Austin Transitional Grant Area (TGA) Administrative Agent (AA) Report to HIV Planning Council March 2024 1. 2. PART A & MAI GRANTS ADMINISTRATION/MANAGEMENT UPDATE We have hired a Funding Specialist for RW Part A and for EHE. We anticipate these two new employees will start employment with APH on 4/8/24. Tameka Houston was hired to be the Funding Specialist for HOPWA. She began work with our unit on 3/11/24. Once the 2 new employees begin, we will be fully staffed. One agency that received carryover funds did not get their amended grant agreement signed by the end of the grant year, due to an oversight by the agency. Approximately $380k of funds carried over from FFY22 went unspent and are lost to our community. The oversight was examined with the agency and adequate measures were put into place to ensure this doesn’t happen again. OTHER HIV RESOURCES ADMINISTRATION GRANT UPDATES 1. HOPWA: 2 contracts executed, 2 routing for signatures 2. Part C: FFY24 1 contract executed, 2 under negotiation 3. EHE PS20: Both contracts are executed and will be receiving a 2-month extension 4. Part A/MAI: All FFY24-25 contracts are under negotiation 5. HRSA EHE: All FFY24-25 contracts are under negotiation PART A & MAI FISCAL UPDATE 1. Expenditures Through January CATEGORY Part A Formula MAI MAI Carryover Budgeted Amount Expended Amount Percent Expended $3,374,977 $3,054,161 90% $388,620 $280,267 72% $16,925 $16,925 100% Part A Formula Carryover $449,918 $167,654 37% Part A Supplemental $1,774,600 $1,734,823 98% TOTAL $6,005,040 $5,253,830 87% • Correction made in Part A Formula Carryover Expenditures from last report. • Will be processing final claims by end of March. Austin TGA Administrative Agent Report to HIV Planning Council, January 2024, Page 12 CLINICAL QUALITY MANAGEMENT 1. CQM Plan Development and Next Steps: The CQM plan is currently being revised to include EHE and Part C activities, monitoring and evaluation. HRA team will meet with HRSA to review CQM Plan prior to finalization. 2. CQM Performance Measures: CQM performance measures for Part A/MAI, Part C and EHE have been drafted and shared with the CQM Committee. Performance measures will be finalized after review from the HRSA TA. 3. Newly Diagnosed Linkage to Care presentation: Staff from Collaborative Research provided a presentation to our subrecipients on March 14th, during the CQM Committee meeting which focused on linkage to care for newly diagnosed clients within the TGA. The focus was …
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: 2023-2024 Date of Report: 02/29/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☒ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services $5,576.41 ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☐ Medical Transportation ☐ Substance Abuse Outpatient ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☐ Medical Transportation ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management $5,576.41 ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management $5,576.41 TOTAL REALLOCATION TO: $5,576.41 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION The timing of getting approved for transferring from EFA to HIPCSA made it difficult to identify enough eligible patients for enrollment in HIPCSA services. Based on this, funding identified for the assistance must be transferred to other service categories that have excess expenditure beyond current service category funding. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 02/29/24 Date
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY 2024 Date of Report: 03/07/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☒ Early Intervention Services ☐ Health Insurance Premium & Cost ☒ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care 7,638.15 ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient Sharing Assistance ☐ Mental Health Services ☒ Medical Nutrition Therapy 9,033.34 ☐ Medical Case Management ☐ Linguistics PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☒ Medical Transportation ☒ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☒ Non-Medical Case Management ☐ Emergency Financial Assistance ☒ Food Bank/Home Delivered Meals ☐ Housing 10,117.00 ☐ Medical Transportation 4,881.00 ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management TOTAL REALLOCATION TO: 13,857.97 5,135.53 129.45 12,546.54 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION We utilized other resources for Linguistic and medical transportation. As such the funds are to be used in other categories. EIS and Medical Case Management has staff turnover which reduced the use of the funds. We had more need for Nutrition, OAHS, Food and a slight increase for non-medical case management. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 3/8/24 Date
