Planning Council Meeting Minutes April 27, 2023

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Thursday, March 30, 2023

3:00-4:05 PM

By Zoom Videoconference

Members Present: G. Harriman (Governmental Co-chair), D. Walters (Community Co-chair), B. Fields (Finance Officer), S. Altaf, F. Alvelo, R. Babakhanian, M. Baney, K. Banks, A. Betancourt, R. Brown, G. Bruckno, M. Caponi, J. Dudley, J. Edwards, C. Graham, B. Gross, S. Hemraj, R. Henderson, B. Hribar, E. Kaywin, W. LaRock, M. Lesieur, M. Maia, D. Martin, H. Martinez, L. F. Molano, MD, J. Natt, J. Palmer, G. D. Plummer, L. Sabashvili, J. Schoepp, M. Sedlacek, C. Simon, T. Troia, S. Wilcox

Members Absent: M. Bacon, L. Beal, R. Chestnut, R. Fortunato, M. Gilborn, J. Gomez, F. Laraque, N. Martin, M. Rifkin, M. Thompson

Staff Present: DOHMH: D. Klotz, M. Lawrence, D. Saab, J. Acosta, K. Mack, I. Newman, A. Eppinger-Meiering, S. Torho, D. Noble, R. Torres, R. James, M. Pathak, M. Bayene, J. Jaramillo; Public Health Solutions: G. Ashby-Barclay, A. Shahi; J. Corbisiero (Parliamentarian)

Agenda Item #1: Welcome/Introductions/Minutes/Public Comment

Mr. Harriman and Mr. Fields opened the meeting followed by a roll call and a moment of silence.  The minutes from the March 30, 2023 meeting were approved with no changes.  

Agenda Item #2: Public Comment, Part I

Mr. Gross announced that Mr. Martin has been hired as the new HIV and Aging Coordinator at SAGE.  The Council congratulated Mr. Martin on his new position.

Mx. Kaywin announced that they will soon defend their dissertation.  The Council wished them success.

Mr. Fields announced the Abilities Exposition in early May in New Jersey.

Agenda Item #3: GY 2023 Reprogramming Plan

Mr. Natt explained that the Council approved a reprogramming plan each year to spend funds that become uncommitted during the course of the year.  The plan gives the Recipient the latitude to shift funds between service categories in order to enhance overperforming contracts.  No service category will be enhanced by more than 20% of its original allocation in the spending plan without Council approval, and categories are enhanced internally before funds are shifted between categories.  ADAP will be included as a category for enhancement after all other service categories have been considered, but will not be subject to the 20% cap.  The plan will allow the EMA to maximize spending during the year and reduce the levels of carryover.

In response to a question, Mr. Shahi explained that enhancements are only done for work that has already been completed based on data reported in eSHARE. 

A motion was made, seconded and approved 29Y-0N to approve the GY2023 reprogramming plan.

Agenda Item #4: Service Standards

Mr. Harriman explained that Service Standards are required by HRSA for all funded services.  The documents consist of excerpts from and references to existing documents: Council Directives, HRSA Service Category Definitions, Requests for Proposals, and contractual language, hence much of these documents may not be edited.  Service Standards are NOT service directives.  Directives are developed by the IOC and describe goals and objectives, service types, service models, outcomes and client and agency eligibility for each category.  Service Standards outline the elements and expectations a Ryan White HIV/AIDS Program (RWHAP) service provider follows when implementing a specific service category.  The purpose of Service Standards is to ensure that all RWHAP service providers offer the same fundamental components of the given service category across a service area.  Service Standards establish the minimal level of service or care that a RWHAP funded agency or provider may offer within a state, territory or jurisdiction.  Service Standards set a benchmark by which services are monitored and subrecipient contracts are developed. Each funded service category must have a unique set of service standards.  There may be some overlap of service standards among two or more service categories (e.g., medical case management and non-medical case management may both assist with enrolling clients in insurance assistance programs).  

Ms. Lawrence and Mx. Kaywin noted that this is the end of a long, multi-year process that involved extensive review, including by members of the IOC subcommittee.  Ms. Plummer added that the documents were a product of close collaboration between the Council and Recipient and will be presented to HRSA in advance of their site visit next month.

A motion was made, seconded and approved 28Y-0N to approve the Service Standards as presented.

Agenda Item #5: HIV (Prevention) Planning Group Update

Ms. Torho reported that she and Mr. Harriman have discussed how to make the EHE Jurisdictional Plan align more closely with the goals of the Council and the HPG.  They are exploring more ways for the two bodies to collaborate beyond the regular updates at meetings.  Also, the HPG is now alternating between in-person and virtual meetings and is moving ahead on its work around sexual health education.  

Agenda Item #6: Planning Council Chairs Update

Mr. Harriman reported that the June and July Council meetings will be longer than usual to complete the Council’s work for the session.  The annual member recognition event will take place on August 4th at Riverbank State Park.

In response to a question, Mr. Harriman noted that the gift cards are being held up due to procurement issues and that the staff is attempting to work around the obstacles.

Agenda Item #7: Public Comment, Part II

Mr. Lesieur updated the Council on the 340B program, which is still unresolved as the State budget has not passed.  There are indications that the carve-out will not be repealed.  The State Health Department has issued a solicitation for Ryan White-funded agencies to apply for funds to help mitigate the loss of 340B reimbursements. 

There being no further business, the meeting was adjourned.