council. • Develop an application process, protocol for submission, review of applications and selection of Council members. • Develop a process which will allow current Council members to engage in the work of the Council at the work group level.

23. P&P WORKING GROUP • Update language to reflect changes in the bylaws • Clear process for applying and selecting non-appointed members • Roles and responsibilities of appointed members • Update of new responsibilities of At-large members • Update attendance policy • Meeting procedures to replace Roberts Rules of Order • Process for electing Community Co-chairs

24. TIMELINE • The Working groups meet from February through April • Working groups present their recommendations to the Council on May 10, 2012 • The transition on the composition and number of members begins on July 1, 2012

25. MOTION The Jurisdictional Prevention Planning Working Group moves that the Council accepts the transition plan, with the transition of the composition and number of members to begin on July 1, 2012.

26. Questions (Public Comment on this item)

27. ACKNOWLEDGMENTS: Work Group and Steering Committee Members • Grant Colfax • Michael Discepola • Charles Fann • Celia Maria Gomez • David Gonzalez • Isela Gonzalez • Jose Luis Guzman • Weihaur Lau • Eileen Loughran • Derrick Mapp • Israel Nieves-Rivera • Kyriell Noon • Frank Strona • Tee Tagor