AUSTIN AREA HIV PLANNING COUNCIL The mission of the HIV Planning Council is to develop and coordinate an effective and comprehensive community-wide response to HIV. Planning Council: Office of Support Staff Report March 25, 2024 Business Committee Meeting OFFICE OF SUPPORT STAFF Kodjo Dodo, Manager Kodjo.Dodo@austintexas.gov Nathalia Delgadillo, Planner II Nathalia.Delgadillo@austintexas.gov Zaria Thomas, Planner I zaria.thomas@austintexas.gov. Deena Rawleigh, Admin Sr. Deena.Rawleigh@austintexas.gov AUSTIN AREA HIV PLANNING COUNCIL MEMBERS TOTAL 6 (1 Non-voting member) 1. Kelle’ Martin, Chair 2. Zachery Garay 3. Ashley Garling 4. Rocky Lane, Non-Voting 5. Kristina McRae-Thompson 6. Gin Pham Prospective Members 1. Judith Hassan 2. Marquis Goodwin 3. Alicia Alston 4. Joe Anderson Jr. Summary • The Austin Area HIV Planning Council (HIVPC) is at 6 members. o 4 members are pending approval from CEO (one member was resubmitted along with new applicants due to incomplete training). o Jonathan has resigned from his position effective March 15, 2024 o New Requirement from BCIC: Pending members are waiting for City Council Approval • Kelle’ Martin will be joining the GMCS committee temporarily until new members are onboarded • Two people are eligible to interview at the next GMCS Meeting • The Needs Assessment Year 2 literature review topic selection is expected to take place during the April FASPNA meeting • The CAB/Caucus Partnership rotation schedule is being planned. • If the HIVPC would be interested in having bi-weekly office hours with the Office of Support Planners, please send a preferred time and date as to when you would like to have this resource available. • The Office of Support has created an event requests form for the community to request the HIVPC to join. Council is invited to provide comments and edits to the Event form, as needed. This discussion can be followed up in the Governance/Membership and Care Strategies committee. Event Requests Form https://www.surveymonkey.com/r/HIVPCEvents HIV PLANNING COUNCIL COMMITTEE UPDATES • Executive Committee needs nominations for Vice Chair and Secretary. Per the bylaws, nominations must be made during a Business meeting. • Governance/Membership combined Care Strategies Committee (GMCS) committee chair is Zachery Garay o March meeting was canceled after BC liaison informed OoS that a member is ineligible due to lack of completed trainings. This member will be resubmitted to the CEO for approval. o During February, Planning Council received interest from two people. They will be eligible to interview at the next available GMCS meeting o Three …
MEMORANDUM To: Kelle’ Martin, Chair HIV Planning Council (Austin Area TGA) From: Social Determinants of Health & Equity Working Group Austin Fast Track Cities Contact: Rick Astray-Caneda III, rickyaciii@gmail.com, 786.325.7425; and Michelle Osorio, michelle.osorio@austintexas.gov, 941-269-9288 Cc: Rick Astray-Caneda III, Friends of the David Powell Clinic; Flor Hernandez-Ayala, Austin Public Health; Avery Westendorf, CommUnityCare; Michelle Osorio, Austin Public Health February 21, 2024 Request for Funds, Partnership, and In-kind Support to Administer the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area Dear Kelle’: Subsequent to our presentations related to the administration of the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area on September 25, 2023, and February 14, 2024, the Social Determinants of Health & Equity Working Group of the Austin Fast Track Cities Initiative requests support of the HIV Planning Council for the Austin Area TGA. Thank you for allowing us time to present this to the Planning Council on the prior occasions and thank you for considering this request. In Appendix A, we provide an overview of the project. At present we are recruiting approximately 12 people, including at least five living with HIV, to lead this effort. We ask that the Planning