Members Present: Rita Castro (Interim Chair), Dennis Nelson, Marla Madison, Sam Guerrero, Jerry Oliver

BVCOG Staff: Crystal Crowell, Christopher Hamilton

Rita Castro called the meeting to order at 1 p.m.

Ms. Castro stated that she would be the Interim Chair of the Membership Committee until a new committee chair is placed. She is going to contact Christine Harris about becoming the Membership Committee Chair. If Ms. Harris declines, Ms. Castro will continue to be Interim Chair until Sam Guerrero takes over and Planning Council Chair and can appoint a new Membership Committee Chair at that time.

Crystal Crowell and Christopher Hamilton discussed some topics for the Membership Committee to begin thinking about. Ms. Crowell noted that many of the items were brought up in previous discussions, but no action had been taken.

Topics for the committee to think about include a policies and procedures manual for the Membership Committee, retention of applications in various circumstances such as when Planning Council positions are completely filled, recruitment to augment the Planning Council, trainings for new members, and discuss core competencies.

The question of what areas are needed for recruitment was brought up. Specifically, can the committee look at the composition of the Council to determine what competencies are needed, what geographic areas are not represented, as well as other factors that will round out the Council membership. It was suggested that the forthcoming Consumer Committee may be a source of recruiting.

Other questions that were raised for the committee to think about include the policies for retaining applications, procedures for notifying applicants that were voted in and applicants not voted in, and voting procedures for applicants.

The committee asked for a list of the topics to consider as well as a priority ranking and draft timeline suggested by BVCOG.

In relation to core competencies, it was suggested that the Membership Committee receive each month a report of the core competencies of each committee and the Planning Council. BVCOG will send this to the Membership Committee each month.

At the August 9 Planning Council meeting, a survey will be distributed to all council members asking them to rank the competencies needed for each committee and the Planning Council as a whole. The results of this will be needed by the Membership Committee in forming a membership plan.

Ms. Crowell brought up the orientation manual for new members. A draft manual was done, but no further action was taken. It was suggested that this draft be reviewed and work continued on it rather than start anew. Another item related to this is a recruitment brochure that can be used for potential applicants, explaining what the council does and expectations of council members. It was noted that HRSA/HAB has produced a document about Ryan White C.A.R.E. Act that would be useful in this respect.

The question of who would train new members of the Planning Council was raised. It was suggested that that be another item for the Membership Committee to discuss.

The list of to-do items for the committee was determined:
° Develop a membership plan,
° Develop policies and procedures for the committee,
° Create an orientation packet for new members,
° Recruit new members to the Planning Council,
° Create a recruitment brochure.

The committee decided to start by examining reports of the competencies of committees and the Planning Council. It was agreed that targeted recruitment would be the best approach at this point. Mr. Hamilton will send to the committee reports on the current competencies of each committee before the next Membership Committee meeting.

A suggestion was brought forward of integrating recruitment efforts with other entities such as the CPGs or Title I.

The committee asked for examples of membership materials from others areas prior to developing new materials. Mr. Hamilton will send available materials to the committee prior to its next meeting.

The committee agreed that some form of recruitment should take place while developing the membership plan, then proceed to the other tasks. This will be discussed at the next meeting of the Membership Committee.

The meeting was adjourned at 1:35 p.m.