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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 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. o Received nomination for Interim Vice Chair and Secretary during March Business. However, the Bylaws do not allow non-voting members to serve as officers. A written recommendation for Secretary is expected to be submitted to the April Business Committee. o 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. • Governance/Membership combined Care Strategies Committee (GMCS) committee chair is Zachery Garay o During March, two community members were interview for council. o The GMCS committee discussed logistics and reviewed the draft Policy and Procedure document regarding the Caucus, and introduction email to those interested in Caucus. A less frequent meeting mechanism, such as a Town Hall was suggested by council members. Planner II met with the PO to confirm that a town hall is frequent enough and an accepted mechanism of feedback. • Finance/Allocations combined Strategic Planning/Needs Assessment (FASPNA) Committee Chair of HIV Planning Council is Ashley Garling. o The Comprehensive Needs Assessment report was started in the off-season to compile the epidemiological profiles, system of care analysis, provider capacity and capabilities, and preliminary analysis of services needs and barriers for those in and out of care. Y2 Literature Review topics and proposal was sent out via email. The committee will continue their discussion in the April meeting due to the Planner II being out. Y3 Special Studies will start in April and expected to conclude before PSRA. o The Stigma Index Project requests for Planning Council sponsorship that were no cost were recommended for full Planning Council approval at the next Business meeting. STAFF ACTIVITIES Ryan White Part A Grant Activities • Monthly Project Officer Call o Our new Project Officer is Kristen Athey o The PO would like PC to investigate an outside organization hosting the PLH CAB/Caucus due to concerns with staff workload. o PO suggests that a townhall may be the most efficient yet effective modality for community feedback. o PO suggests that the Office of Support contact APH legal to determine if the HIVPC is an official body established by the City to see if applicants need to be approved by City Council. o PO would like to know more about differences in data between Stigma Index and Needs Assessment o 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. o Planning Council members may join monthly calls to provide updates, comment, and/or ask questions. o Project Officer meeting occurs the second Tuesday of every 1 month(s) effective 11/14/2023 until 7/9/2024 from 10:00 AM to 11:00 AM o Save this link to join: Click here to join the meeting Needs Assessment • Completed Activities include: 2021 Provider Capacity and Capabilities Survey, annual Epidemiological Profile, Year 1 Survey on Assessment of Service Needs and Barriers Preliminary Analysis, System of Care Analysis • FASPNA is being asked to make recommendations for Year 2 Needs Assessment Activities (special studies and deeper dive activities) o Proposed Year 2 Needs Assessment Activities  Literature Review of studies related to oral health care, barriers to healthcare access related to the rising cost of housing, telemedicine access, impact of COVID-19 on HIV Services has been posed by the Planner. FASPNA will decide the topic to focus on with potential to decide on a target population to examine in their April meeting. o The Resource Guide will be a part of our Needs Assessment activities. OoS and FTC coordinator have been talking with PIO, the AA, and IT on the best mechanism to use to share and create this resource for the community. We will have this resource included in our final Needs Assessment Report. The AA is anticipating providing data to support this project, once they have finalized the data report. • Needs Assessment 2021-2024 Report is being drafted currently to compile the current completed NA items. The Literature review is expected to follow in April, due to being tabled in February and March for later discussion. FY24 expects to conduct special studies via focus groups for year 3. Integrated Plan • Completed and submitted to HRSA and received feedback updates from HRSA. Discussed comments with HRSA in October with limited notice and were unable to invite PC members. These comments were discussed at the 1/29 Business Meeting. • Planner II has made preliminary changes to the integrated plan and will ask council to discuss and edit the changes made. • Planner II for HIV Planning Council will develop a Dashboard that will update HIV Planning Council on progress, implementation, challenges, and areas of improvement beginning this spring. The goal is to have the data request submitted by April 12th for data to support the dashboard. Outreach and Recruitment HIV Caucus The Office of Support has been able to find contacts for existing caucus/CABs with 6 out of 8 subrecipients. However, these existing caucuses/CABs are not a majority of PLWH who receive Ryan White services. Therefore, with approval from the chair, Office of Support is leading the efforts to develop a caucus of people with lived HIV experience (including non-RWHA Part A consumers) to participate and provide feedback on Fast Track Cities, Ending the HIV Epidemic, and other stakeholder activities. If budget allows, members will be compensated for participation and will be provided with opportunities to learn more about Ryan White Part A, Ending the HIV Epidemic, Fast Track Cities, and other topics of interest. The Office of Support has proposed a specific amount of HIVPC budget for compensation and will develop an ask for Ending the HIV Epidemic funds in the coming months. Please send any events related to our MAI/priority populations to hivplanningcouncil@austintexas.gov. The Planner has received invitations to participate from the following organzations. Please let Nathalia, Zaria, or hivplanningcouncil@austintexas.gov know if you would like for us to table on behalf of the HIVPC or with us at these upcoming events by April 1, 2024. It’s A Birthing Thang! On Saturday April 13, 11:30-3PM, Austin Public Health’s Maternal Infant Outreach Program (MIOP) invites you to participate as we celebrate Black Maternal Health Week. Whether you're a parent-to-be, birth professional, or birth enthusiast, this event is for you. https://www.eventbrite.com/e/851986744287?aff=oddtdtcreator  Texas Public Health Networking Fair at the University of Texas at Austin has asked Nathalia Delgadillo to speak about her experience with the HIV Planning Council on April 5th, from 6:00-7:30PM. Nathalia invites any interested HIVPC members to join her to detail their perspective as a member. If you or anyone know is interested in joining the HIV Caucus, please share the link or QR code below: https://forms.office.com/g/RRgmjk8N4C Technical Assistance and Training • If there are trainings that members feel are needed for 2024, please let Office of Support know. Fast Track Cities • The FTC Coordinator is Michelle Osorio, michelle.osorio@austintexas.gov. CDC EHE’s Coordinator is Aurelia Lopez, Aurelia.Lopez@austintexas.gov TX HIV Syndicate • Austin Area Regional Co-Chairs are Brandon Wollerson and Nathalia Delgadillo • We are still accepting membership applications, so reach out to Nathalia for application details. If you have recommendations for events for the next Staff Report, please submit them to the Office of Support @ HIVPlanningCouncil@austintexas.gov • To HIV Planning Council members, when communicating with the Office of Support, be sure to cc or send direct to the hivplanningcouncil@austintexas.gov. So, that communication is received amongst all staff members. • Please remain subscribed to our HIV Planning Council MailChimp as the Office of Support sends out important updates and announcements through that platform. • 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. Partnerships Other •