January 26th, 2013 Quarterly Meeting

The First GMHC Quarterly Meeting of 2013 is set for for Saturday January 26th, 2013 @ 2pm

Location: The beautiful home of Dr Kent Sack

340 5th Ave S

Pecheco, CA 94553

925-685-8878

TRANSPORTATION

Also, below are rides sign ups for those who are choosing to drive.

Driver: Jason T. - BFC 1PM

1.  Andy S. 

2. 

3.  Allan

4.  Austin 

Driver: Eric - BFC 1PM 

1.  Steven B

2. 

3. 

4. 

Driver: Joris - Valencia@Duboce in SF, 1PM

1.  

2.  

3.  

4. 

Driver: Ianto (College and Dwight at 1pm)

1.  

2.  

3. 

4.  Blake O.

Driver: John if needed

1.

2.

3.

Driver: Brian (I can pick you up from the Oakland area around 1)

1. Troy

2. Evan

3. Partha

Driver: Jason M. (West Oakland)

1.

2.

3.

Trunk:

Driver: Steve C (from SF through Berkeley)

rear seat)

trunk)

left saddle bag)

right saddle bag)

POTLUCK 

Though not a requirement, we encourage everyone to contribute to the collective meal by providing some type of food or beverage.

Please sign up for the items of your choice below so that we can ensure a heterogeneity of refreshments =)

# Your name / Item you will be bringing 

1.  Queso - Troy/Evan

2.  Shugga Cookies - Eric Chau

3.  Chile Verde - Dave 

4.  Ice Cream - John

5.  chips and salsa - justin

6.  Cocktail Sausages - Anton

7.  Watermelon Salad - Jason M.

8.  Apple pie? - Steve

9.  Pastries from Oakland Chinatown bakery - Partha

10. feel free to add more numbers...

MEETING 

FACILITATOR: Eric

NOTE-TAKER: 

HISTORIAN (photographer):

SPEAKER'S LIST: 

Agenda Items

please use this format:   "#. title - short description [name]"

Announcement - Medics (Section Coordinators included) making unilateral decisions, and conducting procedures for which GMHC has no protocol  (Steve) 

Announcement - Respect for position of Sunday night Shift Coordinators  (Steve)

Announcement - Single/Multi-Use Vials (steven b)

Announcement - Bi-sectional requirements -  Current agreement between GMHC & HPS for quarterly requirements of bi-sectional members  (Steve or Yves)

Announcement - "Taking care of our own" - Do we want to take a few moments to discuss who all this includes and how we want to treat these people?  (John?/Steve?)

Allowable credit for SteamWorks and Sunday Shift on same day - medics who work a shift at SW, then return to clinic do not receive additional shift credit toward meeting their quarterly requirements  (Steve) 

Comment - Allowable credit for Co-medicking per quarter (Steve)

  Straw Poll - To see if there is interest in having a half day retreat (w/potluck) to conduct brainstorming sessions to identify the greatest inefficiencies on our Sunday night shift, and different ways we might better streamline those services.

Questions for Section Coordinators:

    1)  What is the status of the letter to be posted on our BFC/GMHC Yelp page in response to client's negative review?  When can the we expect to see a draft letter for the section to review?  (Steve)

    2)  Who is responsible for listing which medics are in compliance on the weekly sign-up sheets, and can this be completed more regularly?  (Steve)

    3)  How are the section coordinators keeping track of which medics are out of compliance for each quarter and/or which medics are out of compliance for 2 quarters within the 1 year period?  How are those medics being notified they are out of compliance?  Are they being required to follow section protocol in order to return to compliance?  (Steve) 

    4)  Who all is allowed to attend and/or participate in Section Coordinator meetings?  Are they only for Section Coordinators, or are they open for any and all clinic/section volunteers?  If these meetings are now open to anyone, when did that change take place, and who authorized that change?  (Steve)

    5)  Who is responsible for ensuring the QM minutes get posted to the Google site, so they can be accessed at a later date when searching for information on motions or QM discussions/decisions?  (the last 2 QM minutes were never posted)  (Steve)

      6)  What is the status of whether we do or do not want (or are able) to do semi-monthly outreach at SteamWorks? (Steve)

