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Revised/ratified September 1999
Revised/ratified March 2004
Revised/ratified May 17, 2010
Article 1. NAME
The name of this community-planning group will be the Rhode Island Community
Planning Group for HIV Prevention (RICPG).
Article 2. VISION
The vision of the RICPG is to end HIV infection in Rhode Island.
Article 3. MISSION
The mission of the RICPG is to empower the community to promote changes related
to HIV prevention through planning with parity, representation and inclusion.
Article 4. GOALS
The goals of the RICPG are to make a thorough HIV prevention needs assessment of
the State of Rhode Island; set prevention priorities for the State; and write a HIV Prevention Plan for the state in cooperation with the Rhode Island Department of
Health, for the purpose of reducing the incidence of HIV infection.
Article 5. PHILOSOPHY/GUIDING PRINCIPLES
We believe that we must ensure that the community-planning group reflects the
diversity of the epidemic and that expertise in epidemiology, behavioral science, health planning and evaluation must be included in the process.
We will continue to build the capacity of community based organizations serving
populations at high risk for HIV to implement HIV prevention programs by means of training and technical assistance through Project REACH.
We believe that the people from affected communities of Rhode Island must share in
the planning and programming of HIV prevention education.
We value the strengths inherent in diversity of cultures, lifestyles and ideas, and we
will strive to attract and maintain this diversity. We will continue to advocate for and work towards an all-inclusive community-planning group.
We will strive to ensure that interventions are prioritized fairly and equitably based
on HIV epidemiology, explicit consideration of priority needs, outcome effectiveness, cost effectiveness, social and behavioral science theory, and community norms and values.
The RICPG share the following objectives with the Department of Health and the Centers for Disease Prevention and Control:
Objective A: Implement an open recruitment process (outreach, nominations, and selection) for RICPG membership.
Objective B: Ensure that the RICPG's membership is representative of the diversity
of populations most at risk for HIV infection and community characteristics in Rhode Island, and include key professional expertise and representatives from key government and non-governmental agencies.
Objective C: Foster a community planning process that encourages inclusion and parity among community planning members.
Objective D: Carry out a logical, evidence-based process to determine the highest
priority population-specific prevention needs in Rhode Island.
Objective E: Ensure that prioritized target populations are based on an epidemiologic profile and a community service assessment.
Objective F: Ensure that prevention activities/interventions for identified priority
target populations are based on behavioral and social science, outcome effectiveness, and/or have been adequately tested with intended target populations for cultural appropriateness, relevance and acceptability.
Objective G: Demonstrate a direct relationship between the Comprehensive HIV
Prevention Plan and the Health Department Application for federal HIV prevention funding.
Objective H: Demonstrate a direct relationship between the Comprehensive HIV Prevention Plan and funded interventions.
Article 6. STRUCTURE
The RICPG membership will consist of no less than 12 individuals, but not to exceed
28 individuals. There will be three Co-Chairs; one a representative from the Rhode Island Department of Health and two Community Co-Chairs elected from the
membership by the membership. It is recommended that the RICPG will be composed of the following percentages:
6.1 No more than –17 of the 28 members will be from the community (non-HEALTH
funded agencies and /or staff from funded agencies who are not reimbursed for their time in any way by the funded agency).
6.2 At least 2 of the community members will be youth between the ages of 13-24.
6.3 No more than 5 of the 28 members will be from HEALTH funded agencies.
6.4 Three of the 28 seats will be allocated to state agencies, with one
representative from each of the following: Dept of Education, Department of Corrections, Department of Mental Health, Retardation, and Hospitals (MHRH).
6.5 Membership in the RICPG is limited to 2 persons employed by the same agency.
Article 7. ROLES AND RESPONSIBILITIES
7.1 Roles and Responsibilities of RICPG members (Appendix A)
7.2 Roles and Responsibilities of Community Co-Chairs (Appendix B)
7.3 Roles and Responsibilities of Department of Health Co-Chair (Appendix C)
7.4 Roles and Responsibilities of RICPG Community Capacity Committee Co-Chairs (Appendix D)
7.5 Roles and Responsibilities of the Community Planning Facilitator (Appendix E)
7.6 Role of the Project REACH Facilitator (Appendix F)
Article 8. MEMBERSHIP
8.1 Number
The RICPG shall consist of no less than 12 members, but no more than 28 members.
