HIV Planning Council Rolling Attendance P A U NA Present Excused Absense Unexcused Absense Non-applicable (not member of committee, no meeting scheduled, meeting cancelled, member emeritus) NQ C NM P ME L No quorum Cancelled No meeting Present, not yet a member, not a committee member Member Emeritus 30+ minutes late Executive Exec G/M Governance/Membership C/S F/A Bus S/N SC Care Strategies Finance/Allocations Business Strategic Planning/Needs Assessment Special Called TM RM % Total meetings Total # required meetings = Total meetings - NAs Percentage of absenses = Total P's/Total required meetings Non-compliance = < 67% PC Member Exec G/M/C/S F/A/S/N Bus Exec G/M/C/S F/A/S/N Bus Exec G/M/C/S F/A/S/N Bus Exec G/M/C/S F/A/S/N Bus Exec G/M/C/S F/A/S/N SCBM Bus Exec NA P P G/M/C/S NA F/A/S/N P Bus Exec NA P G/M/C/S NA F/A/S/N NA Bus Exec NA P G/M/C/S NA F/A/S/N NA Bus NA Exec NA G/M/C/S NA F/A/S/N NA Bus NA G/M/C/S NA F/A/S/N NA Bus Exec P P G/M/C/S NA F/A/S/N P Bus P Exec P April May June July August September October November December January February March TM NA's A's U's P's RM % P U NA P NA P NA P NA P NA NA NA NA NA NA NA NA Kelle' Martin Chair Joe Anderson Zac Garay Ashley Garling Rocky Lane Non-voting Gin Pham NA P NA P NA P NA U NA U NA U NA U NA U NA NA NA P U P U P NA NA U P NA U U NA NA NA U NA NA U P NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA NA Kristina McRae-Thompson NA NA P U NA NA P U NA NA P P NA NA U P NA NA P P P NA NA P U NA NA NA U NA NA NA NA NA NA NA NA NA Exec P C NA NA A C NA NA NA NA NA NA NA NA NA NA NA NA NA NA U U P U P P NA P P NA NA NA P P P NA NA NA NA NA A NA P P P P P P P P P P NA NA NA G/M/C/S NA NQ F/A/S/N P Bus P P NQ NA NQ P NQ NA NQ NA NQ NA U NA P P P P P P U 30 26 12 …
The City of Austin, TX Boards & Commissions Submit Date: Jan 24, 2024 Middle Initial Belani Last Name Suite or Apt TX State 78705 Postal Code Residency and District Information Are you a City of Austin Resident? * Mobile: (346) 332-5180 Primary Phone Alternate Phone Are you, or your employer, a registered lobbyist with the City or have you, or your employer, been registered as a lobbyist with the City Clerk within the past three years? The University of Texas Employer Undergraduate Research Assistant, Peer Ambassador Job Title Interests & Experiences Please tell us about yourself and why you want to serve on a board or commission Application Form Profile Aran First Name Preferred Name aranb29@gmail.com Email Address Home Address Austin City Yes No Cell Phone Home Phone Business Phone Select Your District District 9 Aran Belani Why are you interested in serving on a board or commission? I am interested in serving on a board or commission in Austin because I believe in the power of community involvement and the importance of giving back to the place I now call home. As a college student at UT Austin majoring in public health, I have learned about policy changes that could potentially improve the health and safety of Austin's citizens. I believe that serving on a board or commission in Austin would provide me with a unique opportunity to utilize my knowledge and skills to make a positive impact on the lives of our residents. My academic background in public health, combined with my practical experience as an EMT, equips me with a comprehensive understanding of the healthcare system and the policies that can lead to better outcomes for our community. Moreover, my interest in public policy has motivated me to actively engage in discussions and initiatives aimed at addressing critical issues such as access to healthcare, emergency response, water safety, and overall public well- being. Serving on a board or commission would allow me to actively participate in shaping the policies that influence these areas. Licensed EMT in Texas, studying public health and public policy at UT Austin Some boards and commissions require membership to be racially, politically or geographically proportionate to the general public. The following information helps track our recruitment and diversity efforts. Aran_Belani_Resume.pdf Upload a Resume Resume Qualifications Demographics Asian or Pacific islander Ethnicity Gender Male Sexual Orientation Straight/Heterosexual 06/09/2005 Date of Birth Disability or Impairment …
REGULAR MEETING OF THE HIV PLANNING COUNCIL BUSINESS COMMITTEE MEETING MONDAY, MARCH 25, 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 the Office of Support, (512) 972-5841, HIVPlanningCouncil@austintexas.gov. CURRENT HIV PLANNING COUNCIL MEMBERS: Kelle’ Martin, Chair Zachery Garay 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 3/24/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. APPROVAL OF MINUTES 1. February 26, 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 6. Part B Report DISCUSSION AND ACTION ITEMS 7. Discussion and approval of recommendation for Stigma Index Proposal 8. Discussion and review of Reallocation and Conflict of Interest Policies 9. Open nominations for Vice-Chair and Secretary COMMITTEE UPDATES 10. Governance/Membership and Care Strategies 11. Finance/Allocations and Strategic Planning/Needs Assessment 12. Review of workplan calendar and social calendar FUTURE AGENDA ITEMS 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.