      7)  Who is responsible for keeping the GMHC Google group "Contacts List" current with contact information (full name, phone number, and email address) of all volunteers given access to the GMHC Google group list?  (very few volunteers added to the GMHC Google group in the last year have their contact information added to the contacts list).  (Steve)

1.  Off Shift Tasks - Requirements and what is expected of the coordinators/members/medics in regards to OST (Eric)

2.  List-serve clean up - Procedure on cleaning up the email list serve (Jason/Steven/Eric/Yves)

3.  SteamWorks biweekly visit - Biweekly visit at SteamWorks (Eric)

          3A. Extended Hours? - Should we extend or change the hours of our outreach at SteamWorks (Eric)

4.  Reasonable requirements to receive credit for medicking - Discussion and vote of what section believes to be reasonable requirements for allowing medics to claim shift credits toward meeting their quarterly requirements.   (Steve)

5.  Clinic-wide survey adoption - vote on latest iteration of clinic-wide survey to be (hopefully) implemented by 2/1/13 across the clinic. From CSC/Fcomm (Evan H.)  (and hopefully some discussion of how the GMHC can best implement the new survey?) 

6.  (if time) - Discussion regarding meeting frequency and possible alternatives to better meet business needs of the GMHC (in short: does our current format of post-shift + quarterly meetings adequately address our current level of meeting needs?) (Evan H.)

7. Proposal to add an additional responsibility to Shift Coordinator Duty -  I will probably be presenting a motion to make it the responsibility of the Shift Coordinator to compile an accurate copy/listing of which volunteers were on shift and which volunteers were medicking, and forward a copy of that list to the Section Coordinators within 24 hours of ending their Shift Coordinator duties.  This will make it much easier for our Section Coords to keep a more accurate account of which volunteers have and have not met their quarterly requirements. (Steve)

8. Relationship with shift professionals - To be announced (Eric)

9. Discussion of possible new procedure at Pee/Syphilis Window - Discussion and possible motion to make slight change in process at Pee/Syphilis window, to have worker use pre-printed label (when available, which is most of the time now that we are using new intake process) from client chart to label internal lab sheet when accepting Pee at window.  This will give worker the opportunity to ask client to verify ALL information on label so corrections can be made PRE-Syphilis tube, and PRE-Medic contact, wasting less time for medics when errors are found, and less time tracking down and relabeling all labels with errors.

10. Discussion of current (but fairly new) intake process - Discussion of how new process is working, and importance of ALL pre-shift activities (chart/data entry, chart folders made up, lab sheets pre-labeled, pee cups pre-labeled) completed BEFORE 4pm.  Discussion and possible motion to add addition position to weekly signup sheet ("Pre-shift Coordinator"?) who can ensure all of the aforementioned is completed and ready to go.  This support position would NOT need to be filled by a medic and could possibly even be filled by 2 support workers, who would be to clinic in time to make up charts, distribute initial 8-10 charts by 3:15pm, collect 8-10 charts by 3:30pm, continue passing out and collecting charts (i.e. Walking the line) and hopefully getting charts out to clients before 4pm. 

11. Recommended changes to back side of client charts?  (Dave)

12. Minimum Standards for presenting results QA – Make motion presenting group recommendation for minimum standards to be used when presenting QA on Results Shift  (Louie?)

13. Voting in of new members

14. Charting as discussed at the Charting standards Meeting 12-16-2012, and posted by email to the Section as an agenda item for this Quarterly Meeting on 1-11-2013 being responded to by Greg, RN and Haun recent past coordinator. In short... working towards better charting standards. john

15. QA Although connected with Charting agenda items #14 and #18 this item is suggesting we move QA to a "in real time" while client is still here activity and create a peer based support and review system of improving our charting and catching things we could do better while the client is still being seen. This allows for corrective action rather then “catching mistakes 5 days later with the resulting public QA notice which has little positive client impact. john 

16. Moderation of group email -  discussion on what the process is; what kind of dialogue is or is not appropriate for each group list- members vs. all volunteers vs. TC. (Brian)

17.

18.

add numbers....

xx.  Last item - determine date and location [if possible] of next quarterly meeting.  ---bring your calendars! =)