A vacancy shall not prevent the RICPG from conducting business.
8.2 Term of Membership
A term of membership is defined as two years. Members will be limited to three
consecutive terms, for a total of 6 years. Members, who continue for a second and third term, must recommit to the group by completing a continuation of membership request form.
Members leaving the group after 3 terms (or 6 years) may reapply after a one year
absence. The reapplication process will include completing the application form, interview and voting process.
8.3 Selection of Members
The RICPG is an inclusive group that welcomes applicants for membership from
anyone in the community. Applicants will complete an application form. At least three /RICPG members will interview eligible applicants. The interview team will
present recommended applicants to the full RICPG for vote at the next officially scheduled meeting.
Recommendations for RICPG membership from the Community Capacity Committee will be based on the following criteria:
1. The current gaps in membership based on the epidemiological profile, group
structure (See Article 6: Structure) and CDC guidelines.
2. The skills and experience that the person brings to the group.
3. The applicant's ability to articulate/demonstrate his/her motivation for membership and capacity to serve on the group.
4. The interview results.
8.4 Selection of Co-Chairs
One Co-Chair will be selected by the Department of Health as its representative.
Two Community Co-Chairs will be elected by the RICPG serving staggered two-year terms. To be eligible for the position of RICPG Co-Chair, a member must have served
at least one year on the RICPG. A Co-Chair can submit their name to be reconsidered for a 2nd two-year term along with any other nominations that may be
submitted by the membership at the end of the term. If a Co-chair position becomes available before their term is up then the group will elect an interim co-chair.
8.5 Vacancies/Recruitment
All RICPG members shall participate in the recruitment process under the guidance of
the Co-Chairs. All RICPG members will participate in the active recruitment of new members, particularly individuals from under-represented, at risk populations and those with needed skills and experience.
8.6 Removal of Members
Members are expected to attend all RICPG meetings. A member may be removed if
they have two (2) unexcused absences (see below: Attendance) or 3 excused absences in a 12 month period. Any member who has reached the maximum number
of absences will be referred to the Community Capacity Committee for review and recommendation to the full RICPG regarding continued membership status.
RICPG members must attend at least fifty (50%) of the Community Capacity Committee meetings held per 12 month period.
Any member who cannot attend a meeting of the RICPG should notify the Facilitator
of the RICPG prior to the meeting, except in cases of emergency situations. This would constitute an excused absence. Failure to provide notification within 24 hours
for any missed meeting during each planning year constitutes an unexcused absence.
After one (1) unexcused absence, the RICPG Co-chairs will notify the member that
their membership is in jeopardy. After the second unexcused absence the individual's membership will be terminated at the next RICPG meeting. Roll call will indicate that
membership has been terminated after the second unexcused absence.
Membership to the CPG can also be terminated for failure to attend at least 50% of CCC meetings within a 12 month period.
A member may be removed for reasons of just cause (e.g., lack of effort, conflict,
threats of violence, abusive language, or any other behavior that impedes the work of the RICPG). A complaint in writing must be made to the RICPG Co-Chairs by a
RICPG member. The Co-chairs will meet with the member and determine if there is just cause and bring their recommendation to the next full RICPG meeting. The
proposed removal will be presented by the Co-Chairs and discussed as a motion before the RICPG. A quorum is required at the meeting to vote on the
recommendation. A 2/3rds majority vote of members is required for removal.
8.7 Removal of a RICPG member from the position of RICPG Co-Chair.
The RICPG will have the right to remove a member from the position of RICPG Co
-Chair for reasons in addition to non-attendance. A complaint in writing must be made to the HEALTH-RI Co-Chair. Co-Chairs will meet with the Facilitator to discuss
the merits of the complaint. The recommendation will be presented at the next regularly scheduled meeting. A special announcement will be sent out at least one
week before the meeting. The recommendation will be discussed as a motion before the RICPG. The co-chair(s) involved will be notified of the recommendation removal
by letter and has the right to attend and discuss the recommendation. A 2/3rds majority of members present is required for removal.
