REGULAR MEETING OF THE HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE WEDNESDAY, APRIL 10, 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 Judith Hassan 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 4/09/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. APPROVAL OF MINUTES 1. March 13, 2024 CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, 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 approval of Meeting Time and Day 7. Discussion and approval of Stigma Index Proposal updates 8. Discussion of Needs Assessment Report Updates 9. Discussion and approval of Literature Review topic for Year 2 Needs Assessment 10. Discussion and approval of Integrated Plan Updates 11. Discussion of Priority Setting and Resource Allocation (PSRA) overview 12. Discussion and approval of PSRA process for Fiscal Year 25 FUTURE AGENDA ITEMS 13. Workplan Calendar review 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 HIV Planning Council Office of Support at (512) 972-5841.
REGULAR MEETING OF THE HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE WEDNESDAY, APRIL 10, 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 Judith Hassan 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 4/09/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. APPROVAL OF MINUTES 1. March 13, 2024 CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, 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 approval of Meeting Time and Day 7. Discussion and approval of Stigma Index Proposal updates 8. Discussion of Needs Assessment Report Updates 9. Discussion and approval of Literature Review topic for Year 2 Needs Assessment 10. Discussion and approval of Integrated Plan Updates 11. Discussion of Priority Setting and Resource Allocation (PSRA) overview 12. Discussion and approval of PSRA process for Fiscal Year 25 FUTURE AGENDA ITEMS 13. Workplan Calendar review 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 HIV Planning Council Office of Support at (512) 972-5841.
Needs Assessment on Service Needs and Barriers for those in-care and out of care Year 2 Activity, Literature Review From responses of 2/4 FASPNA members, Understanding the impact of rising housing costs on HIV Health Care access is the most interested topic by having the highest score. Access the survey here: or visit surveymonkey.com/r/HIVPCY2NA The populations of interest are Black MSMs, Latinx MSMs, and Black WSMs from ages 14-34. Limited information related to transgender and gender diverse persons may be available depending on how various literature define gender. What does FASPNA think of these suggested topics and populations? The purpose of the literature review is to serve as a “special study” by compiling existing literature related to identified barriers and needs for PLWH in lieu of resurveying, to further explore a key identified issues from the survey administered in 2022. The focus will be for those who are lost to care or out of care compared to those in care, if possible. We hope to use the information compiled to be able to carry out focus groups that will begin planning in April to better understand factors that would help return PLWH to care and keep persons in care. Access to the system of care analysis and provider capacity and capabilities report is available on request.
Quick Reference Handout 4.2: Example of a Multi-Year Needs Assessment Plan Prepared by a PC/PB Needs Assessment Committee Bold items are the planning council’s most intensive needs assessment activity each year. Red items are prevention-oriented needs assessment components for integrated prevention/care planning bodies. Component 1b. Epidemiologic Profile with HIV Care Continuum Year 1 • Epi profile PowerPoint presentation to be provided by state surveillance staff based on written epi profile prepared using CD’s 2014 Guidance Year 2 • New epi profile as in Year 1 Year 3 • Epi profile as in Year 1 • HIV care continuum data for RWHAP clients to be provided along with HIV care continuum for all living HIV cases • HIV care continuum data for all living HIV cases, all RWHAP clients, and RWHAP clients by agreed-upon subpopulations — Provided in time for spring data presentation using prior calendar year data — Format and scope of presentation to PC/PB jointly determined — Special data/analysis to be agreed upon by December 31 • Inclusion of HIV care continuum data for all living HIV cases in the Part A jurisdiction 2a. Estimate of the Number and Characteristics of PLWH with Unmet Need • Estimate of number of PLWH who • Unmet need estimate to be provided • Unmet need estimate to be provided know their status and are not in care used for prior year Part A application