1. Policies and Procedures for Recruiting, Nominating, and Removing Members ............... 3
2. Policies and Procedures for Executive Committee ....................................................... 7
3. Policies and Procedures for Committees and Workgroups ............................................ 8
4. Policies and Procedures for Election ......................................................................... 10
5. Policies and Procedures for Grievance ...................................................................... 11
6. Policies and Procedures for Travel ........................................................................... 12
7. Policies and Procedures for Scholarships ................................................................... 14
8. SC HIV Planning Council (HPC) Ground Rules ......................................................... 18
Section 1: Policies and Procedures for Recruiting, Nominating and Removing Members
I. Composition of the HIV Planning Council (HPC)
The HPC shall consist of no less than twenty-four (24) and no more than thirty-four (34) members. Of the thirty-four (34) voting members, a minimum of seven (7) shall be persons living with HIV. The remaining 27 shall be a balance of prevention and care representatives. Four of the voting members shall be representatives nominated by Ryan White Parts B, C, D and F programs (one each). Additionally, the SC Department of Alcohol and Other Drug Abuse Services (DAODAS), the SC Department of Corrections (DOC), the SC Department of Education (DOE), the SC Department of Juvenile Justice (DJJ), and the SC Department of Mental Health (DMH) shall each have one member nominated by its agency. Vacancies shall not prevent the HPC from conducting business unless they exceed one-half (1/2) of membership.
Considerations for membership include: race/ethnicity, gender, age, geographic area of residence and/or employment, HIV status, HIV risk status, and occupation/area of expertise. The composition of the HPC will be largely representative of the current and projected HIV epidemic in South Carolina. Vacancies shall not prevent the HPC from conducting business unless they exceed one-half (1/2) of membership. The Executive Committee will review the composition of the HPC members on an annual basis and make recommendations to the Membership Committee and the HPC on the priority characteristics needed when filling vacancies.
II. Membership Committee
The Membership Committee will consist of the two HPC Co-Chairs and the Chairs of the other four HPC standing committees: Care and Support Services, Needs Assessment, Positive Advocacy and Prevention. Each of the four standing committees noted above will nominate a voting member to serve on the Membership Committee. The Community Co-chair will serve as Chair of the Membership Committee. The term of the Membership Committee members shall be one year, with option for re-election. If a vacancy occurs, the Executive Committee will make an appointment from the HPC membership to serve until the next election occurs.
III. Recruiting Procedures
A. Public Notice
The HPC and DHEC staff will use a variety of methods to publicize the nomination and selection process. A variety of outreach approaches will be used to target recruitment of members including, but not limited to, written communications with providers and contractors, exhibits/booths at targeted conferences and meetings, and word of mouth. Information should include a brief description of the planning process, time requirements and responsibilities of HPC members and contact person(s) for more information.
B. The Membership Committee and HPC members should be proactive in soliciting candidates for membership.
IV. Application Procedures and Confidentiality of Files
The individual desiring new or continuing membership on the HPC will complete and submit the
HPC Application for Membership form. The goal should be to obtain more applications than available slots. The application form and process should provide information about the knowledge, experience, expertise, and personal and organizational affiliations of the nominee. Agency- and Ryan White- specific nominees shall also complete the HPC Application for Membership.
All applications will be mailed, faxed or hand-delivered to the HPC administrative contractor. The administrative contractor will maintain all original applications in a locked cabinet. The administrative contractor will confidentially distribute applications to the Membership Committee for review and consideration to fill vacancies as they occur.
V. Selection Process
A. The Membership Committee will screen applications for any vacant position(s). Applicants will be prioritized according to the membership characteristics identified by the Executive Committee as needed for HPC composition. The Membership Committee Chair and at least one member of the Membership Committee may conduct interviews of selected applicants, utilizing a standardized format for all applications developed by the Membership Committee and approved by the Executive Committee.
B. The Membership Committee will recommend applicants for voting membership slots and up to four (4) Ex Officio non-voting slots. Persons recommended for the Ex Officio slots shall be prioritized according to representation needs. These persons shall serve for a term of one year and, as vacancies occur, move into a voting membership slot.
C. The Membership Committee will present its recommendations for membership to the HPC Executive Committee. The Executive Committee will review recommended selections for adherence to procedures. The recommendations may be returned to the Membership Committee as needed for clarification or reconsideration. Upon determination by the Executive Committee that procedures for selection have been followed appropriately, the new members will be presented to the HPC.
D. Notification of applicants and selected new members will occur as follows.
Within thirty (30) days after receipt of application, a letter will be sent to applicants indicating they will be considered and placed in a pool of applicants to consider when vacancies occur.
