HIV Planning Council of New YorkCommittee Structure & Progress Report

January 2009

Jan Carl Park, MA/MPA, Governmental Co-ChairSoraya Elcock, Community Co-Chair

Page 1

HIV HEALTH & HUMAN SERVICES PLANNING COUNCIL OF NEW YORK

Revised Date: 11/01/07

2008-2009 HIV Health & Human Services Planning Council of New York

Planning CouncilGovernmental Co-Chair: J. C. Park

Community Co-Chair: S. ElcockFinance Officer:S. Hemraj

Staff: D. Wong

Executive CommitteeGovernmental Co-Chair: J. C. Park

Community Co-Chair: S. ElcockStaff: D. Wong

ConsumersCo-Chairs: V. Benadava, J. Eddie

Staff: D. Wong, R. Molina

FinanceChair: S. Hemraj

Staff: D. Klotz

Priority Setting & Resource AllocationCo-Chairs: M. Gilborn, C. Shorter

Staff: N. Rothschild

PolicyCo-Chair: M. Lesieur, D. Ng

Staff: N. Rothschild

Integration of CareCo-Chair: D. Bird, M. Irizarry

Staff: D. Klotz

Rules & MembershipChair: G. Mercado, D. Walters

Staff: D. Klotz

Needs Assessment Co-Chair: J. Irwin

Staff: N. Rothschild

PLWHA Advisory GroupCo-Chairs:

F. Carroll (Community)A. Etienne (Planning Council)

Staff: D. Wong, R. Molina

Tri-County Part A Steering Committee

T. Petro (Administrator)

People Living With HIV/AIDSAdvisory Group

AG

AG

The mission of the PLWHA AG to the HIV Planning Council is to advocate for the interests and needs of people living with HIV/AIDS in the planning and evaluation of Title I services, and to ensure the empowerment and participation of PLWHA in the Part A planning process. The AG may, in addition, advocate for non-Part A HIV/AIDS issues.

AG

Accomplished

September Orientation, Co-Chair Nominations October Co-Chair Election, Budget Crisis November Medicaid Part D, By-Laws Ad-Hoc

PLWHA Forum Planning December PC Co-Chair Election, CHAIN

Co-Morbidities, Community Activism Survey

January HIV Disclosure, Budget Cuts

AG

To Be Accomplished

• February NAPWA Community Forums, DOT Transportation, DHS/HASA

• March Medicaid Reforms, Youth Issues, Positive Sex Forum Report

• April DOE HIV Curriculum• May PSRA Process• June PLWHA Forum, Planning

Council Budget• July Picnic, October Elections

Consumer Committee

CC

CCThe Consumers Committee is charged with the following duties:

• Ensure meaningful and substantial involvement of PLWHA in all Planning Council activities through decision making process;

• Collaborate with RMC in recruitment measures, such as outreach efforts, to secure appropriate consumer representation on the PC;

• Collaborate with RMC in retention measures, including orientation, training and mentoring, to help consumer members stay engaged and participate fully;

• Work with staff to see that issues of financial support for consumer involvement are addressed appropriately and within CARE Act guidelines.

CCAccomplished

October Consumer Input, Comprehensive Plan

November Consumer Input, CAB Survey, Comprehensive Plan

December Consumer Input, CAB Survey, Comprehensive Plan

January Expanded Consumer Focus Groups

CAB Guidelines Task Force

CC

To Be Accomplished

• February Outreach/recruitment for Consumer Focus Groups, CAB Guidelines Task Force

• March Consumer Focus Groups• April New Member Recruitment• May New Member Recruitment• June FY 10 Budget Review• July FY 10 Budget Review

Tri-County Steering Committee

Tri-County

Tri-County

• The Westchester County DOH (WCDOH) is the single local entity responsible for the intra-regional disbursement and administration of Part A funds for the Tri-County (Westchester, Rockland, and Putnam) region.

• Part A service priorities for the New York EMA, as mandated by the CARE Act, are established annually by the New York HIV Health and Human Services Planning Council.

• The local Tri-County Part A Steering Committee conducts planning on the Council's behalf for the Tri-County region.

Tri-County

Accomplished

October Review Goals/Objectives of the Comprehensive Plan

November Review 1st Draft Comprehensive Plan

December Review Final Draft Comprehensive Plan, CHAIN Co-Morbidities Report

Tri-County

To Be Accomplished

• February Approve FY09 Scenario Plan• March Approve FY09 Spending Plan• April • May Approve FY09 Reprogramming

Plan• June Approve MAI FY09 Spending Plan• July Approve FY10 Application

Spending Plan

Executive Committee

EC

ECThe Executive Committee is charged with the following duties:

(a) Provide oversight and management of Planning Council.• (i) Create an annual Planning Council performance agenda

that specifies objectives with deadlines and responsible parties.• (ii) Monitor the Council’s progress in meeting its objectives. • (iii) Develop and approve agendas for meetings of the Planning

Council.• (iv) Conduct business on behalf of the Planning Council on an

emergency basis or where not assigned to other Committees. • (v) Ensure that the structures, policies and procedures of the

Planning Council are appropriate to its mandated responsibilities.