to be included in PSRA data presentation and presented as in Year 1 and presented as in Year 1 • Profile of PLWH with unmet need to • Profile of PLWH with unmet need to be provided and presented as in Year 1 be provided and presented as in Year 1 Quick Reference Handout 4.2: Example of a Multi-Year Needs Assessment Plan Prepared by a PC/PB Needs Assessment Committee 1 RWHAP Part A PC/PB Training Guide | Module 4: Needs Assessment Year 1 • New estimate to be provided for Year 2 Year 3 Component 2a. Estimate of the Number and Characteristics of PLWH with Unmet Need CONTINUED 2b. Estimate of the Number and Characteristics of Individuals with HIV Who Do Not Know Their Status (Unaware) 3a. Assessment of Service Needs and Barriers: PLWH in Care inclusion in Part A application, using estimation method specified by HRSA/HAB—presentation to be made at Needs Assessment Committee and then at PC meeting in the fall • Profile of PLWH with unmet …
Austin Area HIV Planning Council Integrated HIV Prevention and Care Plan 2022-2026 Table of Contents Page # SECTION I: EXECUTIVE SUMMARY OF INTEGRATED PLAN AND SCSN................ 3 SECTION II: COMMUNITY ENGAGEMENT AND PLANNING PROCESS 1. JURISDICTIONAL PLANNING PROCESS ............................................................... 4 SECTION III: CONTRIBUTING DATA SETS AND ASSESSMENTS 1. DATA SHARING AND USE ........................................................................................... 7 2. EPIDEMIOLOGIC SNAPSHOT .................................................................................... 8 3. HIV PREVENTION CARE AND TREATMENT RESOURCE INVENTORY ...... 17 4. NEEDS ASSESSMENT .................................................................................................. 18 SECTION IV: SITUATIONAL ANALYSIS ............................................................................ 18 SECTION V: 2022-2026 GOALS AND OBJECTIVES .......................................................... 18 SECTION VI: 2022-2026 INTEGRATED PLANNING IMPLEMENTATION APPROACH ............................................................................................................................... 19 SECTION VI: LETTERS OF CONCURRENCE 2 SECTION I. EXECUTIVE SUMMARY OF INTEGRATED PLAN AND SCSN The Integrated HIV Prevention and Care Plan is a five year plan to accelerate progress in the Austin Transitional Grant Area (TGA) towards diagnosing all people with HIV early as a possible, treating people with HIV rapidly and effectively to reach sustained viral suppression, preventing new HIV transmissions by using proven interventions, including pre-exposure prophylaxis (PrEP), and responding quickly to potential HIV outbreaks to get vital prevention and treatment services to people who need them in order to increase access to care, improve health outcomes, and reduce HIV-related health disparities. This plan reviews the landscape of the HIV epidemic in the Austin TGA—the demographics of those living with and more likely to be impacted by HIV/AIDS, resources and services available, and needs, gaps and barriers to prevention and care. The second half of the plan details goals and objectives the Austin TGA in accordance with the plans of our partners initiatives Ending the HIV Epidemic and Fast Track Cities. In 2019, there were 6,721 people living with HIV/AIDS (PWH) within the five county TGA, with over 100 new diagnoses that year. A majority (85%) of people with HIV are male. Among males, Whites have a higher prevalence at 42%, followed by Latinx at 36%. Black females comprise 48% of all females with HIV, while Black males comprise 16% of all males with HIV. Men who have sex with men (MSM) continue to bear a heavy burden of HIV in the Austin TGA. Table D demonstrates the distribution of mode of transmission by race/ethnicity among persons living with HIV in the Austin TGA. The most common mode of transmission was MSM (70%) for all races/ethnicities. MSM was the most common mode of transmission for HIV cases among all groups: …
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 …