8.8 Non-RICPG Member Participation
Anyone from the community who is not a member of the RICPG may be invited to participate in taskforces.
8.9 Leave of Absence
Individuals who have been a member of the RICPG for at least one (1) year can
request a leave of absence for a period of no longer than three (3) months due to medical, personal, or educational reasons; or for documented work related issues.
Only one leave of absence is allowed per twelve months. Members asking for a leave of absence will submit this request in writing to the Community Capacity Committee.
The Committee will make recommendations which require approval by the RICPG.
8.10 Conflict of Interest Disclaimer
New members will be asked o sign a disclaimer declaring any conflict of interest that
they may have (such as serving as a staff and/or on a board of directors of a HEALTH funded agency) and outlined in Article 9.8 of this document.
8.11 Exit Interviews
Exit interviews may be conducted by either a co-chair or the Facilitator. Feedback
from the exit interviews will be given to the RICPG membership.
The logistic announcements of all RICPG related meetings must be sent to the
Facilitator. The RICPG Facilitator or the REACH Capacity Building Consultant will provide minutes and will keep attendance records.
The RICPG Co-Chairs, or an authorized representative, shall provide written and/or
electronic notification of each meeting at least one week in advance of the meeting for posting on the RICPG website. The notice shall include the minutes of the
previous meeting (and a draft agenda if possible). Items to be included on the agenda will be determined by the Co-Chairs; all members shall submit any additional agenda items one week prior to the meeting.
Special meetings of the RICPG may be held if called by the RICPG Co-Chairs or at
the written request of a simple majority of the RICPG members. If a special meeting is called, the RICPG Facilitator and all members will be notified of the meeting time
and place at least one week before the meeting.
Article 9. GOVERNANCE OF MEETINGS
9.1 Meeting Time
RICPG meetings are open to the public. Members of the public will not participate
during the course of the meeting, unless otherwise requested by members. The public will be given an opportunity to sign-up at the beginning of each meeting to
comment during the Public Comment portion of each meeting. The length of the public comment period shall be at the discretion of the Co-Chairs and the community
member must be on the sign-up list, which is closed 5 minutes before each meeting begins.
9.2 Attendance
Attendance to meetings of the RICPG, committees, taskforces and other activities
of the RICPG will be documented by recording of minutes and signed and dated attendance sheets.
9.3 Open to the Public
The RICPG shall meet a minimum of nine (9) times per calendar year according to a
published schedule. The Co-Chairs will set the meeting date, time and location after consultation with the members. Task forces/workgroups set their own meetings.
9.4 Rules of Order
Meetings of the RICPG and committees will be governed by simple parliamentary
procedure and Meeting Guidelines developed by the RICPG members See appendix. Co-chairs will be responsible for leading the meeting, following the agenda, attending to timelines and maintaining the rules of order.
9.5 Order of Business
The order of business of any regular meeting of the RICPG will be based on the
activities planned by the RICPG Co-Chairs and the RICPG Facilitator. The meetings will be interactive sessions leading to the annual completion of the Rhode Island
Comprehensive HIV Prevention Plan and/or updates to the Plan. The agenda may include, but is not limited to the following:
1. Introductions, Review of the proposed meeting objectives, Quorum announced,
minutes approved, roll call, Committee and Taskforce Updates, Consultant Updates, Co-Chair Updates, Community Update, Old and New Business
2. Public Comment
A quorum of the RICPG will be considered to be 50% plus one (+1) of its members.
A quorum must be present at any meeting where a formal vote is taken. Vacant seats on the RICPG will not be counted in calculating this quorum. Meetings can
take place at the discretion of the co-chairs without a quorum.
9.7 Voting
Voting on any properly seconded motion before the RICPG or a committee will be by
roll call, voice or a show of hands of the members unless a member suggests a closed ballot. The total number of yeas, nays and abstentions will be recorded in the
meeting minutes. In the case of roll call votes, the vote of each member will be recorded by name. If one person calls for a ballot vote and another person requests
a roll call vote on the same issue, the roll call vote will take precedence over a ballot vote.
