Type of meeting: Note taker - hivaz.org

April 20, 2015

AZ Department of Health Services
Care and Services Conference Room 010
Conference Line (877) 820-7831
Passcode: 214892#
1740 W Adams
Phoenix, AZ 85007
(602) 364-3610

Meeting called by: Lisa Fuentes Type of meeting:SWAG Interim Planning

Facilitators: Lora Andrikopoulos and Note taker: Lynelle Brooks-Dorsey
Deborah Reardon-Maynard

Attendees: Andrea Verdin, Carmen Batista, Cesar Egurrola, Chelsey Donohoo, Deborah
Absent: Reardon-Maynard, Harold Thomas, Jamal Brooks-Hawkins, John Sapero, John
Please read: Welch, Lisa Fuentes, Lora Andrikopoulos, Luis Ortega, Randall Furrow, Robert
Bourassa, Rondell Furrow, Harmony Duport

Alyssa Bittenbender,

Draft By-Laws and Washington State Policies and Procedures Manual

Minutes

Agenda item: Call to Order Presenter: Lisa Fuentes

Discussion:
Lisa Fuentes and John Sapero called the meeting to order at 10:06 am.

John stated he will discuss the Media campaign and Previous Program opportunities later in the meeting.

Discussion:

Lora thanked Carmen for the Aero Guide (List) and SWAG members have agreed to update the
Acronym List that was distributed by Lora and email their updates to Lynelle. Jamal asked if we could
combine all Acronym lists (unofficial guide) and ensure there are no over lapping of acronyms with the
Phoenix Guide. Prevention & Planning used an earlier version.

Updates on Action Items from March Meeting: Presenters: Lora and Deborah
Agenda item: By-Laws

Discussion:

SWAG members were informed the By-Laws would be reviewed today but not voted on.

Conclusions:

Deborah informed members they should review the By-Laws, submit their comments, and then re-submit
for final approval.

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Discussion: ARTICLE III. MEMBERSHIP

Carmen would like a Memorandum of Understanding (MOU) regarding partnerships and bring it into the
Planning Council (make it formalized). Jamal agreed to the MOU and would also like the Letter of
Commitment. There is the possibility SWAG may not be able to do an MOU and, RWPB and Prevention
does not have the authority but will research the matter.

Section 1: Composition - SWAG was originally intended to be ten (10) Providers and ten (10)
Community Members. Robert asked what kind of outreach DHS is doing. Lora and Deborah stated DHS
is having difficulty getting Community members to go public.

Section 2: Residency – All members appointed to the SWAG must live or work in the State of Arizona.

Section 4: Recruitment, Appointment and Retention - Carmen stated SWAG should have two
applications, one for the Provider and one for the Community member. Lisa recommended doing a mass
member recruitment mailing from SWAG. Chelsey mentioned folks may not be interested in meeting for
long periods of time (i.e., 10:00 am – 2:00 pm). Lora stated once the policies and Procedures are
completed then we can reduce the meetings to 1 – 2 hours per quarter.

Jamal inquired about rotating membership. We must use the definition with term (e.g. rotation).

Try and determine three or more people, every effort should be made to remove barriers, systematic
barriers to community members being able to participate, (application, travel, schedules, etc.).

A question was presented on who will approve potential community member applications. If SWAG
receives a heavy influx of applications, we will ask SWAG members to assist with the review process
(send email requests for reviewing and interviewing). Washington State does their recruitment/selection
process once or twice a year.

Carmen asked if we could have someone keep track of renewals, eligibility for appointment, etc. Lora
stated ADHS can form an ad hoc committee to review applications, do the legwork, background work,
gather results, etc.

Section 5: Length of Term – The term for a SWAG member should be selected every two years or ask
to renew. Randall asked if it is necessary to have limits, Jamal stated there should be no term limits or
set a six year limit. John S. was asked about limits and he stated in most cases a three year term with
the ability to sign up for a 2nd three year term is the norm. Carmen stated people may drop off during
their term, but John S. responded that amount is pretty small and if someone wants to co-chair, they can
prepare during their first term, and if they leave the committee, they can return after one year.

Section 6: Attendance - Attendance at regularly scheduled SWAG meetings is mandatory according to
the By-Laws. Jamal stated the absence accrual rate is too low and can someone represent him when he
cannot attend a meeting? Lora stated we need to have face to face meetings until the Policies and
Procedures and By-Laws are completed. Also, participating via Webinar can be considered as part of
attendance; maybe have excused absences allowed. It was asked if there will be an appeal process if
they have a reason for absence.

Harmony mentioned several ADHS conference rooms have Smart Boards which would allow viewing of
the entire room for SWAG meetings.

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Section 9: Member Removal – It was recommended to have one section for Absences and one section
for Conduct in the By-Laws.

Section 11: Proxies – All SWAG members must participate in and vote on SWAG business in person,
via Webinar or teleconferencing.

Section 12: Vacancies – Jamal asked if our membership drops below 12 (15), do we have a process for
filling the vacancy? Refer to the Policy to fill vacancy within 30 days, make sure we address this to avoid
vacancies falling below 12 which may mean SWAG will be unable to continue business.

Section 14: Additional Input by Non-members – Additional input to program planning will include
utilizing existing methods for surveying consumers, clients, and community members to gather additional
input and information, including the annual Integrated HIV Symposium as appropriate.

Discussion: ARTICLE IV. OFFICERS

Section 1: Positions –Rural communities may have difficulty with participation in meetings due to length
of meetings, travel, etc.
Section 2: Responsibilities – Carmen thinks it’s a good idea to have three (3) Chairs and a past Chair
can advocate. Responsibilities for the SWAG Co-Chairs and DHS facilitators will include facilitating the
SWAG in accomplishing its purposes and goals. Rotating chair positions will always have a current and
past chairperson (examples below).

CO-CHAIR COMMUNITY CO- IMMEDIATE PAST
(Elect/Active) CHAIR CO-CHAIR

Model 1 John & Cesar Randall & Chelsey Robert & Jamal
Model 2
Model 3 John & Cesar Randall & Chelsey X

John Chelsey X or Robert

Section 3: Appointment and Nominations/Elections – The full SWAG will annually elect a Rotating
member to serve as the Community Chair-Elect for six (6) months. Any Rotating member with at least
one (1) term remaining on her/his term is eligible to run for Community Co-Chair-Elect. The Community
Chair will be automatically appointed as the Immediate Past Community Co-Chair the next year.

Section 5: Vacancies – In the event vacancies become available in the office of Community Chair,
Community Chair-Elect or member (s), a 90 day notice is preferred.

Discussion: ARTICLE VI. Governance of Meetings

Section 4: Open to Public – All meetings of the SWAG are open to the public however, visitors will
receive a list of meeting rules and notification they are not allowed to vote in meetings.

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John: Would like to have discussions on the Annual Progress Report

- Failures, successes
- How we are spending for next year
- Having local and national databases – 2 different versions, no consistent data available
- Obtain clear and consistent data from the AIDSVu.org website for data reporting.

Conclusions:
Lisa Fuentes adjourned the meeting at 2:00 pm.

Action items Person responsible Deadline

 Application, Acronym List, Comments, By-Laws review All members June , 2015

Policy and Procedures Planning Meeting Date: June 22, 2015, 10:00 am to 2:00 pm, AZDHS Care and
Services Conference Room 010

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