AUSTIN TRANSITIONAL GRANT AREA (TGA) HIV PLANNING COUNCIL REALLOCATIONS POLICY Adopted August 24, 2020 Reallocation Policy Overview Making decisions on what service categories are to be funded by Part A/MAI funds is a core responsibility of the HIV Planning Council during its annual Priority Setting & Resource Allocation (PSRA) process. This process is completed in advance of the submission of the annual grant application, eight to nine months before a Notice of Award (NoA) is issued by the Health Resources and Services Administration (HRSA). When the actual NoA is received by the Grantee, the Administrative Agent allocates funds in proportion to the Service Category Allocation Plan approved by the Planning Council. (In other words, if 8.2% of the Part A direct services funding request was allocated to mental health services, 8.2% of actual awarded Part A direct services funds are allocated to Mental Health Services.) Reallocation recommendations do not affect or preempt the PSRA process; reallocation only occurs after a grant award, based on the results of the PSRA process has been made and the grant period has started. It is imperative that as much as possible of the Part A/MAI grant award be spent during the grant year. This has the dual effect of providing as many services as possible during the grant year as well as reducing the possibility that unspent funding will create a mistaken impression that the full amount of the grant award is not needed by the TGA. Reallocation is defined as an adjustment of the Planning Council’s current Service Category Allocation Plan. Ongoing evaluation of subrecipient performance and other factors determine areas in which expenditures and/or service utilization is likely to exceed or fall below awards and service goals, as well as identified areas of unmet need not known or realized at the time the current Service Category Allocation Plan was adopted. The City of Austin’s contracting process is long and complex, which makes timely shifts in funding between service categories and/or subrecipient contracts challenging. The purpose of this policy is to define the Planning Council’s reallocations process and, when necessary and possible, reduce the amount of time between a conclusion by the Administrative Agent that a funding reallocation recommendation is advisable/necessary and the redeployment of funds to service categories and subrecipient contracts in which the funding can be spent within the grant year. By adopting this Reallocations Policy, the Planning Council specifies procedures …
Policy and Procedure 6.0 Conflict of Interest Policy and Procedures Purpose: Policy: To elaborate further upon the Conflict of Interest guidelines established within the HIV Planning Council’s (Planning Council) Bylaws and set forth these policies and procedures listed below. To minimize and manage conflict of interests relating to activities of the Planning Council. A conflict of interest may arise in various aspects throughout the Planning Council’s duties and responsibilities; therefore, these steps may be applied to various scenarios. It is the policy of the HIV Planning Council Support Staff to maintain and secure all records relating to all Planning Council business on file in the PC office, including buty not limited to, conflict of interest statements. Conflict of Interest Defined Per the Planning Council’s Bylaws, a conflict of interest shall be defined as it is within the Ryan White Part A Primer which includes an actual or perceived conflict of interest. Affiliated Planning Council Members Members who meet this definition as defined by the Planning Council’s Bylaws and Ryan White Part A Primer, shall have their “Conflicted” membership status indicated on their name placards which are to be prominently displayed at each Planning Council meeting in which the member is in attendance. Also referred to as “unaligned” or “conflicted” in reference to their affiliation with sub recipients of the Ryan White Part A grant funds. The Planning Council will bear in mind that a Conflicted Planning Council membership designation does not limit those within this designation to be the only ones who may have a conflict of interest. Committee Meetings, Discussions, and Voting All Planning Council members shall dissociate from actual or perceived special interests during Planning Council meetings and when conducting business related to the Planning Council. Each member shall only act within the best interest of people living with or affected by HIV/AIDS within the Austin TGA in totality. Prior to each Planning Council meeting, each member shall indicate whether they have a conflict of interest with an agenda item (specifying the agenda item number) on the meeting “Sign in sheet”. The Chair or presiding member of each Planning Council meeting shall verbally declare which members indicated a conflict of interest and to which agenda item during the meeting (Declarations of Conflict of Interest shall be a designated Agenda Item). The Secretary or Office of Support Staff shall maintain a record …
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 $380k 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 …
