Approved Minutes — original pdf

Approved Minutes

HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE MEETING MINUTES WEDNESDAY, APRIL 10, 2024 The HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE convened in a REGULAR meeting on WEDNESDAY, APRIL 10, 2024, at 6310 WILHELMINA DELCO DRIVE in Austin, Texas. Chair Kelle’ Martin called the HIV PLANNING COUNCIL Committee Meeting to order at 1:03p.m. Planning Council Members in Attendance: None Planning Council Members in Attendance Remotely: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson 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 3/13/2024. The minutes from the meeting of 3/13/2024 were approved on Kelle’ Martin’s motion, Kristina McRae-Thompson second on a 3-0 vote. For: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson. Against: None. Abstain: None. Absent: Ashley Garling, Gin Pham. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, and/or service standards. Judith Hassan – housing, linguistic services, medical transportation. 1. 1 STAFF BRIEFINGS 3. Introductions/Announcements next Business meeting. 4. Office of Support staff report A new supervisor for Office of Support has been hired and will be introduced at the Update given by Nathalia Delgadillo. Refer to written report for full details. Four new members have been approved by City Council. The Business committee voted to approve the zero-dollar recommendations for the Stigma Index and to fund the stipend for the steering committee. However, the stipend is not an allowable cost per HRSA. The Executive committee has made edits to the Bylaws and will review the Policies and Procedures next month. 5. Administrative Agent (AA) report Update given by Veronica Chavira. Refer to written report for full details. All open positions have been filled. One agency did not submit a request for carryover funds by the deadline leading to approximately $280k of funds being lost to the community. This oversight has been addressed the AA. All contracts are under negotiation. All final claims have been received. The total expenditures are expected to be 90%. DISCUSSION AND ACTION ITEMS 6. Discussion and approval of Meeting Time and Day The motion to postpone the discussion of meeting time and day until the May meeting was approved on Kelle’ Martin’s second, Kristina McRae-Thompson second on a 3-0 vote. For: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson. Against: None. Abstain: None. Absent: Ashley Garling, Gin Pham. 7. Discussion and approval of Stigma Index Proposal Per HRSA guidelines, the previously approved sponsorship of the Stigma Index stipend is not an allowable cost. The request for sponsorship of logistics and tools for the Steering Committee is allowable as a reimbursement with a well-founded justification. 2 The motion to postpone the discussion of approval of item number five on the list of Stigma Index requests was approved on Kelle’ Martin’s motion, Judith Hassan second, on a 3-0 vote. For: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson. Against: None. Abstain: None. Absent: Ashley Garling, Gin Pham. 8. Discussion of Needs Assessment Report Updates Overview given by Nathalia Delgadillo. Refer to written report for full details. Needs Assessment is a three-year cycle. For year two, we are looking at the assessment of service needs and barriers in care and out of care. From 2019 to 2022, there has been an approximate 15% increase in persons diagnosed with HIV. 9. Discussion and approval of Literature Review topic for Year 2 Needs Assessment The top three topics requested by the committee were housing, telemedicine, and oral health care. Gin Pham. The motion to approve the topic of housing and its impact on HIV healthcare access as the focus of Needs Assessment Year 2 was approved on Kelle’ Martin’s motion, Kristina McRae-Thompson second on a 3-0 vote. For: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson. Against: None. Abstain: None. Absent: Ashley Garling, 10. Discussion and approval of Integrated Plan Updates Overview given by Nathalia Delgadillo. Refer to written report for full details. Updates have been made to better identify and engage priority populations. Committee would like to include aligning with Stigma Index with this update. Updates have been made to collecting input from and engaging with Ryan White consumers. Committee would like to include an open online survey to run concurrent with the townhalls. Updates have been made for facilitating and optimizing Planning Council participation in process and collaboration with other Ryan White parts. Committee would like to explore how to better engage agencies and organizations that are involved in the plan. Nathalia Delgadillo will bring these edits to the next meeting for committee review. 11. Discussion of Priority Setting and Resource Allocation (PSRA) overview Overview given by Nathalia Delgadillo. Refer to PowerPoint for full training. The PSRA process establishes priorities for the allocations of funds, how best to meet each priority and additional factors to consider in allocating the funds. 3 12. Discussion and approval of PSRA process for Fiscal Year 25 Overview given by Nathalia Delgadillo. Refer to document for full process. This document outlines all steps taken in PSRA process. For Fiscal Year 25 (FY25), the Needs Assessment Year 2 Literature Review was added to Step PS1: Identify and determine data needs. A review of reallocations trends was added to Step RA1: Review data that informs the allocation plan. Committee would like update from Housing scheduled in September to be added to FY26 data needs. The motion to approve the edits to the FY25 PSRA Process was approved on Kelle’ Martin’s motion, Judith Hassan second on a 3-0 vote. For: Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson. Against: None. Abstain: None. Absent: Ashley Garling, Gin Pham. FUTURE AGENDA ITEMS 13. Workplan Calendar review ADJOURNMENT Meeting time and day was moved to May. The recommendations for Needs Assessment, Integrated Plan, and PSRA will go to Business for full approval. The motion to adjourn the meeting at 2:42pm was approved on Kelle’ Martin’s motion, Judith Hassan second without objection. The minutes were approved at the 5/8/2024 meeting on Judith Hassan’s motion, Kristina McRae-Thompson second on a 5-0 vote. For: Ashley Garling, Judith Hassan, Kelle’ Martin, Kristina McRae-Thompson, Gin Pham. Against: None. Abstain: None. Absent: None. 4