Priority Setting & Resource Allocation Committee Minutes November 13, 2023

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Meeting of the Priority Setting & Resource Allocation Committee

Monday, November 13, 2023

By Zoom Videoconference

3:00 – 3:55

Members Present: Paul Carr (Co-chair), Marya Gilborn (Co-chair), Raffi Babakhanian, Billy Fields, Steve Hemraj, David Klotz, Guadalupe Dominguez Plummer, John Schoepp, Claire Simon

Members Absent: Fulvia Alvelo, Matt Baney, Kyron Banks, Joan Edwards, Matthew Lesieur, Terry Troia

Staff Present: Doienne Saab, Johanna Acosta, PhD

Agenda Item #1: Welcome/Introductions/Minutes

Ms. Gilborn and Mr. Carr opened the meeting, followed by introductions and a moment of silence.  The minutes of the July 10, 2023 meeting were approved with no changes.  

Agenda Item #2: GY 2023 Estimated Unobligated Balance Request

Ms. Gilborn explained that HRSA requires all EMAs to complete and submit by the end of this month an “estimated unobligated balance request”.  The document tells HRSA that the EMA will ask to use unspent funds from the current grant year (i.e., 2022 carryover) in the next grant year (2023).  We will not know the actual amount of carryover until next spring after closeout of the grant year.  The UOB request states that next spring we will ask to carry over as much as 5% (the maximum allowed with no penalty).  The UOB request uses ADAP as a placeholder for the use of the carryover funds, but we are not required to spend the carryover for that purpose.  In June 2023, PSRA will develop an actual carryover plan for submission to HRSA.

It was decided that the column showing “expenditures” is unnecessary for the purposes of the Council and will be eliminated before bringing this to the Council for approval.  There was discussion about the effect of a federal government shutdown on the program (no effect for GY 2023).  

A motion was made, seconded and approved 8Y-0N to accept the GY 2023 unobligated balance request as presented.

Agenda Item #3: 2023-24 PSRA Workplan

Mr. Klotz reviewed the 2023-24 Committee workplan.  The major items in the planning cycle are: 1) GY 2024 spending scenario; 2) GY 2024 reprogramming plan; 3) GY 2023 into 2024 carryover plan; 4) GY 2025 application spending plan.  

For the GY 2024 spending scenario, which plans for a potential reduction to the grant award, Mr. Klotz explained that the Health Education and Risk Reduction (HER) category will be examined.  One of the three programs in that category has terminated their contract, and the service model is included in the Behavioral Health directive (for services starting March 1, 2025).  The Committee will receive updated information on the category, including a new fact sheet, at the next meeting.  

Concerns were raised about the Emergency Financial Assistance (EFA) category.  The Recipient affirmed that the program still provides food assistance (subject to payer of last resort requirements, as with all services).  NYC providers are making referrals and all enrollment and other activities are done electronically or via mail, so clients do not have to travel to the program’s offices.  There is now a waiting list for the program.

Agenda Item #4: Public Comment

Mr. Schoepp discussed a possible requirement that the Finance Officer be a PSRA member as an official part of their duties.  Also, the quarterly expenditure reports will be done as a streamlined Excel spreadsheet.

There being no further business, the meeting was adjourned.