Council considers supporting this effort in as many of the ways below as you can. We know that the Planning Council has many priorities, and we appreciate any assistance toward this valuable effort. Monetary Amount Request Sponsor the administration of the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area. The sponsorship sends a message of legitimacy and importance to our community. Allow us to table with you at events to recruit Steering Committee members and later to recruit interviewees. This gives the initiative exposure and through presence with the Planning Council adds legitimacy. Sponsor all or part of the first year of stipends for Steering Committee Members. We calculate that at 12 members x three hours per month x $20 per hour at Austin’s living wage x 12 months. Assist us identifying a medical or social service organization that will allow us to use their calendaring system to schedule interviews. Set aside funds to help with logistics and tools for the Steering Committee. We have put a suggested amount of $2,000. This money would be used for $0.00 $0.00 $8,640.00 $0.00 $2,000.00 Page 1 of 5 # 1 2 3 4 5 …
Austin Area Comprehensive Planning Council Ryan White Part B Administrative Agency Report Submitted by Alicia Alston March 25, 2024 I. Part B Grants Administration/Management Update • We are currently getting contracts out for the Ryan White 24-25 contract year. II. Part B Expenditure Summary Update The 23-24 Part B expenditure summary is as follows: • 92% of the contract year has expired, with 75% of the funds used through February 2024 (RW). • 92% of the contract year has expired, with 92% of the funds used through February 2024 (State • 50% of the contract year has expired, with 43% of the funds used through February 2024 (State R) Services) Table 1: Ryan White, State-R and State Services FY 23-24 Part B Billing Summary RW (All agencies) CATEGORY January 2024 Budgeted Amount Expended Amount Percent Expended Service Delivery $4,220,879.00 $3,703,467.24 75% Budgeted Amount Expended Amount Percent Expended $1,318,117.00 $1,226,898.72 92% State R (All Agencies) CATEGORY Service Delivery State Services (All Agencies) Budgeted Amount Expended Amount Percent Expended Service Delivery $4,551,005.00 $1,866,594.16 43% III. Ryan White Part B Expenditure Summary Update (Austin Agencies Only) ***Out of variance: Expenditures are more than 10% (over or under) the contract year percentage. Allocation Expended Justification $100,000.00 $82,716.40 Within Variance: Have program income money to cover overages in expenses. Oral Health $135,500.00 $201,873.02 Out of Variance: Have program income money to cover $644,282.00 $817,520.23 Out of Variance: Have program income money to cover overages in expenses. overages in expenses. $12,500.00 $10,387.87 Within variance (83%) $67,750.00 (134%) $91,266.24 OUT OF VARIANCE: Have program income money to cover overages in expenses. Local AIDS Pharmaceutical Assistance (128%) $75,300.00 $96,728.72 OUT OF VARIANCE: Have program income money to cover overages in expenses. Mental Health $117,500.00 $139,527.22 OUT OF VARIANCE: Have program income money to cover $70,000 $117,134.30 Out of variance: Have program income money to cover overages in expenses. overages in expenses. Food Bank $3000.00 $2,884.80 Out of Variance: Have program income money to cover overages in expenses. Service Category Health Insurance (83%) (148%) Outpatient Ambulatory Health Services (126%) Early Intervention Services Emergency Financial Assistance Non-Medical Case Management (118%) (167%) (96%) Total Regular Ryan White $1,225,832.00 (111%) $1,361,260.32 V. Client Complaints N/A
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY23 Date of Report:3-11-2024 From Service Category/Amount ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient 6726.82 PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Substance Abuse Residential ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Substance Abuse Residential ☐ Medical Transportation ☐ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: 1708.10 1056.80 ☐ Medical Transportation ☐ Linguistics 677.69 MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration 3284.23 ☐ Quality Management 6726.82 TOTAL REALLOCATION TO: 6726.82 IF APPLICABLE: Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION Some funds that are being moved out of admin were not spent due to the changes made in how admin costs were calculated for salary and other expense. Some linguistic and transportation was unspent. All other unspent balances are requested to be moved to cover MH services under salary and other expense. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2024-03-08 3-11-24 Date
