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Needs and Resources Committee
The purpose of the Needs and Resources Committee is to conduct
an annual Resource Inventory of all HIV/AIDS services; determine the
needs of the clients and communities served by HIV/AIDS services through
focus groups, surveys, interviews, and other acceptable methods; guide
the Needs Assessment processes utilized by the Lead Agency for various
required documents.
Standards and Quality Committee
The Standards and Quality Committee will set Standards
of Service for the entire continuum of HIV/AIDS services, participate in
the development and implementation of a quality management plan on those
services funded by allocations from the Planning Group, and other
HIV/AIDS services that choose to voluntarily participate in quality
management plan development. The committee will work to enhance linkages
and create a seamless system of all HIV services in Area 12. The goals
of the committee will be to develop an annual action plan and evaluate
the HIV services to all populations in Area 12 identified in the
Comprehensive Needs Assessment and the Comprehensive Statewide Plan.
Priorities and Allocations Committee
The Priorities and Allocations Committee will conduct priority
setting and allocation tasks as required by the Florida Comprehensive Planning
Network for the Bureau of HIV/AIDS for the Ryan White Part B funding, as well as
by other funding sources. At least 25% of the Priorities and Allocations
Committee members must be people living with HIV/AIDS.
In determining priorities and allocations, the committee will rely on the
work produced by the Needs and Resources Committee, which will have direct input
from consumers, local AIDS services organizations and the Health Department.
Planning Group Bylaws will guide Conflict of Interest, all committee members
will review their Conflict of Interest statements to insure that they are
current and all committee members will complete Conflict of Interest forms. All
committee members should place the needs of the entire HIV population above any
specific concerns.
No more than one member from any agency may vote on the
committee, these agency representatives will determine and notify the
chair which member will vote. Committee members who are also Ryan White
Part B service providers may not vote on their own service categories
and are expected to treat all categories fairly. The chair will enforce
the conflict of interest policy with the assistance of other committee
members. Any committee member who believes a conflict of interest exists
is expected to raise his/her concern immediately so that it may be
resolved. Clients/consumers do not incur a conflict of interest merely
by receiving services from an agency, but DO have a conflict if they are
employed by, or a member of the Board of Directors of an agency.
Committee members must be present to vote. Active Committee members are those
who have attended two of the last three most recent meetings, including the
current meeting. Recommendations to the full Planning Group from the Priorities
and Allocations Committee will be subject to a strict “up or down” vote
(approval or rejection) and may not be amended or modified by the full Planning
Group and if rejected will be sent back to the committee.
Nominating Committee
The Nominating Committee is comprised of no more than five members to
identify and present a slate of officer nominees to the Planning Group.
The Nominating Committee will prepare a slate of officers to nominate
for each duly held election by seeking qualified applicants from among
current active voting members in good standing. Chair of the Nominating
Committee shall be an active voting member selected by voting members
during the Planning Group meeting and will serve as ex-officio on the
Steering committee. The Nominating Committee convenes in October and
prepares a slate of officers to present to the Planning Group in
February.
Steering Committee
The Chair of the Planning Group will serve as the Chair of the
Steering Committee. The Steering Committee will consist of the Officers
of the Planning Group and the Chairpersons of each committee. The
Steering Committee will oversee the overall community planning process,
maintain the bylaws, recruit new members, review conflict of interest
claims and provide input to the Lead Agency as needed.
The Committee will review and update bylaws annually or as needed. The
Committee will accept written requests for proposed bylaw changes from any
active Planning Group member, review each request, draft changes, if any, and
present the draft recommendations to the Planning Group for a final vote.
The Committee will also review and update annually, or as needed, the
conflict of interest policy and distribute to all Planning Group members. The
Committee will review potential conflicts of interest according to established
policies and procedures at the request of any active Planning Group member.
Vacant Committee Chair positions will be selected and appointed by the
Steering Committee in accordance with the by-laws. Nominating Committee Chair
will serve as ex-officio on Steering Committee. In the event a vice-chair
resigns or is no longer able to fulfill their duties, the Steering Committee
will convene within 30 days or prior to the next Planning Group meeting
whichever comes first, and a replacement will be selected from within its ranks.
Ad-Hoc Committees
The Chair may appoint Ad-Hoc committees as he or she deems
necessary to address issues that do not logically fall under
another committee, or issues that require immediate attention
and cannot be addressed by another committee. In appointing such
Ad-Hoc committees, the Chair will set a specific task to be
completed with an initial timeline for the committee to report
back to the Planning Group. Ad-Hoc committees tend to be short
in their duration. During the time an Ad-Hoc committee is
constituted, the Chair of that committee shall serve on the
Steering Committee.
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