PLANNING COUNCIL MEMBERSHIP

The Planning Council needs a membership committee and a clear and open nominations process to choose new Planning Council members and to replace members when a member’s term ends or the person resigns. This includes making sure that the Planning Council membership overall and the consumer membership meet the requirements of reflectiveness—having characteristics that reflect the local epidemic in such areas as race, ethnicity, gender, and age, and representation—filling the required membership categories as stated in the legislation.

Reflectiveness refers to a Planning Council’s membership consisting of at least 33 percent HIV+, non-conflicted individuals who receive Part A funded services. (A non-conflicted individual is someone who is not an officer, employee, or consultant to any provider that receives Part A funds)

*Please note that council membership is limited to two representatives from any organization.

Your time on the Council

Planning Council meetings will be held ten times per year with strict adherence to its planning cycle.
The length of meetings vary anywhere from one hour to the entire day .
Members who miss three Planning Council or committee meetings during any calendar year will be removed from the council.
Membership shall be for two years and shall commence upon the date of approval. Members may serve consecutive terms if they meet all membership requirements, successfully complete the application and nomination process, and are reappointed.
No member may hold a voting seat for more than four consecutive years in any six year period, and may not hold a voting seat for more than eight years total.

Planning Council meetings will be held six times per year with strict adherence to its planning cycle.
The length of meetings vary anywhere from one hour to the entire day .
Members who miss three Planning Council or committee meetings during any calendar year will be removed from the council.
Membership shall be for two years and shall commence upon the date of approval. Members may serve consecutive terms if they meet all membership requirements, successfully complete the application and nomination process, and are reappointed.
No member may hold a voting seat for more than four consecutive years in any six year period, and may not hold a voting seat for more than eight years total.

New Member Application Process

Directions:

Please complete the application, and sign the Statement of Member Commitment. Return the completed form to:

Ryan White Office

54 Meadow Street, 9th Floor

New Haven, CT 06519

ph: 877-336-5503

Email: seaburg@collaborativeresearch.us

The New Haven/Fairfield Counties Ryan White Part A Planning Council is a federally mandated community group appointed by the Mayor of the City of New Haven.

Planning Council Representation

The Planning Council shall be composed of Members of racial/ethnic groups, such as Latino/Hispanic, African-American, Native American, and Asian/Pacific Islander, in proportion to the racial/ethnic demographics of the TGA.

At least one-third (1/3) of the total Planning Council Membership shall be non-aligned PLWH and who are eligible to receive Ryan White services. To ensure parity, inclusion and representation of all HIV service issues, PLWH, should include members of racial/ethnic groups in proportion to the racial/ethnic distribution of HIV cases in the TGA and include:

Youth
Co-infected with Hepatitis C
Recently released from a correctional facility within the last three years

These Members cannot have conflicts of interest with an organization receiving or that could potentially receive Ryan White funding.

The Planning Council shall consist of up to a maximum of Twenty-five (25) Members and shall include representatives of the following groups:

Health Care Providers including federally qualified and non-qualified heath centers;
Community-Based and AIDS Service Organizations serving affected populations;
Social Service/Housing/Homeless Service Providers;
Mental Health Care Providers;
Substance Abuse Service Providers;
Local Public Health Agencies;
Hospital Planning Agencies or Health Care Planning Agencies;
Infected/Affected Communities receiving Ryan White HIV-related services, including historically underserved groups and sub-populations. See above;
Non-Elected Community Leaders;
State Medicaid Agency;
State Agency administering the program under the Ryan White Part B Program;
Grantees under subpart II of the Ryan White Part C Program;
Grantees under Part D, or if none are operating in the area, representatives of organizations with a history of serving children, youth, and families living with HIV and operating in the area.
Grantees under other Federal HIV programs to include, but not limited to, Housing Opportunities for Persons with AIDS (“HOPWA”);
HIV Prevention;
HIV-Related Fields, e.g. Research and Development & Other Fields;
Community Stakeholders, including Faith-Based Communities; and
Representative(s) from the rural areas of the San Antonio HSDA.

Planning Council Reflectiveness

Reflectiveness refers to a Planning Council’s membership consisting of at least 33 percent HIV+, non-conflicted individuals who receive Part A funded services.

A non-conflicted individual is someone who is not an officer, employee, or consultant to any provider that receives Part A funds.

The Decision Process

What is a formal vote?

Formal voting is required for certain decisions such as membership, changes to By-laws and allocations. Robert’s Rules of Order or parliamentary procedure is used to guide voting processes with a motion made, seconded then discussed and voted upon. This process typically is through a show of hands with ‘yes’ votes, ‘no’ votes and ‘abstention. For some crucial votes, a written ballot is taken (voting for Co-Chair of the Planning Council). For more information, please see Robert’s Rules of Order.

What does it mean to abstain from voting and when should I abstain?

Abstaining means that you decide to NOT vote on an action.
You should abstain if you are presiding over a meeting, to be sure you are objective.
You should abstain if you have a conflict of interest (you or your organization could financially benefit from a decision).
You should abstain if you do not have enough information to vote. If you didn’t attend a previous meeting where discussion of the matter was held in detail, and this puts you at a handicap, then abstain on that vote.
Do not abstain if you are unsure about an issue. Seek information and come to a decision as part of your duty as a member.

What is a Quorum and why does it matter?

A quorum is a simple majority (50% or over of the total, if all Planning Council members are present this equals 13 or 52% of the 25 total members). A quorum must be present at each Planning Council meeting where voting occurs, and at each of the three (3) working committee meetings (Membership/Finance, Quality Improvement and Strategic Planning & Assessment–see Committees).
A committee meeting must have three (3) council members, one of which is the committee co-chair for quorum (or the ability to vote on matters that go forward to the Planning Council).

What is a Conflict of Interest and what does that mean?

A conflict of interest is when a member knowingly influences the outcome of votes or decisions that could financially benefit that member, the organization that they work for, or a service

Member Application

PLANNING COUNCIL MEMBERSHIP