A letter of appointment will be sent to applicants selected as a new member. The following forms will be signed by the new member and returned to the administrative contractor prior to attending their first meeting as a member.
a Member Conflict of Interest Form
b. Confidentiality Agreement
c. Emergency Contact Form
d. Member Information Update Form
The two Co-Chairs, in collaboration with the Membership Committee, will arrange orientation of new members prior to the next occurring HPC meeting. Orientation will include overview of the HPC manual, current prevention and care plans, the by-laws, policies and procedures (travel, confidentiality, meeting dates, and other matters). HPC members must attend an orientation prior to voting.
New members may be mentored by a current HPC member. The mentor must have been a member of the HPC for at least one year. A mentor should assist the new member for a minimum of two meetings or as needed.
VIII. Term Limits and Renewal
Except for the DHEC-appointed Co-Chair and the State agency- and Ryan White-specific appointees, all HPC members are appointed to a two-year term, with the exception of a new member who is filling an unexpired term. New members who fill a vacancy (an unexpired term of less than two years) may apply for two additional two-year terms on the Council. Except for the governmental and Ryan White-specific appointees, members shall serve a maximum of six years. Any member who serves six years is ineligible to reapply for HPC membership the following year, but may continue to participate in the HIV planning process as a subcommittee member and non-voting participant. Any member in good standing who voluntarily leaves the HPC before the end of his/her term must wait at least twelve (12) months before reapplying for membership for the next open term.
IX. Member and Guest Conduct
A. Member Conduct
HPC members and guests are expected to follow the HPC Ground Rules. A member who continuously disregards the Ground Rules will be referred to the Membership Committee for intervention and possible recommendation for removal. The Membership Committee will review the member’s behavior and make its recommendation to the Executive Committee within thirty days. If removal is recommended, the Membership Committee will make that recommendation on the referred member to the full HPC for a formal vote.
If a member interferes with or prevents the HPC from conducting business, he/she will be referred to the Membership Committee for intervention and possible recommendation for removal. Such behavior includes, but is not limited to: filibustering, acting out, profane and/or abusive language towards other members, staff, or guests, and threatened or actual physical violence. The Membership Committee will review the member’s behavior and make its recommendation to the Executive Committee within thirty days. The Membership Committee will make its recommendation on the referred member to the full HPC for a formal vote.
B. Guest Conduct
If a guest interferes with or prevents the HPC from conducting business, he/she will be dismissed from the meeting. Such behavior includes, but is not limited to: filibustering, acting out, profane and/or abusive language towards members, staff, or other guests, and threatened or actual physical violence. If the same guest interferes with or prevents the HPC from conducting
business at a second meeting, he/she will be banned from the HPC meetings for the remainder of the year. Repeat violations will result in the individual being banned from future meetings.
X. Removal and Absentee Policy
It is the responsibility of each member to notify the two HPC Co-chairs of his/her pending absence at a meeting. If a member has more than two absences from a HPC meeting within a calendar year, he/she is automatically removed from membership. The removed member may reapply for membership to the HPC twelve (12) months after his/her date of removal for the next open term.
A member may also be removed upon recommendation of the Membership Committee with a concurring two-thirds (2/3) majority vote of the HPC for any of the following reasons:
A. Nondisclosure of a conflict of interest
B. Disclosure of confidential information
C. Misrepresentation or false claims
D. Lack of performance as a member
Allegations regarding A-D above must be made in writing to the Membership Committee by a voting member of the HPC. The Membership Committee has sixty (60) days from the date of the receipt of the written allegation to review and investigate the allegations, meet with the member in question, and submit its recommendation in writing to the Executive Committee. The Executive Committee will review the recommendation and place the recommendation on the agenda for the next HPC meeting and the vote.
A member desiring to file a grievance regarding his/her removal from the HPC must follow the Grievance Policy found in these Policies and Procedures. The removed member may reapply for membership to the HPC for the next year’s term twelve (12) months after his/her date of removal from the HPC.
Section 2: Policies and Procedures for Executive Committee
The Executive Committee will act on behalf of the HPC between the meetings and report its actions at the next regular HPC meeting.
The Executive Committee’s role shall be to:
Participate in Executive Committee meetings (in person or via conference call prior to each HPC meeting; and as needed) to discuss business of the HPC;
Set the agenda for all HPC meetings (including any special events, retreats, etc.);
Develop and/or revise the HPC Policies and Procedures;
Oversee the work of the HPC standing, ad hoc committees and workgroups;
Review and approve all forms and questionnaires to conduct HPC business;
Review and approve all contracts on behalf of the HPC with recommendations from the entire HPC membership;
Evaluate the performance of the Administrative Contractor;
Review membership composition of HPC and determine and direct priorities for filling vacancies to the Membership Committee;
Receive and take action on all complaints and grievances; and
Review and take action on all conflict of interest matters.
