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 …
Discussion on community needs and spending priorities for the FY 24-29 Consolidated Plan for federal grants. Agenda Where Does Our Funding Come From? Planning and Reporting for Federal Funding How We Make Decisions Fair Housing Programs and Activities Overview What We've Heard From the Community Group and Community Input How do we fund our programs? HUD Annual Entitlement Grants Housing Trust Fund Approved City Bonds City Operating Budget Project Connect Anti-Displacement Funds CARES Act Federal Grants: Planning & Reporting Programs & Activites The U.S. Department of Housing and Urban Development (HUD) allocates entitlement funding to municipalities and state governments. The City of Austin applies for what in recent years has been approximately $14 million in annual grant entitlements across four grants for affordable housing, community development, economic development, and public services. Each year, we plan and evaluate the programs funded by the HUD grants. 5 U.S. Department of Housing and Urban Development (HUD) Consolidated Plan (5-Year) Allocates federal resources to housing and community development Action Plan (1-Year) Summarizes actions, activities and federal/non- federal resources in the Consolidated Plan Consolidated Annual Performance and Evaluation Report (CAPER) (1-Year) End-of-year report on progress toward consolidated plan 6 How are funding decisions made? We are here Community Participation: Community Needs Assessment Available Use of Funding Sources Consolidated Plan Housing Needs & Market Analysis Other Planning Efforts Austin Strategic Housing Blueprint Analysis of Impediments to Fair Housing Choice 7 Consolidated Plan Funding Sources Community Development Block Grant (CDBG) Goal: Provide decent housing and a suitable living environment; expand economic opportunities for low-income people Housing Opportunities for Persons with AIDS (HOPWA) Goal: Benefit low-income persons living with HIV/AIDS and their families by providing supportive services and housing Consolidated Plan (5-Year) HOME Investment Partnerships (HOME) Goal: create affordable housing for low- income households Emergency Solutions Grant (ESG) Goal: Assist people to quickly regain stability in permanent housing after experiencing a housing crisis and/or homelessness 8 Fair Housing • 2019 Analysis of Impediments to Fair Housing Choice (AI) • Potential upcoming "Equity Plan" related to fair housing • Seeking input and surveying on fair housing issues, experiences 9 Programs & Activities 10 Who Do We Serve? Fiscal Year 22-23 Snapshot 64.4% 3,017 # households served FY 22-23 70.0% 60.0% 50.0% 40.0% 30.0% 20.0% 10.0% 0.0% 17.5% 16.7% Extremely Low Income (<30% MFI) Very Low Income (31%- 50% MFI) Low Income (51%-80% MFI) 1.4% 81%+ MFI *Income data does …
Na(cid:415)onal Week of Prayer Event Request Date: March 7, 2024 Time: 6pm Loca(cid:415)on: Freedom Home Bap(cid:415)st Church, 3405 Oak Springs Dr, Aus(cid:415)n, TX 78721 Es(cid:415)mated a(cid:425)endance: 75‐100 people Event Descrip(cid:415)on: The primary purpose of the Na(cid:415)onal Week of Prayer for the Healing of AIDS is to bring a(cid:425)en(cid:415)on to the na(cid:415)onal HIV/AIDS epidemic in the United States and to the roles that faith communi(cid:415)es have had, and con(cid:415)nue to have, in HIV preven(cid:415)on, educa(cid:415)on, service, and advocacy. The event promotes efforts to improve HIV awareness, foster compassionate responses to HIV preven(cid:415)on and care, and support healing through a wide range of ac(cid:415)vi(cid:415)es. These include sermons and lectures on HIV, candle‐ligh(cid:415)ng ceremonies to remember those we have lost, prayer vigils, concerts, and HIV educa(cid:415)on and tes(cid:415)ng. HIV Planning Council’s Role: We will pay for catering for the dinner on the 7th, and in return we will table at the event and/or give a recruitment presenta(cid:415)on. This will allow us to recruit and spread awareness for the Planning Council at a community event that serves one of our priority popula(cid:415)ons. National Week of Prayer Event Budget $ 27.99 Red Ribbon Pins (metal) Pok‐E‐Joe's Catering Sausage, Brisket Veggie skewers Pinto beans, potato salad, green salad Unsweet tea, lemons, ice, sweetener 15% gratuity HEB Cookies 3 trays assorted Alyssa's Healthy Vegan Bites Total $ 1926.25 $ 42.16 $ 1968.41
