EXECUTIVE COMMITTEE
Thursday, June 18, 2026, 3:05 – 3:50PM
By Zoom Videoconference
DRAFT MINUTES
Members Present: David Klotz (Governmental Co-chair), David Martin (Community Co-chair), Billy Fields (Finance Officer), Paul Carr, LaShonda Cyrus,Joan Edwards, Marya Gilborn, Charmaine Graham, Steve Hemraj, Freddy Molano MD, Julian Palmer, Guadalupe Dominguez Plummer (ex-officio), Marcelo Maia Soares, John Schoepp
Members Absent: Rasheed Ford, Emma Kaywin, Brooke Montes, Jeff Natt
Staff Present: NYC DOHMH: Michael Navejas, Doienne Saab, Laura Moya Adames, Scott Spiegler, Johanna Acosta, Adrianna Eppinger-Meiering, Renee James; Public Health Solutions: Barbara Silver, Arya Shahi, Gemma Ashby-Barclay
Agenda Item #1: Welcome/Introductions/Minutes/Public Comment
Mr. Martin and Mr. Klotz opened the meeting followed by a roll call. Mr. Carr led a moment of silence in memory of Barbara Johnson, a mentor and ally who passed away today. The minutes from the May 21, 2026 meeting were approved with no changes.
Agenda Item #2: GY 2025 Assessment of the Administrative Mechanism
Mr. Fields introduced the GY 2025 assessment of the administrative mechanism, a requirement of the Ryan White legislation that all planning councils issue a report on how well the Recipient has implemented the Council’s priorities and allocations, and how well they have expended the grant award.
Mr. Klotz presented the findings of the assessment. The Council received quarterly expenditure reports from the Recipient. The Recipient also reported to the Council the results of any procurements in the previous grant year. In addition, Council staff obtained information from the Recipient on the execution of contracts and renewals and the timeliness of subcontractor payments. In GY 2025, the final notice of grant award was extensively delayed, which had a negative impact on completing contract amendments early in the year, but the Recipient was able to ensure that subrecipients were able to ensure that programs were kept running through timely advance payments. The Recipient and Public Health Solutions have taken concrete steps to address ensure that the reimbursement structure, documented in monthly reports to HRSA, effectively ensures timely subcontractor payments. Finally, as previously reported, overall spending improved considerably over the previous year, with the amount available for carryover into GY 2026 at $739,491 down from $1.4M the previous year.
A summary of the discussion follows:
- There was one EFA program procured in NYC. The Tri-County program continued with its existing subrecipient.
- Expenses related to the Council’s support budget were from the 10% of the award used for administration. All program funds were expended.
- Payments to subrecipients may be delayed if the provider is late submitting invoices. Also, there have been issues related to the drawdown of funds from HRSA to the City and from the City to PHS. The current administration has also proposed new rules for all federal grants that may cause further delays related to compliance with executive orders.
- There is no penalty for late payment of subrecipients, but HRSA may cite that as a negative finding during a site visit.
- RWPA CBOs were notified to request advances so that they can continue paying for programs if the award was delayed.
A motion was made and seconded to accept the GY 2025 Assessment of the Administrative Mechanism as presented. The motion was adopted 12Y-0N.
Agenda Item #3: GY 2025 Carryover Plan
Mr. Carr explained that carryover funds (unexpended money from the previous grant year) must be allocated to program services and serve as one-time enhancements. Funds get approved by HRSA late in the grant year and must be fully expended by the end of the grant year (February 28, 2027). The total amount from GY 2025 available as carryover funds is $739,491 ($701,103 Base, $38,388 MAI). Given that Food & Nutrition Services (FNS) have historically been able to spend down any carryover received in the short time frame and given the rising costs of food and demand for services, the Recipient recommends that the Base carryover be allocated to FNS ($593,241 in NYC and $107,862 in Tri-County). MAI funds must be used in MAI categories. Housing requires ongoing expenditures, and Care Coordination and Early Intervention Services are new programs, so the logical place for the small amount is ADAP. As in previous years, any funds that FNS cannot spend can be absorbed by ADAP.
Ms. Gilborn moved, on behalf of the PSRA Committee, to accept the GY 2025 Carryover Plan as presented. The motion was adopted 13Y-0N.
Agenda Item #4: Other Business
Mr. Klotz reported that in addition to the same voting items as this meeting, the full Council will receive a policy update from Adrian Guzman, with a focus on the 2027 federal budget and new Medicaid work requirements.
The July Executive Committee will begin with a closed session to review the Rules & Membership Committee’s recommended slate of Council appointments. There is a large and diverse pool of applicants this year.
Mr. Maia invited people to attend the annual Folsom Street East Fair on June 20th.
There being no further comment, the meeting was adjourned.