The Executive Committee shall be made up of the Community and DHEC Co-Chairs, two ex-officio members from the STD/HIV Division (one program manager from prevention programs and one from care and support services programs), and the Chairs of four standing committees (Care and Support Services, Needs Assessment, Positive Advocacy and Prevention). The Community Co-chair serves as the Membership Committee Chair, but has only one vote on the Executive Committee.
A quorum of the Executive Committee exists to transact business when two-thirds of the voting membership of the Executive Committee are present, including at least one of the two Co-Chairs.
V. Terms and Removal
Executive Committee member terms will be in accordance with the policies/procedures of the HPC. Executive Committee members may be removed from office by a two-thirds (2/3) vote of the current HPC membership. Voting on motions to remove an Executive Committee member shall be held no earlier than two weeks after the motion to remove said member was seconded and no later than the end of the quarter in which it was made and must be by secret ballot conducted in person or via email or fax to the administrative contractor
Section 3: Policies and Procedures for Committees and Workgroups
A committee is created to perform a service. A committee consists of two or more persons appointed or elected to consider, investigate, recommend, and/or take action in regard to certain delegated matters or subjects. A committee must restrict itself to the purpose for which it was constituted and its scope is limited to its assignment. Committees may be:
1. Standing Committees - to handle certain specific business assigned to them and report to the HPC. They continue to exist and members serve for a term that is designated. Standing committees are created by the HPC and are included in the Bylaws.
2. Special or Select Committees - are formed for a specific purpose and exist only until the task is completed. The Special or Select Committees may exist under a Standing Committee or be cross-cutting across two or more Standing Committees. They automatically dissolve when their final report is made to the HPC.
3. Workgroups – are formed to review, discuss, and make recommendations for action on specific issues or populations. Once a workgroup’s formation is approved by the Executive Committee, a qualified chair must be identified for the group and a DHEC staff person identified and assigned to serve as staff support to said workgroup. Workgroup members may be solicited from the general membership of the HPC with an interest in the specified special issue or population as well as from other sources of interested persons. Workgroups may continue as needed to review research, plan for the future, and make recommendations for action as may be appropriate for the workgroup, the HPC standing committees and the HPC in its entirety.
4. Committee of the Whole - the assembly discusses a subject with the freedom of any ordinary committee.
The Co-Chairs will appoint committees as appropriate upon recommendation of Standing Committees. Appointments will be based on the members’ interests and expertise, unless otherwise stated in the Bylaws or Policies and Procedures.
The Chair of a committee is responsible for calling a meeting of that committee.
While HPC members, guests, and community members are encouraged to fully participate in committee discussions, only seated members of the HPC may vote in committee meetings, with the exception of the Positive Advocacy Committee where active participation is encouraged for all in attendance.
A quorum, required for HPC and committee voting, is a simple majority of the total voting membership of that body. If a quorum is not present for a vote, the item of business that was to be voted on shall be presented for information only and not as a decision reached by voting. If a vote is required, the item is placed on the next meeting’s agenda. In the event a timely decision is required prior to the next meeting, the voting membership of the body shall be solicited for vote by fax or email.
To be reimbursed for travel or other expenses related to conducting committee business, a request must be made to the Executive Committee and approved, and minutes or reports of each
meeting must be turned in to the administrative contractor for the Co-Chairs’ review and a copy attached to the travel form.
Each Committee Chair will provide a brief report to the HPC on his/her committee’s activities since the last meeting. Reports may be made for information and/or to provide recommendations.
Resignations from committees are addressed to the appointing power.
Committees may not adopt their own rules except as authorized in the Bylaws or in instructions given to the committee.
Special committees or workgroups should report at the organization meeting following their appointment, unless otherwise instructed. Standing Committees should report at every HPC meeting even if there is "no report; the committee did not meet this period."
Section 4: Policies and Procedures for Election
Annual elections will be held at the final meeting of the HPC for that year (in November or December). In alternating years, the HPC members will elect an HPC member to serve as the Community Co-Chair for a term of two (2) years.
