DRAFT MINUTES
Members Present: David Klotz (Governmental Co-chair), David Martin (Community Co-chair), Billy Fields (Finance Officer), Raffi Babakhanian, Paul Carr, LaShonda Cyrus, Joan Edwards, Rasheed Ford, Ronnie Fortunato, Marya Gilborn, Steve Hemraj, Freddy Molano MD, Brooke Montes, Julian Palmer, Scott Spiegler (for Guadalupe Dominguez Plummer, ex-officio), Marcelo Maia Soares, John Schoepp
Members Absent: Emma Kaywin
Other Planning Council Member Present: Leah Richberg
Staff Present: NYC DOHMH: Michael Navejas, Doienne Saab, Abraham Omeyoma, Adrianna Eppinger-Meiering, Renee James; Public Health Solutions: Gemma Barclay, Arya Shahi, Peter Chea
Agenda Item #1: Welcome/Introductions/Minutes/Public Comment
Mr. Martin and Mr. Klotz opened the meeting followed by introductions and a moment of silence. The minutes from the May 15, 2025 meeting were approved with no changes.
Agenda Item #2: GY 2024 Carryover Plan
Ms. Gilborn explained that carryover funds must be directed to “program services” benefiting people with HIV, serves as one-time enhancements late in the fiscal year (typically Sept/Oct), and must be fully spent by end of grant year (February 28, 2026) to avoid a penalty. There is$1.37 in uncommitted funds from GY 2024 available for carryover in GY 2025, and the amount is broken down into $699,727 in Base funds and $674,209 in MAI funds. MAI funds must be expended in one of the four MAI-funded categories. Based on an analysis by the Recipient, the proposal is to use all Base carryover for Food & Nutrition Services (FNS) in both NYC and Tri-County, and to use all MAI funds for ADAP. ADAP would also be available to absorb any funds that FNS programs are unable to expend by the end of the grant year. The FNS funds would be used to enhance food-based services (congregate meals, home-delivered meals, vouchers, and pantry bags): $592,077 in NYC, $107,650 in TC. It was noted that this is the smallest carryover since before the COVID pandemic.
It was noted that Housing was included in the 2023 carryover plan, but programs were not able to spend the funds, as one-time enhancements are not workable for those programs. Also, Housing will receive a permanent enhancement as per the Council’s GY 2025 spending plan, as well as EHE grant funds.
A motion was made on behalf of the PSARA Committee and approved 16Y-0N to accept the GY 2024 carryover plan as presented.
Members commended the Recipient and PHS for their work to reduce underspending.
Agenda Item #3: GY 2024 Assessment of the Administrative Mechanism
Mr. Fields explained that the Ryan White legislation requires planning councils to “assess the administrative mechanism for the rapid disbursement of Part A funds”. This means making sure that the Recipient spends as much of the grant as possible according to Planning Council’s priorities and allocations. In GY 2024, the Council received quarterly expenditure reports by service category and reports on a procurement process for several service categories. The assessment found no negative findings this year. The Recipient continues to improve its spending, resulting in the lowest carryover since before the COVID pandemic.
Mr. Klotz reviewed the details of the assessment, which uses four criteria: Executed Contracts/Renewals; Procurement; Subcontractor Payments; Spending. There are no negative findings this year. The Recipient continues to use processes implemented in previous years to expedite contract execution and payments so that all are completed within a required 45- or 30-day period as required by HRSA. The Recipient reported to the Council on the outcome of the procurement for Behavioral Health and Non-medical Case Management Services, and spending rates, as reported to the Council, improved dramatically, with end-of-year uncommitted funds at the lowest rate since before COVID.
The delays in executing contracts in GY 2025 due to the delay in HRSA providing full awards to EMAs was noted.
A motion was made, seconded and approved 16Y-0N to accept the Assessment of the Administrative Mechanism as presented.
Agenda Item #4: Other Business
Mr. Klotz reviewed the agenda for the June 26th Planning Council meeting, which will include a presentation from the NYSDOH AIDS Institute on the 2027-31 Statewide Integrated HIV Prevention and Care Plan. The Plan, mandated jointly by HRSA and CDC, involves prevention and care planning bodies, providers, consumers and community partners from across the State. The draft plan will be presented in the fall leading to a concurrence vote by the Council.
Brief committee updates were also provided.
There being no further comment, the meeting was adjourned.