HIV PLANNING COUNCIL REGULAR MEETING MINUTES MONDAY, MARCH 25, 2024 The HIV PLANNING COUNCIL convened in a REGULAR meeting on MONDAY, MARCH 25, 2024, at 6310 WILHELMINA DELCO DRIVE in Austin, Texas. Rocky Lane called the HIV PLANNING COUNCIL Meeting to order at 6:14 p.m. Planning Council Members in Attendance: None. Planning Council Members in Attendance Remotely: Kelle’ Martin, Zac Garay, Ashley Garling, Rocky Lane, Gin Pham. PUBLIC COMMUNICATION: GENERAL None. APPROVAL OF MINUTES 1. Approve the minutes of the HIV PLANNING COUNCIL REGULAR MEETING on 2/26/2024. The minutes from the meeting of 2/26/2024 were approved as written on Gin Pham’s motion, Zachery Garay second on a 2-0 vote. For: Zac Garay, Gin Pham. Abstain: None. Absent: Kelle’ Martin, Ashley Garling, Kristina McRae-Thompson. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, and/or service standards Zachery Garay - Health Insurance Premium Cost Sharing Assistance (HIPCSA), Early Intervention Services (EIS), Medical Nutrition Therapy, Oral Health Care, Outpatient Ambulatory Health Services, Medical Case Management, Food Bank/Home Delivered Meals, Non-Medical case management, Medical Transportation, Linguistics, MAI EIS, MAI Non-medical case management. 1 Ashley Garling – Stigma Index Project. STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support Staff Report Rick Astray-Caneda is here to follow up on the Stigma Index project requests. Update given by Nathalia Delgadillo. Refer to written report for full details. We have four members awaiting approval from City Council and two prospective members who will interview at the next Governance/Membership and Care Strategies meeting. We received confirmation that all new applicants must go through to City Council for approval after receiving mayoral approval. There is a new Survey Monkey form available to request Planning Council participation in local events. It will be made available to Planning Council members and the public. 5. Administrative Agent Report Update given by Ken Martin. Refer to written report for full details. All open positions have been filled. New staff members will begin on April 8. One agency did not get their grant agreement signed by the deadline and approximately $280,000 funds have been lost. The AA has addressed this oversight with them. Collaborative Research gave a presentation about Newly Diagnosed Linkage to Care that will be shared with the Planning Council. All providers have submitted their Ryan White Services Report. The Provide Enterprise database will hopefully go live in June. There were three final rapid reallocations …
REGULAR MEETING OF THE HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE WEDNESDAY, MARCH 13, 2024, 1:00 P.M. PERMITTING AND DEVELOPMENT CENTER 6310 WILHELMINA DELCO DRIVE, RM. 1203 AUSTIN, TEXAS Some members of the HIV PLANNING COUNCIL may be participating by videoconference. The meeting may be viewed online at: Click here to join the meeting Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email the Office of Support, (512)-972-5841, HIVPlanningCouncil@austintexas.gov CURRENT HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE MEMBERS: Ashley Garling, Committee Chair Kelle’ Martin Kristina McRae-Thompson Gin Pham AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL The first 10 speakers signed up no later than noon on 3/12/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, APPROVAL OF MINUTES 1. February 14, 2024 and/or service standards STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support staff report 5. Administrative Agent report DISCUSSION AND ACTION ITEMS FUTURE AGENDA ITEMS 8. Workplan Calendar review ADJOURNMENT Indicative of action items 6. Discussion and approval of Meeting Time and Day 7. Discussion and approval of Stigma Index Proposal The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. TTY users’ route through Relay Texas at 711. For More Information on the HIV Planning Council, please contact Nathalia Delgadillo at (512) 972-5841.