Each committee will forward its recommendation for committee chair to the HPC Co-Chairs. The HPC Co-Chairs will appoint committee chairs. Committee chairs must be voting members of the HPC. Factors to be considered by HPC Co-Chairs in appointing Committee Chairs include: the specific tasks of the committee; the prospective chair’s expertise, leadership and professionalism; and the prospective chair’s ability to participate in group decision-making processes and appropriately represent the HPC. Committee chairs serve for a term of one year. There is no limit to the number of terms a committee chair may serve except as imposed by general HPC member term limits.
The Membership Committee members will be elected, one by each Standing Committee, at the end of each year for service the following year. The Community Co-chair will serve as the chair of the Membership Committee. The Health Department Co-chair will also be a member of the Membership Committee. The Co-chairs and Standing Committee representatives will each have one vote.
Section 5: Policies and Procedures for Grievance
Grievance procedures are used to address areas of concern or problems with an individual’s behavior or the committee/group processes. Grievances must be submitted in writing to the Executive Committee within 30 days of the incident or process in question for review and action.
The Executive Committee will report its action to the full HPC membership if it is deemed appropriate and necessary.
A written response to the grievance will be submitted within sixty (60) days from the receipt (depending on HPC meeting schedule) of the grievance. Depending on the grievance, details of follow up action or discussions may not be provided to the HPC.
Grievances shall be facilitated through the internal process of the HPC as outlined above.
Section 6: Policies and Procedures for Travel
HPC members may be reimbursed for some expenses related to participating in the community planning process. The Executive Committee must approve any and all travel authorizations prior to the event. Reimbursement is allowable only if the expenses cannot be reimbursed by another entity. All South Carolina state government rules for travel, per diem, etc. will be followed.
Mileage, lodging, and meals may be reimbursed as required for official meetings of the HPC or committees of the HPC. An official meeting for reimbursement must consist of the following: 1) meeting is called by Chair to discuss official business and notice is given to the administrative contractor; 2) a quorum is present and the chair or designated representative is present; 3) an agenda of official HPC business is submitted to the administrative contractor; and 4) attendance and minutes are submitted to the administrative contractor after the meeting. Documentation in the way of agenda, attendance sheet, minutes, or reports exist and are submitted to the Co-Chairs to verify the completion of business. Mileage, lodging, and meals may also be reimbursed for special events (i.e., any conferences or training events required of HPC members in their role as member), with pre-approval of the Executive Committee. HPC members may attend said events at the request and with the approval of the Executive Committee.
Reimbursement will occur based upon authorization of the Executive Committee and at the approved state rates when performing official duties related to the HPC.
1. The per diem allowance for consumers is $35.00 per day. Full-time DHEC, other governmental agency, and other organization staff are not eligible for this allowance.
2. Reasonable and actual lodging expenses incurred solely as a result of attending an approved meeting or event may be reimbursed. A paid receipt must be submitted with the required travel voucher. All out of state travel must be supported with copies of meeting agendas and/or minutes of the meetings attended.
3. Actual expenses incurred for meals with an overnight stay may be reimbursed up to a maximum of $25.00 per day within the State of South Carolina and up to a maximum of $32.00 per day outside the State, subjected to the following allowable limits:
Breakfast (if departure is before 6:30am)
Lunch (if departure is before 11:30 am)
Supper (if departure if before 5:15 pm or arrival is after 8:00 p.m.)
4. A charge of 50.5 cents per mile is allowed for the use of a personal automobile for non-DHEC staff. Other necessary transportation charges would be reimbursed with a receipt.
HPC members, other than the DHEC Co-Chair, may receive Executive Committee-approved reimbursements by completing and turning in the attached "Travel Expense Report."a The DHEC Co-Chair will be reimbursed by DHEC directly. Any State employee filing for reimbursement using the Travel Expense Report must obtain his/her State supervisor’s signature on the form prior to reimbursement.
To claim reimbursement, HPC members must completely and accurately fill in the "Travel Expense Report" as adopted by the Executive Committee. Incomplete forms will be returned to the HPC member and may delay the reimbursement process. For help in completing this form, contact the administrative contractor.
Travel expenses will be reviewed periodically by the Executive Committee to determine if any further changes are needed in the reporting form. The administrative contractor will keep copies of all vouchers submitted by the HPC members and supporting documentation for a minimum of three years and have them available for review and/or audit by DHEC and/or the CDC and/or HRSA.
a See attached travel form.
Section 7: Policies and Procedures for Scholarships
If funding permits, a limited number of conference scholarships may be made available each year for current HPC members. Based upon availability of funds, a maximum of one scholarship per member per year will be awarded.
The general criteria for scholarship awards will be based on length and activity of service on the HPC, previous conference attendance, financial need, and skills the participant will be able to use to enhance the planning process.