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: 2023-2024 Date of Report: 02/29/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☒ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services $5,576.41 ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☐ Medical Transportation ☐ Substance Abuse Outpatient ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☐ Medical Transportation ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management $5,576.41 ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management $5,576.41 TOTAL REALLOCATION TO: $5,576.41 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION The timing of getting approved for transferring from EFA to HIPCSA made it difficult to identify enough eligible patients for enrollment in HIPCSA services. Based on this, funding identified for the assistance must be transferred to other service categories that have excess expenditure beyond current service category funding. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 02/29/24 Date
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY 2024 Date of Report: 03/07/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☒ Early Intervention Services ☐ Health Insurance Premium & Cost ☒ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care 7,638.15 ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient Sharing Assistance ☐ Mental Health Services ☒ Medical Nutrition Therapy 9,033.34 ☐ Medical Case Management ☐ Linguistics PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☒ Medical Transportation ☒ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☒ Non-Medical Case Management ☐ Emergency Financial Assistance ☒ Food Bank/Home Delivered Meals ☐ Housing 10,117.00 ☐ Medical Transportation 4,881.00 ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management TOTAL REALLOCATION TO: 13,857.97 5,135.53 129.45 12,546.54 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION We utilized other resources for Linguistic and medical transportation. As such the funds are to be used in other categories. EIS and Medical Case Management has staff turnover which reduced the use of the funds. We had more need for Nutrition, OAHS, Food and a slight increase for non-medical case management. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 3/8/24 Date
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 March 25, 2024 Business Committee Meeting OFFICE OF SUPPORT STAFF 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 6 (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 Prospective Members 1. Judith Hassan 2. Marquis Goodwin 3. Alicia Alston 4. Joe Anderson Jr. Summary • The Austin Area HIV Planning Council (HIVPC) is at 6 members. o 4 members are pending approval from CEO (one member was resubmitted along with new applicants due to incomplete training). o Jonathan has resigned from his position effective March 15, 2024 o New Requirement from BCIC: Pending members are waiting for City Council Approval • Kelle’ Martin will be joining the GMCS committee temporarily until new members are onboarded • Two people are eligible to interview at the next GMCS Meeting • The Needs Assessment Year 2 literature review topic selection is expected to take place during the April FASPNA meeting • The CAB/Caucus Partnership rotation schedule is being planned. • 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. • Governance/Membership combined Care Strategies Committee (GMCS) committee chair is Zachery Garay o March meeting was canceled after BC liaison informed OoS that a member is ineligible due to lack of completed trainings. This member will be resubmitted to the CEO for approval. o During February, Planning Council received interest from two people. They will be eligible to interview at the next available GMCS meeting o Three …
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 …
Austin Area Comprehensive Planning Council Ryan White Part B Administrative Agency Report Submitted by Alicia Alston March 25, 2024 I. Part B Grants Administration/Management Update • We are currently getting contracts out for the Ryan White 24-25 contract year. II. Part B Expenditure Summary Update The 23-24 Part B expenditure summary is as follows: • 92% of the contract year has expired, with 75% of the funds used through February 2024 (RW). • 92% of the contract year has expired, with 92% of the funds used through February 2024 (State • 50% of the contract year has expired, with 43% of the funds used through February 2024 (State R) Services) Table 1: Ryan White, State-R and State Services FY 23-24 Part B Billing Summary RW (All agencies) CATEGORY January 2024 Budgeted Amount Expended Amount Percent Expended Service Delivery $4,220,879.00 $3,703,467.24 75% Budgeted Amount Expended Amount Percent Expended $1,318,117.00 $1,226,898.72 92% State R (All Agencies) CATEGORY Service Delivery State Services (All Agencies) Budgeted Amount Expended Amount Percent Expended Service Delivery $4,551,005.00 $1,866,594.16 43% 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 $82,716.40 Within Variance: Have program income money to cover overages in expenses. Oral Health $135,500.00 $201,873.02 Out of Variance: Have program income money to cover $644,282.00 $817,520.23 Out of Variance: Have program income money to cover overages in expenses. overages in