Austin Transitional Grant Area (TGA) Administrative Agent (AA) Report to HIV Planning Council February 2024 PART A & MAI GRANTS ADMINISTRATION/MANAGEMENT UPDATE 1. We received 4 applications for 3 open Supportive Services Funding Specialists positions, but two of them were disqualified by HR. Two interviews have been scheduled for the week of 2/5/24. 2. The remaining position will be reposted. OTHER HIV RESOURCES ADMINISTRATION GRANT UPDATES 1. HOPWA: 1 contract executed, 1 routing for signatures, 1 amendment and 2 extensions waiting for 2. Part C: FFY23 term ended December 31st. 2 contracts are under negotiation and 1 contract waiting City Council approval for City Council Approval 3. EHE PS20: Both contracts are executed and end May 2024. 4. Part A/MAI: 1 amendment routing for signature and 4 amendments under negotiation 1. Estimated Expenditures Through December (not all claims are in yet) PART A & MAI FISCAL UPDATE Formula Carryover $449,918 $424,910 94% Budgeted Amount Expended Amount Percent Expended $3,374,977 $2,644,559 78% $388,620 $237,393 61% $16,925 $16,925 100% $1,774,600 $1,350,551 76% $6,005,040 $4,674,338 78% CATEGORY Formula MAI MAI Carryover Supplemental TOTAL CLINICAL QUALITY MANAGEMENT 1. CQM Plan Development and Next Steps The CQM plan is currently being revised to include EHE and Part C activities, monitoring and evaluation. 2. CQM Performance Measures Austin TGA Administrative Agent Report to HIV Planning Council, January 2024, Page 12 CQM performance measures for Part A/MAI, Part C and EHE have been drafted and shared with the CQM Committee. Performance measures will be finalized after review from the HRSA TA. 3. Health Disparities Calculator Collaborative Research will be assisting HRAU staff with the development of a Health Disparities Calculator. This calculator is currently in development. 3. CQM Committee Meetings‐ On January 11, 2024, HRA hosted an in‐person CQM committee meeting. HRA plans to host in‐person meetings on a quarterly or bi‐annual basis. 1. TCT Enhancements and Issues: DATA MANAGEMENT UPDATE a. The data staff at HRA continue to work through TCT issues with subrecipients and the TCT Help Desk. HRA meets with the TCT Help Desk weekly. There have been additional meetings with data managers across the state to address enhancements identified by the data managers and providers. b. The Texas Department of State Health Services continues to make enhancements in TCT. Unfortunately, these enhancements often break existing capabilities. c. The need for additional training has been identified and discussed with the subrecipients. The Data Manager …
MEMORANDUM To: Kelle’ Martin, Chair HIV Planning Council (Austin Area TGA) From: Social Determinants of Health & Equity Working Group Austin Fast Track Cities Contact: Rick Astray-Caneda III, rickyaciii@gmail.com, 786.325.7425; and Michelle Osorio, michelle.osorio@austintexas.gov, 941-269-9288 Cc: Rick Astray-Caneda III, Friends of the David Powell Clinic; Flor Hernandez-Ayala, Austin Public Health; Avery Westendorf, CommUnityCare; Michelle Osorio, Austin Public Health February 21, 2024 Request for Funds, Partnership, and In-kind Support to Administer the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area Dear Kelle’: Subsequent to our presentations related to the administration of the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area on September 25, 2023, and February 14, 2024, the Social Determinants of Health & Equity Working Group of the Austin Fast Track Cities Initiative requests support of the HIV Planning Council for the Austin Area TGA. Thank you for allowing us time to present this to the Planning Council on the prior occasions and thank you for considering this request. In Appendix A, we provide an overview of the project. At present we are recruiting approximately 12 people, including at least five living with HIV, to lead this effort. We ask that the Planning Council considers supporting this effort in as many of the ways below as you can. We know that the Planning Council has many priorities, and we appreciate any assistance toward this valuable effort. Monetary Amount Request Sponsor the administration of the Persons Living with HIV Stigma Index 2.0 in the Austin Transitional Grant Area. The sponsorship sends a message of legitimacy and importance to our community. Allow us to table with you at events to recruit Steering Committee