Guiding Principles

New Hampshire HIV Planning Group Guiding Principles

Adopted September 2013
Revised October 2015

The name of this coalition will be the New Hampshire HIV Planning Group

Achieve a more coordinated statewide response to the HIV epidemic that will reduce new HIV infections, increase access to care and improve health outcomes for people living with HIV as well as reduce HIV-related health disparities

ARTICLE 3: Mission

Mission Statement:

To promote and develop strategies that enhance seamless access to coordinated and collaborative HIV services for residents of NH.

ARTICLE 4: Organization

The HPG will consist of a general membership including recruited and self-appointed members as well as an Advisory Committee and other existing HIV-related planning groups. We will provide input and recommendations towards the development of a Comprehensive Plan that reflects work towards the HPG goal. Work groups will be established to develop and implement strategies and activities to further the HPG goal and mission.

ARTICLE 5: Membership

Persons and organizations who share the goal and mission of the NH HPG are welcome to participate in the general membership.

General membership ideally will include HIV+ and at risk individuals that reflect the epidemic in the State of NH, as well as key stakeholders such as individuals or organizations from the following domains:

HIV/AIDS support services providers, medical providers, mental health providers, homeless services, substance use disorder providers, corrections, epidemiology, faith community, academic institutions, youth, dental providers, pharmacists, health department personnel, behavioral science, business/labor, immigrant/refugee community, VA, government officials.

ARTICLE 6: Meetings

  • General Membership –The NH HPG’s general body will meet a minimum of 3 times a year to review pertinent information related to HIV, to receive technical assistance and to discuss the progress of the workgroups. A notice of meeting will be provided to members at least four weeks in advance.
  • Workgroups Work group chairs can either be self-nominated or appointed by the Advisory Committee. Workgroups will meet at least bi-annually. Work group chairs will communicate with the Advisory Committee regarding responsibilities and planning tasks as well as accomplishments and challenges.Standing work groups will be: Education, and Outreach/Recruitment. There will also be a Consumer committee and ad-hoc work groups as needed.


ARTICLE 7: Advisory Committee

A. Membership

    1. The Advisory Committee will consist of a minimum of 8 and no more than 12 members. The makeup of the committee is as follows:
      • State Health Department Chair
      • Community Chair
      • State Health Department Vice-Chair
      • Community Vice Chair
      • Education Work Group Chair
      • Member Engagement Work Group Chair
      • Ad-hoc Work Group Chair (as applicable)
      • Medical Advisory Board Representative
      • Case Manager Group Representative
      • Consumer Representative (s)
    2. A term of membership per role on the Advisory Committee is two years, with a maximum of two consecutive 2-year terms. Terms will be staggered, to preserve community leadership.


  1. Nominations/Elections to Advisory Committee
    State Health Department Chairs and Vice Chairs will be appointed by the State Health Department leadership. Upon inception of the HIV Community Planning Group, a Community Chair and Vice Chair will be elected utilizing the nomination and election process described below. For subsequent terms, the Community Vice Chair will automatically assume the Community Chair position upon completion of the sitting Chair’s term. Nominations for election for the Community Vice Chair position will be accepted in the spring bi-annually. Persons may nominate themselves or others. Nominees will need to complete an application (which includes a brief biography and statement of interest) prior to consideration. The election of the Community Vice Chair position will occur during a summer meeting of the general membership, by secret ballot with a majority vote or by an anonymous electronic vote via survey monkey. Work Group chairs and Medical Advisory Board and Case Manager Group Representatives are automatically seated. Additional consumer representatives can either be self-nominated or appointed by the Advisory Committee.
  2. Roles and Responsibilities
    The roles of the Advisory Committee members are to

    1. Serve as leaders in promoting and developing strategies that enhance coordinated, collaborative and seamless access to HIV services across NH.
    2. Enhance collaboration between HIV stakeholders in the state or specific community.
    3. Serve as consultants; sharing data, technical assistance, emerging best practices, and other resources to help support the mission and goal of the NH HPG.

