Backup — original pdf

Backup

INTRODUCTION AND WELCOME TO THE HIV PLANNING COUNCIL November 2024 To: New Planning Council Members From: HIV Planning Council Office of Support 7201 Levander Loop Objectives Introduction to Planning Council Understand the background of the HIV Planning Council Understand Planning Council Structure and Activities Review Member Responsibilities Review meeting logistics Introduction: The Austin Area HIV Planning Council  Volunteer community members  Appointed by the Mayor of Austin  Set priorities for the use of federal Ryan White grant funds for the care and support services of HIV clients with limited financial resources  Serve Austin and the 5-county area (Travis, Williamson, Caldwell, Bastrop, Hays  Support and engage in HIV community initiatives Planning Council: Mission and Vision MISSION STATEMENT: VISION STATEMENT: The mission of the HIV Planning Council is to develop and coordinate an effective and comprehensive community-wide response to HIV In our community, all people affected by HIV can reach maximum well-being. We inspire hope and promote wellness. Our vision, built on honest partnership and participation, is innovative and efficient with quality education and services accessible to all. Legislation Establishing the HIV Planning Council Ryan White HIV/AIDS Program August 18, 1990, Congress passes the Ryan White Comprehensive AIDS Resources Emergency (CARE) Act  Address the unmet health needs of persons living with HIV disease (PLH) by funding primary health care and support services that enhance access to and retention in care.  2016: Services clients in all 50 states  serves 52% of all people diagnosed with HIV in the United States Ryan White HIV/AIDS Program: Part A-F Part A epidemic  For population centers that are the most severely affected by the HIV/AIDS  Includes the Austin Transitional Grant Area (TGA)  Receives about $4.5 million annually  Part A grants: formula and supplemental components as well as Minority AIDS Initiative (MAI) funds, which support services for minority populations. Part B, C, D & F  Funding for state programs, community- based organizations, women and children, and special projects Part A: Use of Funds 25% 75% Support Services Core Services • A minimum of seventy-five percent (75%) of the services allocation must be used for Core Medical Services (doctor visits, dental health, prescription assistance, etc). • Not more than twenty-five percent (25%) may be used for Support Services (food bank, transportation, case management, etc.) Ryan White Service – Core Medical Services 1. Outpatient/Ambulatory Medical Care 2. Local AIDS Pharmaceutical Assistance 4. Health Insurance Premium & Cost 3. Oral Health Care Sharing Assistance 5. Home Health Care 6. Home and Community Based Health Services 7. Medical Case Management Services 8. Mental Health Services Substance Abuse Services-Outpatient 9. 10. State AIDS Drug Assistance Program (ADAP) 11. Medical Nutrition Therapy 12. Hospice Services 13. Early Intervention Services Ryan White Service – Support Services 1. Non-Medical Case management 9. Medical transportation services 2. Housing services 3. Childcare 4. Food bank/home-delivered meals 5. Emergency financial assistance 6. Health education/risk reduction 10. Outreach services 11. Psychosocial support services 12. Referral for health care/supportive services 13. Rehabilitation services 14. Respite care 15. Substance abuse services— residential Legal services 7. 8. Linguistics services (interpretation and translation) 16. Treatment adherence counseling Ryan White HIV/AIDS Program Requirements  All Ryan White funded services must be “payer of last resort”  All funds are directed at providing care, no funds are awarded for prevention through Ryan white (i.e. can’t fund PrEP)  The CARE Act mandates recipients to establish Planning Councils  Planning Councils are charged with representing the interests of individuals impacted by, and families affected by HIV. HIV Planning Council Structure Planning Council Meetings are Governed by: Set forth the structure and procedures of the Planning Council Bylaws:  Re-developed in 2024 Texas Open Meetings Act:    Governmental bodies must follow the Act, notice requirements, executive sessions, and required record-keeping of meetings Robert Rules of Order: Is the standard for facilitating discussions and group decision-making. Provides common rules & procedures for deliberation and debate in order to place the whole membership on the same footing. Members will have additional on-boarding training on this topic Planning Council Meetings are: Open to the Public:    Anyone can attend in person or online via Teams or a call in number Public comment and participation is encouraged for non members Meeting Times and Locations:  Meeting times and location can be found on the Planning Council’s Boards and Commission site This includes audio recordings, agendas, and minutes for meetings  Meeting times and location can also be found on the Planning Council’s Facebook page and in the monthly digest Meeting Access :  Members needing a device and/or Wifi to access a meeting virtually may do so by requesting assistance from the Office of Support HIV Planning Council: Membership Kelle’ Martin, Chair Marquis Goodwin, Vice Chair Kristina McRae-Thompson, Secretary Alicia Alston Joe Anderson Jr., non-voting Liza Bailey Aran Belani Zachery Garay, GMCS Committee Chair Ashley Garling, FASPNA Committee Chair Judith Hassan Rocky Lane, non-voting *Term limits: Three terms, each term is 2 years HIV Planning Council: Commitment Attend monthly council and committee meeting Member must attend at least 2/3 (67%) of meetings ◦ Excused Absences: health issues of self or family, work/professional conflict, inclement weather, injury, military service, bereavement, jury duty, birth or adoption of a child, or observance of a religious holiday will be excused ◦ Submit excuse to HIVPlanningCouncil@austintexas.gov ◦ Unexcused absences removed with super-majority vote (75%) of PC Each member must complete a training course from CoA staff: ◦ Texas open meetings procedures ◦ City Ethics ◦ Sexual Harassment Training shall be completed not later than three (3) months of appointment Chief Elected Official (CEO) of the Austin TGA Austin City Mayor Steve Adler  Establishes and monitors Planning Council activities  Appoints members to Planning Council  Ensures appropriate use of Ryan White Part A funds  