members and later to recruit interviewees. This gives the initiative exposure and through presence with the Planning Council adds legitimacy. Sponsor all or part of the first year of stipends for Steering Committee Members. We calculate that at 12 members x three hours per month x $20 per hour at Austin’s living wage x 12 months. Assist us identifying a medical or social service organization that will allow us to use their calendaring system to schedule interviews. Set aside funds to help with logistics and tools for the Steering Committee. We have put a suggested amount of $2,000. This money would be used for $0.00 $0.00 $8,640.00 $0.00 $2,000.00 Page 1 of 5 # 1 2 3 4 5 …
AUSTIN AREA HIV PLANNING COUNCIL The mission of the HIV Planning Council is to develop and coordinate an effective and comprehensive community-wide response to HIV. Planning Council: Office of Support Staff Report March 5, 2024 Business Committee Meeting OFFICE OF SUPPORT STAFF Kodjo Dodo, Manager Kodjo.Dodo@austintexas.gov Nathalia Delgadillo, Planner II Nathalia.Delgadillo@austintexas.gov Zaria Thomas, Planner I zaria.thomas@austintexas.gov. Deena Rawleigh, Admin Sr. Deena.Rawleigh@austintexas.gov AUSTIN AREA HIV PLANNING COUNCIL MEMBERS TOTAL 6 (1 Non-voting member) 1. Kelle’ Martin, Chair 2. Kristina McRae-Thompson 3. Rocky Lane, Non-Voting 4. Joe Anderson Jr. 5. Ashley Garling 6. Zachery Garay 7. Gin Pham 8. Judith Hassan 9. Marquis Goodwin 10. Alicia Alston Summary: committee The HIVPC is at 6 members. 3 Members are Pending Approval from CEO. Jonathan has asked to resign from his position, effective March 15, 2024. A member has been deemed ineligible on the evening of 3/5 from boards and commissions due to incomplete training. GMCS Committee meeting for March had to be canceled due to lack of active members to create a Nominations for Vice Chair and Secretary are needed. 2 persons expressed interest in joining council, and are eligible to interview at the next GMCS Meeting The Needs Assessment Report is being drafted. The Literature review topic selection is expected to take place in April. It will be tabled in March due to the Planner II being out of office on 3/13 o FASPNA members should have received an email with Literature Review topic proposals and a survey to submit their preference. Special studies will begin in April, if possible. The Resource Guide has been started with the OoS and FTC coordinator Michelle Osorio The CAB/Caucus Partnership rotation schedule is being planned. On 2/22, the OoS had introduced this partnership to a subrecipient. The OoS has successfully contacted 4/6 of the discovered CABs/caucuses. o Chair is more interested in investing in our own ad-hoc committee to receive more consumer input The Office of Support Planners are looking to see if the HIVPC would be interested in having bi-weekly office hours. Please send a preferred time and date as to when you would like to have this resource available. Chair and Secretary All nominees will be presented at the February 2024 Business meeting. The We are accepting nominations for HIV Planning Council Vice official vote will take place at the following Business meeting. Send all …
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY 2024 Date of Report: 03/07/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☒ Early Intervention Services ☐ Health Insurance Premium & Cost ☒ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care 7,638.15 ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient Sharing Assistance ☐ Mental Health Services ☒ Medical Nutrition Therapy 9,033.34 ☐ Medical Case Management ☐ Linguistics PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☒ Medical Transportation ☒ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☒ Non-Medical Case Management ☐ Emergency Financial Assistance ☒ Food Bank/Home Delivered Meals ☐ Housing 10,117.00 ☐ Medical Transportation 4,881.00 ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management TOTAL REALLOCATION TO: 13,857.97 5,135.53 129.45 12,546.54 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION We utilized other resources for Linguistic and medical transportation. As such the funds are to be used in other categories. EIS and Medical Case Management has staff turnover which reduced the use of the funds. We had more need for Nutrition, OAHS, Food and a slight increase for non-medical case management. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 3/8/24 Date
HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE MEETING MINUTES WEDNESDAY, MARCH 13, 2024 The HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE convened in a REGULAR meeting on WEDNESDAY, MARCH 13, 2024, at 6310 WILHELMINA DELCO DRIVE in Austin, Texas. Chair Kelle’ Martin called the HIV PLANNING COUNCIL Committee Meeting to order at 1:18 p.m. Planning Council Members in Attendance: None Planning Council Members in Attendance Remotely: Kelle’ Martin, Kristina McRae- Thompson, Gin Pham PUBLIC COMMUNICATION: GENERAL None APPROVAL OF MINUTES Approve the minutes of the HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE MEETING on 2/14/2024. The minutes from the meeting of 2/14/2024 were approved on Gin Pham’s motion, Kelle’ Martin second on a 3-0 vote. For: Kelle’ Martin, Kristina McRae-Thompson, Gin Pham. Against: None. Abstain: None. Absent: Ashley Garling. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, and/or service standards. None 1. 1 STAFF BRIEFINGS 3. Introductions/Announcements None at this time. 4. Office of Support staff report Update given by Deena Rawleigh. Refer to written report for full details. Planning Council is down to six members, but does have three members submitted to the mayor, and two waiting for interviews. The Governance/Membership and Care Strategies is down to two members and will need one more to be able to meet. Kelle’ Martin will sit on the committee for the month of April. New applicants will have to also be approved by City Council per Boards and Commissions. 5. Administrative Agent (AA) report Update given by Veronica Chavira. A new funding specialist will start this week and two other candidates are in the process of being hired. The Part A fund is 78% expended through December and is expected to be 87% expended once all claims are submitted. Providers can submit a thirteenth claim by the end of March. There was a rapid reallocation from Early Intervention Services, Medical Case Management, Medical Transportation, Linguistics to Ambulatory Outpatient Health Services, Medical Nutrition Therapy, Non-Medical Case Management, and Food Bank/Home Delivered Meals. Providers utilized other resources for Linguistic and medical transportation. As such the funds are to be used in other categories. EIS and Medical Case Management had staff turnover which reduced the use of the funds. Providers had more need for Nutrition, OAHS, Food Bank, and a slight increase for non-medical case management. DISCUSSION AND ACTION ITEMS …
REGULAR MEETING OF THE HIV PLANNING COUNCIL EXECUTIVE COMMITTEE MEETING TUESDAY, MARCH 5, 2024, 5:00 P.M. PERMITTING AND DEVELOPMENT CENTER 6310 WILHELMINA DELCO DRIVE, RM. 1203 AUSTIN, TEXAS Some members of the HIV PLANNING COUNCIL may be participating by videoconference. The meeting may be viewed online at: Click here to join the meeting Public comment will be allowed online via Teams or remotely via telephone. Speakers may only register to speak on an item once either online or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email NATHALIA DELGADILLO, (512) 972-5841, Nathalia.Delgadillo@austintexas.gov CURRENT HIV PLANNING COUNCIL EXECUTIVE COMMITTEE MEMBERS: Kelle’ Martin, Chair Zachery Garay, GMCS Committee Chair Ashley Garling, FASPNA Committee Chair AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL The first 10 speakers signed up no later than noon on 3/4/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. 2. Members will declare conflict of interest with relevant agenda items, service categories, APPROVAL OF MINUTES 1. February 6, 2024 CONFLICT OF INTEREST DECLARATIONS and/or service standards STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support Staff Report 5. Administrative Agent Report DISCUSSION AND ACTION ITEMS 6. Discussion and review of Robert’s Rule of Order 7. Discussion and review Texas Open Meeting Act 8. Discussion and approval of Bylaws amendments COMMITTEE UPDATES FUTURE AGENDA ITEMS 11. Discussion of Workplan calendar ADJOURNMENT Indicative of action items 9. Governance/Membership and Care Strategies Committee 10. Finance/Allocations and Strategic Planning/Needs Assessment Committee The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. TTY users’ route through Relay Texas at 711. For More Information on the HIV Planning Council, please contact Jaseudia Killion at (512) 972-5806.