Summary of Service Prepared For: Address: Email: Proposal #: Service Style: Salesperson: Venue: Deena Rawleigh Austin Public Health deena.rawleigh@austintexas.gov 94898 Delivery John Bohne john@pokejos.com Freedom Home Baptist Church 3405 Oak Springs Dr Austin, TX 78721 Timeline: 4:15 PM Pok-e-Jo's Staff arrives Onsite 5:00 PM Event Start Event Date: 3/7/2024 - Thursday Phone: Work: (512) 748-1654 Guest Count: Occasion: 100 Corporate Event Last Change: 2/1/2024 Food Qty 100 Description BBQ 2 Meat/ 3 Side Delivery Unit Price $16.75 Total $1,675.00 Note: Smoked Brisket, Sausage, Garden Salad, Pinto Beans, Potato Salad, Condiments, Iced Tea (ice, lemons, sweeteners) & Disposable plate ware no dessert Food Subtotal $1,675.00 Charges: Payments: Total: $1,675.00 $0.00 $1,675.00 Gratuity: ___________ Balance Due: ___________ Delivery Event Pricing & Service Pricing includes our staff arriving 15-30 minutes before your scheduled service time, bringing your selected menu items in disposable containers along with disposable serving utensils, a picnic checkered disposable linen, disposable dining plate ware, picnic packs (utensils, napkin, salt & pepper in plastic wrapping) and cups. PoK-e- Jo''s staff will arrange the food buffet style on your provided tables or serving area and ensure you are set up before departing. All event costs are dependent on final confirmation of details & final number of guests. Pricing is subject to change according to final guest count. Printed Date: 2/1/2024 esign_initials_1 Page 1 of 2 Agreement & Date Reservation To confirm your event, PoK-e-Jo''s will need credit card information to reserve the date. Payment by check is available if preferred, and in this case credit card information is not needed. Payment is due the day of the event, except for established accounts. Gratuity is at the discretion of the client. I have reviewed the previous information and would like to contract PoK-e-Jo''s Smokehouse, Inc. to service my event. Credit Card Authorization Number: ______________________________________ Exp Date: ___________ CVV: ___________ Billing Zip Code: ___________________ Name on Card: ________________________________ Authorized Amount: $___________________________ Signature: ____________________________________ Client Signature CLIENT_SIG_1 Signer Name: CLIENT_NAME_1 Sign Date: CLIENT_DATE_1 Printed Date: 2/1/2024 Event #: 94898 esign_initials_2 Page 2 of 2
Membership Applicant Biographical Sketch The following individual has submitted a membership application to the HIV Planning Council. Alicia Alston (Applicant Name) Planner of HIV/Health Services at Brazos Valley Council of Governments (BVCOG) Participates in various food, coat, and back to school drives in local community. Also, likes to volunteer at nursing homes to support elderly members of the community. 20+ years of Direct care experience as a medical assistant to service PLWH in Philadelphia Department of Health. 23 years of epidemiology, HIPAA, OSHA, and other related laws/policies pertaining to PLWH. Currently, working with the Ryan White Part B program at BVCOG. Detail orientated, team leader. Travis Bastrop Caldwell Hays Williamson Other Health Care Providers, Including Federally Qualified Health Centers Community-based organizations serving affected populations and AIDS Service Organizations (ASOs) Substance Abuse Providers Social Service Providers, including providers of housing and homeless services Mental Health Providers Local Public Health Agency Hospital planning agencies or health care planning agencies Affected Communities, including PLWH/A, members of a Federally recognized Indian tribe as represented in the population, individuals co-infected with hepatitis B or C and historically underserved groups and subpopulations. Non-Elected Community Leaders State Government (including the State Medicaid Agency. State agency and the agency administering the program under part B. Grantees under subpart II of part C (Title II early intervention) Representatives of organizations with a history of serving children, youth, women, and families living with HIV and operating in the area. Grantees under other Federal HIV programs, including but not limited to providers of HIV prevention services Representatives of individuals who formerly were Federal, State, or local prisoners, were released from the custody of the penal system during the preceding 3-years, and had HIV/AIDS as of the date on which the individuals were released. HIV/AIDS Prevention Provider Yes No A AA H W PI Other HIV Care Continuum Improvements Planning Council Recommend? No Yes OCCUPATION COMMUNITY VOLUNTEER WORK SKILLS/EXPERIENCE COUNTY OF RESIDENCE HRSA MEMBERSHIP SLOT (Check all that apply) CONFLICT OF INTEREST RACE/ETHNICITY SPECIAL INTERESTS GMCS Committee Recommend? Yes No Membership Applicant Biographical Sketch The following individual has submitted a membership application to the HIV Planning Council. OCCUPATION COMMUNITY VOLUNTEER WORK SKILLS/EXPERIENCE COUNTY OF RESIDENCE HRSA MEMBERSHIP SLOT (Check all that apply) CONFLICT OF INTEREST RACE/ETHNICITY SPECIAL INTERESTS GMCS Committee Recommend? Yes No Judith Hassan (Applicant Name) Director of Client Services at Project Transitions 6+ years of work experience in public health …