expenses. $12,500.00 $10,387.87 Within variance (83%) $67,750.00 (134%) $91,266.24 OUT OF VARIANCE: Have program income money to cover overages in expenses. Local AIDS Pharmaceutical Assistance (128%) $75,300.00 $96,728.72 OUT OF VARIANCE: Have program income money to cover overages in expenses. Mental Health $117,500.00 $139,527.22 OUT OF VARIANCE: Have program income money to cover $70,000 $117,134.30 Out of variance: Have program income money to cover overages in expenses. overages in expenses. Food Bank $3000.00 $2,884.80 Out of Variance: Have program income money to cover overages in expenses. Service Category Health Insurance (83%) (148%) Outpatient Ambulatory Health Services (126%) Early Intervention Services Emergency Financial Assistance Non-Medical Case Management (118%) (167%) (96%) Total Regular Ryan White $1,225,832.00 (111%) $1,361,260.32 V. Client Complaints N/A
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY23 Date of Report:3-11-2024 From Service Category/Amount ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☐ Medical Case Management ☐ Substance Abuse Outpatient 6726.82 PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Substance Abuse Residential ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Substance Abuse Residential ☐ Medical Transportation ☐ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: 1708.10 1056.80 ☐ Medical Transportation ☐ Linguistics 677.69 MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration 3284.23 ☐ Quality Management 6726.82 TOTAL REALLOCATION TO: 6726.82 IF APPLICABLE: Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION Some funds that are being moved out of admin were not spent due to the changes made in how admin costs were calculated for salary and other expense. Some linguistic and transportation was unspent. All other unspent balances are requested to be moved to cover MH services under salary and other expense. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2024-03-08 3-11-24 Date
HIV PLANNING COUNCIL REGULAR MEETING MINUTES MONDAY, MARCH 25, 2024 The HIV PLANNING COUNCIL convened in a REGULAR meeting on MONDAY, MARCH 25, 2024, at 6310 WILHELMINA DELCO DRIVE in Austin, Texas. Rocky Lane called the HIV PLANNING COUNCIL Meeting to order at 6:14 p.m. Planning Council Members in Attendance: None. Planning Council Members in Attendance Remotely: Kelle’ Martin, Zac Garay, Ashley Garling, Rocky Lane, Gin Pham. PUBLIC COMMUNICATION: GENERAL None. APPROVAL OF MINUTES 1. Approve the minutes of the HIV PLANNING COUNCIL REGULAR MEETING on 2/26/2024. The minutes from the meeting of 2/26/2024 were approved as written on Gin Pham’s motion, Zachery Garay second on a 2-0 vote. For: Zac Garay, Gin Pham. Abstain: None. Absent: Kelle’ Martin, Ashley Garling, 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 Meals, Non-Medical case management, Medical Transportation, Linguistics, MAI EIS, MAI Non-medical case management. 1 Ashley Garling – Stigma Index Project. STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support Staff Report Rick Astray-Caneda is here to follow up on the Stigma Index project requests. Update given by Nathalia Delgadillo. Refer to written report for full details. We have four members awaiting approval from City Council and two prospective members who will interview at the next Governance/Membership and Care Strategies meeting. We received confirmation that all new applicants must go through to City Council for approval after receiving mayoral approval. There is a new Survey Monkey form available to request Planning Council participation in local events. It will be made available to Planning Council members and the public. 5. Administrative Agent Report Update given by Ken Martin. Refer to written report for full details. All open positions have been filled. New staff members will begin on April 8. One agency did not get their grant agreement signed by the deadline and approximately $280,000 funds have been lost. The AA has addressed this oversight with them. Collaborative Research gave a presentation about Newly Diagnosed Linkage to Care that will be shared with the Planning Council. All providers have submitted their Ryan White Services Report. The Provide Enterprise database will hopefully go live in June. There were three final rapid reallocations …
REGULAR MEETING OF THE HIV PLANNING COUNCIL FINANCE/ALLOCATIONS AND STRATEGIC PLANNING/NEEDS ASSESSMENT COMMITTEE WEDNESDAY, MARCH 13, 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 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 3/12/2024 will each be allowed a three- minute allotment to address their concerns regarding items not posted on the agenda. CONFLICT OF INTEREST DECLARATIONS 2. Members will declare conflict of interest with relevant agenda items, service categories, APPROVAL OF MINUTES 1. February 14, 2024 and/or service standards STAFF BRIEFINGS 3. Introductions/Announcements 4. Office of Support staff report 5. Administrative Agent report DISCUSSION AND ACTION ITEMS FUTURE AGENDA ITEMS 8. Workplan Calendar review ADJOURNMENT Indicative of action items 6. Discussion and approval of Meeting Time and Day 7. Discussion and approval of Stigma Index Proposal 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.