REGULAR MEETING OF THE HIV PLANNING COUNCIL BUSINESS COMMITTEE MEETING MONDAY, FEBRUARY 26, 2024, 6:00 P.M. PERMITTING AND DEVELOPMENT CENTER, RM. 1203 6310 WILHELMINA DELCO DRIVE AUSTIN, TEXAS Some members of the HIV PLANNING COUNCIL may be participating by videoconference. The meeting may be viewed online at: Click here to join the meeting Public comment will be allowed in-person or remotely via telephone. Speakers may only register to speak on an item once either in-person or remotely and will be allowed up to three minutes to provide their comments. Registration no later than noon the day before the meeting is required for remote participation by telephone. To register to speak remotely, call or email NATHALIA DELGADILLO, (512) 972-5841, Nathalia.Delgadillo@austintexas.gov CURRENT HIV PLANNING COUNCIL MEMBERS: Kelle’ Martin, Chair Joe Anderson Zachery Garay Jonathan Garcia Ashley Garling AGENDA CALL TO ORDER PUBLIC COMMUNICATION: GENERAL Rocky Lane, Non-Voting Gin Pham Kristina McRae-Thompson The first 10 speakers signed up no later than noon on 2/25/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. 2. Members will declare conflict of interest with relevant agenda items, service categories, APPROVAL OF MINUTES 1. January 29, 2024 CONFLICT OF INTEREST DECLARATIONS and/or service standards STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support Staff Report 5. Administrative Agent Report 6. Part B Report DISCUSSION AND ACTION ITEMS 7. Open nominations for Vice-Chair and Secretary 8. Discussion and approval of committee recommendation for new member applicants 9. Discussion and approval of Fiscal Year (FY) 24 budget 10. Discussion and approval of National Week of Prayer event budget 11. Discussion and approval of committee recommendation of red ribbon pins 12. Presentation & Discussion on the FY 24-29 Consolidated Plan with the City of Austin Housing Department & Austin Public Health. FUTURE AGENDA ITEMS 13. Review of workplan calendar ADJOURNMENT Indicative of action items The City of Austin is committed to compliance with the American with Disabilities Act. Reasonable modifications and equal access to communications will be provided upon request. Meeting locations are planned with wheelchair access. If requiring Sign Language Interpreters or alternative formats, please give notice at least 2 days (48 hours) before the meeting date. TTY users’ route through Relay Texas at 711. For More Information on the HIV Planning Council, please contact Nathalia Delgadillo at (512) 972-5841.
HIV PLANNING COUNCIL REGULAR MEETING MINUTES MONDAY, FEBRUARY 26, 2024 The HIV PLANNING COUNCIL convened in a REGULAR meeting on MONDAY, FEBRUARY 26, 2024, at 6310 WILHELMINA DELCO DRIVE in Austin, Texas. Kelle’ Martin called the HIV PLANNING COUNCIL Meeting to order at 6:03 p.m. Planning Council Members in Attendance: None. Planning Council Members in Attendance Remotely: Kelle’ Martin, Joe Anderson, Zac Garay, Ashley Garling, Rocky Lane, Gin Pham, Kristina McRae-Thompson. PUBLIC COMMUNICATION: GENERAL None. APPROVAL OF MINUTES 1. Approve the minutes of the HIV PLANNING COUNCIL REGULAR MEETING on 1/29/2024. The minutes from the meeting of 1/29/2024 were approved with edits on Ashley Garling’s motion, Kelle’ Martin second on a 4-0 vote. For: Kelle’ Martin, Zac Garay, Ashley Garling, Gin Pham. Abstain: None. Absent: Joe Anderson, Jonathan Garcia, Kristina McRae-Thompson. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, and/or service standards Zachery Garay - Health Insurance Premium Cost Sharing Assistance (HIPCSA), Early Intervention Services (EIS), Medical Nutrition Therapy, Oral Health Care, Outpatient Ambulatory Health Services, Medical Case Management, Food Bank/Home Delivered 1 Meals, Non-Medical case management, Medical Transportation, Linguistics, MAI EIS, MAI Non-medical case management. STAFF BRIEFINGS 3. Introductions/Announcements Boards and Commissions is requiring sexual harassment training for all members to be completed by May 10. The training is only available through BC emails. Liza is a public health major at UT Austin and an EMT. Alicia Alston is an applicant to the Planning Council and is a Part B Planner. Aran Belani is a student at UT Austin performing undergraduate research and an EMT. 4. Office of Support Staff Report Update given by Nathalia Delgadillo. Refer to written report for full details. Planning Council is still taking nominations for Vice Chair and Secretary. There are three people who have expressed interest in joining Planning Council. Needs Assessment is gearing up for year three and choosing special studies. If members are interested in attending upcoming conferences, please reach out to the Office of Support as soon as possible. 5. Administrative Agent Report Update given by Ken Martin. Refer to written report for full details. Office of Support and AA are holding alignment meetings to better support Planning Council. One open position has been filled, and the other two have been posted. Funds are expected to be almost fully expended by the end of the fiscal year. Providers are submitting their …