9.3. Review Completed Meeting Objectives
9.4. Meeting Evaluation.
9.6 Quorum
Consensus decisions may be taken by email on meeting time and location, changes
in the agenda, and other issues that do not involve a motion that needs to be made and second.
All votes of the RICPG membership are final.
9.8 Conflict of Interest
A RICPG member shall refrain from voting on matters on which he or she has conflict of interest.
If a decision is to be made which may directly affect a member's personal, financial
or organizational interest; then a potential conflict or appearance of potential conflict of interest exists, or may be perceived to exist. In such cases:
1. The individual member must clearly declare early in any discussion that a potential
conflict of interest exists or may be perceived to exist.
2. Other members may raise the question of conflict of interest or perceived conflict
of interest of another member for discussion.
3. Members may voluntary recuse themselves from voting or discussion on issues in
which a potential conflict of interest exists or may be perceived to exist.
4. If a member believes that another member should recuse him/herself from a vote
due to conflict or appearance of conflict of interest, he/she can make a motion to put it before a full vote.
Article 10. COMMITTEES/TASKFORCES AND WORKGROUPS
10.1 Standing Committee
The Standing Committee of the RICPG will be the Community Capacity Committee (CCC).
All members of the RICPG must serve on the Community Capacity Committee.
The function of the CCC will be to address the issues of community empowerment and capacity building/REACH.
The CCC is charged with addressing the following:
Community Empowerment:
ཉ Parity, Inclusion, Representation as defined by CDC
ཉ Recruiting, reviewing applications, interviewing candidates and making recommendations to the RICPG
ཉ Retention of members
ཉ Review leave of absence requests and make recommendations
ཉ Charter review
ཉ New member orientation.
Capacity building/REACH
ཉ Expand the capacity of community based organizations (CBOs) and community
members to develop skills to provide HIV prevention services.
ཉ Identify issues and develop skills that enhance the capacity of RICPG members to
effectively serve in their role as a RICPG member.
Strategic Planning
ཉ Ensure that the RICPG addresses the CDC Community Planning Objectives by
adhering to the defined Attributes under each objective.
10.2 Leadership
Two Co-chairs of the CCC will be elected by the full RICPG serving staggered two
year terms. To be eligible for the position of CCC Co-Chair, a member must have served at least one year on the RICPG. A Co-Chair can submit their name to be
reconsidered for a 2nd two-year term along with any other nominations that may be submitted by the membership at the end of the term. If a Co chair position becomes
available before their term is up then the group will elect an interim co-chair.
10.3 Agenda and Logistics
The Co-Chairs for the Community Capacity Committee will set the agenda and
logistics of their meetings, work in conjunction with RICPG Facilitator and/or REACH Capacity Building consultant or delegate this responsibility to these consultants.
The CCC will follow the same monthly meeting schedule as the CPG.
10.4 Taskforce and other Workgroups
Taskforces and other workgroups can be convened at the suggestion of a CPG
member and approved by the RICPG. Participation on taskforce or other workgroup does not release members from his/her obligation to work on the Community
Capacity Committee.
At least one CPG member must serve on each Taskforce/Workgroup. Each
Committee/Taskforce or Workgroup must have a CPG member designated as Chair and liaison to the CPG.
Taskforces/Workgroups will have a specific charge/purpose as determined by the RICPG.
Taskforces/Workgroups can be time-limited or ongoing, depending on the nature of the charge/purpose.
The work of the Taskforces/Workgroups must contribute to the RI Comprehensive
HIV Prevention Plan. They will report their findings and recommendations to the full RICPG.
Article 11. BOOKS AND RECORDS
The RICPG and its committees and taskforces shall keep minutes of all proceedings
and such other books and records as may be required for the proper conduct of its business affairs. These documents shall be public record.
Article 12. AMENDMENTS
The Community Capacity Committee makes recommendations for charter
amendments. The Charter may be amended at any regular or special meeting of the RICPG. Written notice of the proposed Charter changes shall be announced at least
two weeks prior to the date of the meeting. Charter changes require a 2/3rds majority vote of the RICPG.
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