If a scholarship is awarded, the participant must present a brief report to the HPC on activities and lessons learned from the conference. This report - the Conference Workshop Summary Report - will be presented at the next regularly scheduled HPC meeting.
Applicant must submit scholarship application no less than 30 days prior to the close of early registration for said conference.
Applicant must be a current HPC member in good standing.
Applicant must complete the Scholarship Application in its entirety.
Applicant can only receive one scholarship per year.
Applicant must actively participate in the planning process.
SCHOLARSHIP APPLICATION PROCESS
1. The HPC member submits a scholarship application to the administrator.
2. Administrator confirms receipt of the application to the scholarship applicant.
3. Administrator copies and distributes scholarship applications to the Executive Committee for approval.
4. Executive Committee approves/rejects scholarship application and instructs the administrator to prepare a letter for the co-chairs’ signature notifying the applicant of the decision.
5. Administrator mails award/rejection letter.
APPLICATIONS MUST BE MAILED, FAXED, OR HAND-DELIVERED TO THE ADMINISTRATOR FOR THE HPC:
CONFERENCE INFORMATION (Please attach copy of conference brochure)
Mode of Transportation: (Personal Vehicle, Commercial Air, etc.)
Total Estimated Cost:
SCHOLARSHIP OPTIONS (Please check/complete only one)
___ Option A: Registration Only
Total Cost $__________
___ Option B: Partial Scholarship
Travel OR Lodging $__________
Total Cost $__________
___ Option C: Full Scholarship
Total Cost $__________
Scholarship may cover airfare, registration, hotel lodging, meals (meals at per diem rates only) and incidentals for parking and reasonable transportation to and from airport/hotel with documentation by receipts.
Workshops/Sessions Attended: Please list all that apply.
Summary of Main Points:
How can the SC HIV Planning Council apply the information summarized in the main points?
Please list session handouts and, where possible, attach a copy.
Section 8: SC HIV Planning Council (HPC) Ground Rules
1. Every HPC Council member will treat everyone else with respect- as an intelligent person with a legitimate right to be a part of discussions and decision-making. All members will have the opportunity to speak – and to be listened to – without interruptions. There will be no personal attacks. Disagreements will focus on issues, not individuals.
2. The Co-Chairs or Facilitator will establish procedures for discussion, and may limit the length of individual presentations and set reasonable time limits on discussion or debate. A primary responsibility of the Co-Chairs or Facilitator will be to assure that everyone is enabled and encouraged to participate in the discussion. The parliamentarian or a timekeeper may be selected to assist with this process.
3. Decision-making will occur in an agreed upon manner, and every member will accept and support the decisions, regardless of his/her personal position. The method to be used for decision-making – whether majority rule, some form of "super majority" (e.g., two-thirds vote), consensus, etc. – will be determined before discussions and debates begin. Unless the group specifically determines another method, decision-making will be by majority rule. The group may want to agree ahead of time that certain critical decisions will require a super majority (perhaps a two-thirds rather than a majority vote).
4. Information presented in confidence will be held in confidence and not discussed outside the meeting. This is particularly true of matters related to assessments of particular programs or other information about specific consumers, communities, or organizations.
5. Members will behave in a manner that reflects his/her responsibility to represent a community or constituency, and to act in a manner that benefits it rather than for his/her own personal or organizational benefit.
6. All members will agree to follow the HPC’s policies and procedures regarding conflict of interest, and will work actively to prevent both real and perceived conflicts of interest.
7. All members will take positive responsibility for helping to prevent and resolve conflicts within the group. Recognizing that disagreements are inevitable, all members will help to focus on the issues (not personalities), to accept the need for compromise, and to help find mutually acceptable solutions wherever possible.
8. All members will accept shared responsibility for determining the highest priority needs for various populations or groups, recognizing that resources are not sufficient to meet all legitimate needs, and that critical needs of many different groups must be met.
9. Any participant who feels he/she cannot support the mission, policies, processes, and/or leadership of the HPC as agreed upon by the members should leave the group, rather than disrupting its proceedings.
10. Every participant in the HPC will take responsibility not only for following these ground rules, but also for speaking out to assure that all other members follow them.
11. All members shall only use cellular phones and pagers on vibrate or silent mode for calls, accepting only emergency calls (taking the discussion out of the meeting room) to allow for minimum interruption and maximum participation.
12. The Ground Rules shall be reviewed by the HPC at the beginning of each year for additions, changes, or deletions, with any revisions to be voted on by the full HPC.
Reviewed and approved by the full Council on 2/26/13.