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 …
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 …
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 March 5, 2024 Business Committee Meeting OFFICE OF SUPPORT STAFF 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 6 (1 Non-voting member) 1. Kelle’ Martin, Chair 2. Kristina McRae-Thompson 3. Rocky Lane, Non-Voting 4. Joe Anderson Jr. 5. Ashley Garling 6. Zachery Garay 7. Gin Pham 8. Judith Hassan 9. Marquis Goodwin 10. Alicia Alston Summary: committee The HIVPC is at 6 members. 3 Members are Pending Approval from CEO. Jonathan has asked to resign from his position, effective March 15, 2024. A member has been deemed ineligible on the evening of 3/5 from boards and commissions due to incomplete training. GMCS Committee meeting for March had to be canceled due to lack of active members to create a Nominations for Vice Chair and Secretary are needed. 2 persons expressed interest in joining council, and are eligible to interview at the next GMCS Meeting The Needs Assessment Report is being drafted. The Literature review topic selection is expected to take place in April. It will be tabled in March due to the Planner II being out of office on 3/13 o 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 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. o Chair is more interested in investing in our own ad-hoc committee to receive more consumer input 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. 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 at the following Business meeting. Send all …
AUSTIN TGA RYAN WHITE PART A HIV/AIDS PROGRAM ADMINISTRATIVE/RAPID REALLOCATION REPORT ☒ Rapid Reallocation (November – February Only) ☐ Administrative Reallocation (Administration/Quality Management Funds Only) REALLOCATION INFORMATION Grant Year: FY 2024 Date of Report: 03/07/2024 From Service Category/Amount To Service Category/Amount PART A CORE MEDICAL SERVICES ☐ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care ☒ Early Intervention Services ☐ Health Insurance Premium & Cost ☒ Ambulatory Outpatient Health Services ☐ AIDS Pharmaceutical Assistance Local ☐ Oral Health Care 7,638.15 ☐ Early Intervention Services ☐ Health Insurance Premium & Cost Sharing Assistance ☐ Mental Health Services ☐ Medical Nutrition Therapy ☒ Medical Case Management ☐ Substance Abuse Outpatient Sharing Assistance ☐ Mental Health Services ☒ Medical Nutrition Therapy 9,033.34 ☐ Medical Case Management ☐ Linguistics PART A SUPPORT SERVICES ☐ Non-Medical Case Management ☐ Emergency Financial Assistance ☐ Food Bank/Home Delivered Meals ☐ Housing ☒ Medical Transportation ☒ Linguistics ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☒ Non-Medical Case Management ☐ Emergency Financial Assistance ☒ Food Bank/Home Delivered Meals ☐ Housing 10,117.00 ☐ Medical Transportation 4,881.00 ☐ Substance Abuse Outpatient MAI ☐ MAI Early Intervention Services ☐ MAI Non-Medical Case Management ☐ Administration ☐ Quality Management TOTAL REALLOCATION FROM: ADMINISTRATION/QUALITY MANAGEMENT ☐ Administration ☐ Quality Management TOTAL REALLOCATION TO: 13,857.97 5,135.53 129.45 12,546.54 Percent of NEW Direct Services total represented by this reallocation: XX.X% Cumulative Percent of NEW Direct Services total reallocated during this grant year: XX.X% CIRCUMSTANCES RELATED TO THIS REALLOCATION We utilized other resources for Linguistic and medical transportation. As such the funds are to be used in other categories. EIS and Medical Case Management has staff turnover which reduced the use of the funds. We had more need for Nutrition, OAHS, Food and a slight increase for non-medical case management. ☒ Without this reallocation, the funds in the “From” boxes are not expected to be spent within the grant year ☒ This reallocation will preserve the HRSA 75% minimum Core Medical Services spending requirement for the current grant year Approved: Signature of TGA Project Director Version 2020-08-24 3/8/24 Date