The Advisory Committee will have the following responsibilities:

  1. Provide leadership, guidance, and recommendations to the general membership of the NH HPG to ensure that its activities, priorities and perspectives are reflected in the State Comprehensive Plan.
  2. Monitor progress of work group activities as they relate to our goal and mission.
  3. Plan content and develop agendas for the NH HPG general membership meetings. Coordinate any needed technical assistance or special programs.
  4. Designate ad-hoc work groups to address emerging needs, facilitating the NH HPG in achieving its goal.
  5. Appoint Chairs for work groups
  6. Receive, review and approve recommendations for action issues from NH HPG work groups. Present recommendations with guidance to the full NH HPG for feedback.
  7. Monitor and assess progress of workgroups and provide feedback and advice on relevant issues.
  8. Cultivate leadership to maintain accountability and sustain the Advisory Committee and workgroups.
  9. Ongoing evaluation of the HPG process.
    1. Advisory Committee Leadership
      1. The tenure of the Chair(s) is two years, beginning in September. In addition to the Advisory Committee responsibilities, the Chair(s) shall also have the following responsibilities:
        • Foster and maintain communication channels to facilitate NH HPG Advisory Committee activities.
        • Develop agendas for the NH HPG Advisory Committee’s meetings.
        • Preside at all NH HPG general meetings and Advisory Committee meetings.
        • Plan and oversee the NH HPG Advisory Committee’s activities.
        • The Health Department Chair coordinates the development of the Jurisdictional Plan, Comprehensive Plan, and Statewide Coordinated Statement of Need.
      2. The tenure of the Vice Chair(s) is two years, beginning in September. In addition to the Advisory Committee responsibilities, the Vice Chair(s) shall also have the following responsibilities:
        • Serve as Chair in the absence of Chair
        • Assume all duties and responsibilities of the Chair in the event the Chair relinquishes the position.
        • Assist Chair as needed with their responsibilities
      1. Requirements
        All members of the Advisory Committee will be required to maintain active membership as demonstrated by participating on an on-going basis via in-person meetings, conference calls, e-mails and other duties as determined. The Advisory Committee will meet at least every other month. Record of meeting activity will be kept. Advisory committee members missing more than three consecutive meetings, including full membership meetings, will be asked to reaffirm their commitment to serve to the satisfaction of the Advisory Committee, or to resign from the committee. Advisory committee members are required to observe the ground rules for meeting participation. If a member repeatedly violates any of the ground rules stated below, the co-Chairs will address the concern with that member. If the member continues to violate the ground rules after concerns and expectations have been made clear verbally and in writing, the member may be asked to step down from the Advisory Committee.
      2. Decision Making
        Decision making for the NH HPG rests with the Advisory Committee. In areas that are potentially controversial, the Advisory Committee will make effort to solicit input from the full NH HPG.

        1. Decisions for action can be presented to the Advisory Committee via presentation at an Advisory Committee Meeting, or electronically in the form of an e-mail to Advisory Committee members.
        2. The Advisory Committee attempts to reach decisions by consensus.
        3. When consensus is not possible, decisions will be made by a majority vote.
      3. Conflicts of Interest
        Advisory committee members are responsible for performing their role and responsibilities in good faith and in the best interests of the NH HPG. A conflict of interest occurs when an Advisory committee member, a relative of an Advisory committee member, or the organization the Advisory committee member works for has self-interest, (personal, business, financial, or other) that conflicts with or has the potential to conflict with the best interest of the HPG. Advisory committee members are required to disclose conflicts of interest when they arise, in particular when the Advisory committee member is aware of circumstances that might reasonably cause his or her impartiality to be questioned. Advisory committee members are required to annually sign a form acknowledging and agreeing to abide by the conflict of interest policy set forth in here. The intent of this policy is to promote transparency.
Meeting Ground Rules
  • All remarks should be addressed to the meeting facilitator
  • Limit getting up and down
  • Set cellphones and pagers to silent or vibrant and limit use during meetings
  • All voices are equal. Don’t make it personal or take it personally
  • Stay on topic
  • Define acronyms
  • Limit side conversations
  • Speak clearly
  • Treat each other with respect
  • Speak up

ARTICLE 8: Amendments to the Guiding Principles

These guiding principles may be amended, repealed, or altered in whole or in part at any point via the decision making process identified in Article 7.

ARTICLE 9: Dissolution

The NH HPG may dissolve by a two-thirds vote of the NH HPG Advisory Committee.