Priority Setting and Resource Allocation Process Process of the Austin Area Comprehensive HIV Planning Council for FY2023‐26 Overview The Planning Council is responsible for setting priorities among service categories, allocating funds to those service categories, and providing directives to the Grantee [HRA] on how best to meet these priorities. The Planning Council carries out the priority setting and resource allocation (PSRA) by the deadline agreed upon with the Grantee, which is based on the Part A grant schedule and expected application deadline. Companion documents for the FY2025 PSRA cycle process include the FY2023‐26 PSRA Data Binder, the most recent HIV Planning Council Work Plan (if available), a PSRA training PowerPoint, PSRA Homework Assignments, and examples of critical documents. Critical documents are represented in green lettering and will be reviewed, discussed, and updated by the Planning Council (Business Committee). Prior to the PSRA Process, the Planning Council will review the previous year’s PSRA materials (e.g. data requests, priority setting tool, final service category, and final resource allocations) and draft the next year’s PSRA process. Priority Setting o Step PS1: Identify and determine data needs (Provider Capacity and Capability Survey Report, the System of Care Analysis, the Needs Assessment Survey and literature review, client utilization data, relevant Fast Track Cities Action and Ending the HIV Epidemic Plan and documents, and performance and outcomes data). Develop appropriate data requests and timelines collaboratively with HRA. o Step PS2: Vote on FY2023‐26 PSRA process including principles, criteria factors, and decision‐making process (refer to Conflict of Interest Policy) o Step PS3: Review data for each criteria factor of the priority setting tool. a. Review core medical and support service categories, including HRSA definitions. o Step PS4: Review proposed Directives, then vote to approve a. Review appropriate Service Standards adjustments or changes based upon b. Review appropriate Service Category adjustments or changes based upon Directives Directives o Step PS5: Adjust priority setting tool to ensure tool aligns with identified data needs Adjust tool as necessary i. Criteria factors (columns) ii. Weights of criteria factors priorities. o Step PS6: Utilize priority setting tool to rank service categories and set service category a. In the event of a tied ranking for a service category, a discussion will take place amongst the Planning Council to rank the service categories Commented [DN1]: What do you need to be successful for FY25 Commented [DN2]: Marching orders of grant funds from pc to …
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 April 10, 2024 FASPNA Committee Meeting 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 10 (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 7. Judith Hassan 8. Marquis Goodwin 9. Alicia Alston 10. Joe Anderson Jr. Summary • The Austin Area HIV Planning Council (HIVPC) is at 10 members. o New Requirement from BCIC: Pending members received City Council Approval on 4/4/24. o Project Officer suggest for Office of Support to confer with Austin Public Health Legal department to determine if the HIVPC is an official body of the City of Austin. If we are not, we should not have to follow this requirement and Bylaws take precedent. • Kelle’ Martin temporarily joined the GMCS committee as new members were pending. o Two community members interviewed at the GMCS Meeting o GMCS discussed caucus logistics and policy/procedures. A more approachable/less of a commitment option was posed by members. The PO agrees with the committee members sentiment. • The Business Committee motioned to amend the items funded by the HIVPC in the Stigma Index Project, for all items excluding #5 on the request document. • The Executive Committee completed their edits and updates to the Bylaws at their April meeting. The Committee is expected to review Policies and Procedures starting next month. • A Planning Council member posed the idea of creating “swag packs” to allow you all to have on hand materials to table with and allow you all to represent the PC in your own communities. Would this be an item of interest to other members? • PO inform that Ryan White Part A funds are not allowed to support the sponsorship of stipends and conflicted members may answer questions related to their conflicted interests but may not initiate questions nor actively engage in discussion. • Bylaws do not permit non-voting members to serve in interim/officer positions • 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 …