Assigned Austin Public Health to administer funds CEO – Kirk Watson Administrative Agent-(AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee HIV Planning Council Responsibilities  Approve committee recommendations  Review trainings and data presentations  Receive updates from Fast Track Cities (FTC) and Ending the HIV Epidemic (EHE)  Priority Setting and Resource Allocation process CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee Executive Committee Responsibilities  Comprised of Chair, Vice Chair, Secretary, Committee Chairs, and up to 2 members appointed by the Planning Council  Ensure planning council is productively working towards achieving the Planning Council mission  Oversee workplan calendar and committee responsibilities  Reviews Bylaws and governing documents  Oversee membership recruitment, reflectiveness, attendance, orientation, and interviews  Oversee Planning Council budget and expenditures CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee Care Strategies and Engagement Committee Responsibilities  Oversee community engagement  Review consumer focus group findings  Oversee Integrated Plan Needs Assessment ◦ Resource guide ◦ Service Standards and directives CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee Finance and Assessment Committee Responsibilities  Oversee Needs Assessment ◦ ◦ ◦ Phase 1: Survey of HIV Service Needs Phase 2: Qualitative data collection Phase 3: Special studies  Oversee parts of the Integrated Plan that overlap with Needs Assessment  Review reallocations  Oversee PSRA process  Oversee AAM CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee Office of Support Interfaces with HRSA (project officer), Administrative Agent & the public Assists in writing of grant application Maintains accurate records of membership Works with committees to fulfill their charged responsibilities Provides administrative support & guidance for all Committee’s and members Dr. Kodjo Dodo Planning and Evaluation Unit Manager Rashana Raggs Office of Support Supervisor Nathalia Delgadillo, MPH Ryan White Part A Planner Deena Rawleigh Admin. Senior Administrative Agent Responsibilities  Facilitates and collaborates with Office of Support on the Part A grant application to HRSA every Fall     Prepares and presents service category expenditure data and variance reports at Allocations Committee meetings Presents programmatic & Quality Management updates at Planning Council meetings. Requests reallocation of funds with approval of the PC, to ensure that all funds are used efficiently and appropriately Assigns an AA staff liaison to attend standing committee meetings for support/questions  **The Planning Council is forbidden by law to be involved in grantee/AA activities, including the selection of providers and monitoring individual contacts. CEO – Kirk Watson Administrative Agent-(AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Governance/Membership and Care Strategies Committee Finance/Allocations and Strategic Planning/Needs Assessment Committee Service Providers (Subrecipients) Responsibilities  Employees of funded providers may attend council meetings and offer opinions/subject matter expertise  They may also join the planning council for representation, but they will be considered conflicted members  They have all the same privileges except voting on prioritizing or allocating funds to service categories. CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Committee Finance and Assessment Committee People Living with HIV in the Austin TGA  The Austin TGA utilizes approximately $4.5 million (2015) Ryan White Part A funds to provide services in these 5 counties: ◦ ◦ ◦ ◦ Bastrop Caldwell Hays Travis ◦ Williamson CEO – Kirk Watson Administrative Agent- (AA) Austin Public Health HIV Planning Council (Full Business) Service Providers Executive Committee People Living with HIV/AIDS Care Strategies and Engagement Finance and Assessment Committee 8,200 total PLWH (est.) updated estimate unavailable 6,930 have a diagnosis 5,647 were in HIV care 2020 in Austin 83.… 81.5 %… 5,190 were on treatment* 4,647 had suppressed viral load in 2020 279 Austinites acquired HIV (est.) 90% of PLWH on ART 27 74.9 % … *Uses retention as proxy for treatment 1/27/2020 A. ROBBINS PRESENTATION TO AUSTIN PLANNING COUNCIL Continuum of care for Austin TGA in 2020 Events & Conferences • Austin AIDS Walk • Art Heals Festival • Hill County Ride for AIDS • World AIDS Day World AIDS Day and Proclamation Planning Council Deliverables HIV Planning Council Legislative Responsibilities • Integrated Plan: Comprehensive plan for development, organization and delivery of HIV services, education and prevention • Needs Assessment: Determine needs of PLH in alignment with plan • Priority Setting and Resource Allocation: Allocate and prioritize funds to address needs • Assess efficiency of the administrative mechanism • Ensures Community involvement in all operations, especially in establishing targeted community needs and priorities 3 Year Needs Assessment Cycle Year 1 Activities (Delayed Due to COVID-19 Pandemic Epidemiological Profile System of Care Analysis Provider Capacity and Capabilities Survey Needs Assessment Survey Completed 2022 with 388 participants Year 2: 2023 Qualitative “deeper dive” into survey results Needs Assessment Year 3: 2024 Special Studies Next Steps Review and Sign Documents that will be emailed: • Photo Release • Confidentiality and Conflict of Interest Agreement • Boards and Commission Email Agreement The City Clerk’s Office will email required Boards and Commissions trainings for completion Choose your sub-committee You will receive the following documents for review: Bylaws MOU PCN-1602 Key Terms Each document will be reviewed, and training will be provided in next Orientation meeting. If there are questions, please contact Office of Support. Helpful Links Ryan White Part A Primer Ryan White Part A Manual Boards and Commissions Austin Area HIV Planning Council HIVPC Facebook City Code Bylaws TOMA Robert’s Rules of Order Contact Office of Support Program Manager: Kodjo.Dodo@austintexas.gov Program Supervisor: Rashana.Raggs@austintexas.gov Planner II: Nathalia.Delgadillo@austintexas.gov Planner I: Zaria.Thomas@austintexas.gov Administrative Senior: Deena.Rawleigh@austintexas.gov Administrative Agent Program Manager: Ken.Martin@austintexas.gov General Questions and Support HIVPlanningCouncil@austintexas.gov Phone: (737)-825-1684