Austin Area Comprehensive Planning Council Ryan White Part B Administrative Agency Report Submitted by Jonathan Garcia February 27, 2023 I. Part B Grants Administration/Management Update N/A II. Part B Expenditure Summary Update The 23‐24 Part B expenditure summary is as follows: 83% of the contract year has expired, with 70% of the funds used through January 2024 (RW). 83% of the contract year has expired, with 88% of the funds used through January 2024 (State R) 42% of the contract year has expired, with 40% of the funds used through January 2024 (State Services) Table 1: Ryan White, State‐R and State Services FY 22‐23/22‐24 Part B Billing Summary RW (All agencies) CATEGORY Expended Amount Percent Expended Service Delivery $4,190,559.00 $3,395,480.29 70% January 2024 Budgeted Amount Budgeted Amount Expended Amount Percent Expended $1,318,117.00 $1,209,775.74 88% State R (All Agencies) CATEGORY Service Delivery State Services (All Agencies) Budgeted Amount Expended Amount Percent Expended Service Delivery $4,551,005.00 $1,738,688.14 40% 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 $69,790.60 Out of variance: HIPCSA: Staff expenses are currently lower than anticipated for this project due to staffing changes. In addition, we are in a slow period for assistance which will pick up in the coming months. Oral Health $135,500.00 $155,313.58 Out of variance: We have significant unfunded costs as our funding does not cover all necessities of this category. Seeking additional money from the administrative agency, to cover the additional expenses. Outpatient Ambulatory Health Services $644,282 (114%) $736,695.24 Out of variance: Expenses are greater than the funding allows and we continue to help those in need. Seeking additional money from the administrative agency, to cover the additional expenses. $12,500.00 $9,206.90 Within variance (74%) $67,750.00 (122%) $82,413.72 OUT OF VARIANCE: Have program income money to cover overages in expenses. $75,300.00 $85,006.18 OUT OF VARIANCE: Have program income money to cover overages in expenses. Mental Health $117,500.00 $126,125.26 Out of variance: Has program income to cover the overages. $70,000 $93,999.34 Out of variance: Have program income money to cover overages in expenses. Service Category Health Insurance (70%) (115%) Early Intervention Services Emergency Financial Assistance Local AIDS Pharmaceutical Assistance (113%) (107%) (134%) Non‐Medical Case Management V. Client Complaints Food Bank $3000.00 (90%) $2,709.50 Within variance Total Regular Ryan White $1,225,832.00 (111%) $1,361,260.32
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 February 26, 2024 Business Committee Meeting OFFICE OF SUPPORT STAFF Kodjo Dodo, Manager Kodjo.Dodo@austintexas.gov Jaseudia Killion, Supervisor Jaseudia.Killion@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 8 (1 Non-voting members) Kelle’ Martin, Chair Jonathan Garcia Kristina McRae-Thompson Rocky Lane Joe Anderson Jr. Ashley Garling Zachery Garay Gin Pham Summary: - The HIVPC is at 8 members. Glenn has resigned as of February 6, 2024. Jonathan has expressed interest in taking a two-month Member emeritus due to health reasons. This request will be submitted to GMCS in March - BCIC has informed the OoS that a member is in need of completing their BC member training as their 6-month deadline is happening at the end of February - Nominations for Vice, and Secretary are needed. - Congratulations Zac, for accepting his appointment as GMCS Chair - 3 persons expressed interest in joining council, and were invited to attend the business meeting - The Needs Assessment 2022 Report is being drafted. The Literature review is expected to take place in March, as it was tabled for February. 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 Office of Support received requests to vendor with Allure Alliance’s Kiss and Tell Event for Women and Girl’s HIV/AIDS Awareness Day on March 9th and Bastrop County Fatherhood Collective’s Dads Matter event on March 8th. The NWOP community meal event is on March 7th. - 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. - Travel plans for Continuum are next for interest member. - Planner attended TACCHO, where Nathalia learned about mySIDEWALK, the National Electronic Disease Surveillance System, and State Health Analytics and Reporting Platform (SHARP) 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 …
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 …