Integrated Plan Updates Nathalia Delgadillo, Planner II, Austin HIV Planning Council – Office of Support Health Resources Services Administration Comments Received 2022 Integrated Plan Submission feedback in October 2023 Integrated Plan works with all Ryan White HIV/AIDS Program Parts, Fast Track Cities Initiative, Ending the Epidemic Initiative, Achieve Together Texas, and the State of Texas on how to coordinate our efforts in the Austin TGA with state/national/international efforts Integrated Plan Findings for Review 1. Need a strategy for facilitating and optimizing Planning Bodies participation in planning 2. Develop a strategy for monitoring implementation of the plan 3. with existing resources. Identify priority populations and detail strategy for engaging said populations 1. Next: Detail strategy for engagement 4. Need more consumer/client input from people who receive Ryan White Part A Services in planning 5. Need engagement with PLWH in plan development and throughout 6. Need to detail collaboration with other RWHAP Parts, detail strategy for coordinating prevention and care activities that uses resources to address gaps 1. Next: Improve strategy of engagement with other RWHAP Parts 7. Next: Detail how data is used in planning process, data sharing agreements, and ensure use of best quality of data Identify priority populations and detail strategy for engaging said populations Need more consumer/client input from people who receive Ryan White Part A Services Need engagement with PLWH in plan development and throughout Need a strategy for facilitating and optimizing Planning Bodies participation in planning Need to detail collaboration with other RWHAP Parts, detail strategy for coordinating HIV prevention and care activities that use resources to find gaps • The submitted plan used the Fast Track Cities Plan, found in Appendix A to detail coordination stating “Detail regarding this process can be found in Appendix A” • HRSA found the appendix to be insufficient. Therefore, the following summary was provided Next: Detail how data is used in planning process, data sharing agreements, and ensure use of best quality of data • Next Steps: Update ARIES to Take Charge Texas • Add updates to Needs Assessment once Literature Review Topic is selected Need to address the Medicaid Representative vacancy on council from our required membership categories Proposed a solution for Medicaid Membership Category Vacancy to Health Resources and Services Administration (HRSA) in September 2023/March 2024 Unfortunately, the identified FQHC worker has not followed through on submitting their application regarding the first proposal. The second proposal was …
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 $280k 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 …
Priority Setting and Resource Allocation • Slides for Module 5 Training Objectives 01 Following the training, participants will be able to: 02 Explain PSRA Importance and Context: 03 Explain Priority Setting, Resource Allocation, and Directives: Legislative Language on PSRA DUTIES The planning council shall: “establish priorities for the allocation of funds within the eligible area, including how best to meet each such priority and additional factors that a grantee should consider in allocating funds under a grant” §2602(b)(4)(C) PSRA: A PC/PB Responsibility Planning council is the decision maker about the use of RWHAP Part A program funds – at least 85% of the total grant award Recipient must manage procurement so that funds are spent on services in the amounts determined by the PC Funds can be moved among service categories only with PC approval Planning body sets priorities and recommends allocations and directives to the recipient HRSA/HAB Expectations for PSRA There are many “right ways” to carry out PSRA Process should be: Appropriate for your EMA or TGA Carefully considered and discussed Based on agreed-upon principles and criteria Documented in writing Followed consistently Reviewed annually and updated as needed HRSA/HAB Expectations for PSRA (cont.) The entire PC/PB participates actively in decisions about priority setting and resource allocation Decisions are made based on data, not anecdotal information or “impassioned pleas” PC reviews many types of data and directly links decision making to these data Meetings are open, but practices regarding public comment vary, and only vetted PC/PB members vote Conflict of interest is managed Both the actual process and results of PRSA are documented in writing HRSA/HAB Expectations for Priority Setting Priorities are developed based on service needs of all PLWH in the EMA or TGA, regardless of: Who they are Where they live PC/PB must establish a sound, fair process for priority setting and ensure that decisions are data based Services prioritized must be from those listed in the legislation and described by HRSA/HAB as fundable through RWHAP Part A HRSA/HAB Expectations for Priority Setting (cont.) Priority is based on the importance of services to diverse PLWH living in the EMA or TGA – which services should be a part of the comprehensive system of quality care Decisions on priorities should not consider sources or amounts of funding for these services Even if the PC/PB cannot fund all prioritized services, additional resources could become available – or other funding …