EC(b) Oversee coordination of committee functions.

(i) Monitor the work of each Committee to ensure collaboration.(ii) Review and make final recommendations to the full Planning Council on all reports and motions from standing committees, ad hoc committees and working groups. (iii) Provide guidance and corrective support as necessary to ensure committee success in meeting objectives.

(c) Supervise membership composition and disciplinary proceedings.(i) Using recommendations from the Rules and Membership Committee, provide the Mayor with a slate of nominees for Planning Council membership. (ii) Review advice from Rules and Membership Committee concerning disciplinary actions for individual Planning Council members and, if warranted, recommend appropriate corrective action to Planning Council.

EC

Accomplished

October Overview of Comp Plan, Vote MAI Spending Plan

November Vote on Revision of Base Spending Plan (Emergency Rental Asst. and Outreach)

December Vote on FY08 Base Carryover Funds

ECTo Be Accomplished

• February Review/Approve PSRA FY09 Scenario Plan

• March Review/Approve FY09 Spending Plan Based on Award

• April Meet As Needed• May Review/Approve

IOC/PSRA FY09 Reprogramming Plan• June Review/Approve

PSRA MAI FY09 Spending Plan• July Review/Approve

PSRA ‘10 Application Spending Plan

Finance Committee

Finance

FinanceThe Finance Committee is charged with the following duties:

• obtain and review fiscal information from the grantee in a timely manner;

• when necessary, seek clarification of fiscal information from the grantee;

• evaluate fiscal information from the grantee for completeness and accuracy;

• access the efficiency of the administering agency in rapidly allocating funds to areas of greatest need;

• disseminate financial data, as needed, to the Council and its committees.

Finance

Accomplished

October Review 1st Qtr Base Spending, Review 4th Qtr MAI Close Out, Disseminate Financial Data to EC and Council

Finance

To Be Accomplished

• January Review 2nd Qtr Base Spending, Review 1st Qtr MAI Report

• April Review 3rd Qtr Base Spending, Review 2nd Qtr MAI Spending

• July Review 4th Qtr Base Close-Out Review 3rd Qtr MAI Spending; Assess Administrative Mechanism

Policy Committee

Policy

Policy

The Policy Committee is charged with the following duties:

• Ensure that the Planning Council is informed of and responds to emerging national, state, and local policy concerns and develops recommendations as needed.

Policy

Accomplishments

October Orientation, Work Plan November Letter re: Lift HIV Travel Ban December Protocol for sign-on letters;

Letter re: Reauthorization; Letter re: National AIDS Strategy; Letter re: Drug Czar Appointment; Letter re: FY09 Appropriations

January Letter re: Reauthorization; Report on CAEAR Coalition Activities

Policy

To Be Accomplished

• February Follow-up Obama “First 100 Days” Transition Requests,

Reauthorization• March Review Impact of 2009-2010 City

Budget, Reauthorization• April Review Impact of 2010 State Budget,

Reauthorization; Report on CAEAR Coalition Activities

• May Reauthorization• June Reauthorization• July Reauthorization; Report on CAEAR

Coalition Activities

Needs Assessment

NA

NAThe Needs Assessment Committee is charged with the following

duties:

• (a) Manage all required needs-assessment activities, which include data gathering and analysis: – (i) select topics to investigate to contribute to the Planning

Council’s assessment of local needs for treatment and care services

– (ii) review epidemiological and service utilization data; – (iii) estimate and assess unmet need and service gaps; – (iv) inventorying available resources including identification of

other funding streams that support HIV/AIDS care; and – (v) review information on the capacity and capability of the

system of care.

NA• (b) Ensure that the other committees receive objective

information, in user-friendly formats, required to fulfill their duties.

• (c) Collaborate with the Integration of Care Committee in the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for the comprehensive plan by HRSA.

• (d) Participate in development of the statewide coordinated statement of need.

• (e) Assess the effectiveness of funded services in addressing the Planning Council’s priorities and allocations.

• (f) Collaborate with grantee in assessing the cost effectiveness and outcome effectiveness of funded services.

NA

Accomplished

September Review HRSA Comp Plan Guidance (Goals & Objectives)

October Review Evaluation Component of Comp Plan

November Review 1st Draft Comp PlanDecember Review Final Comp Plan; CHAIN

TRT Update; Co-Morbidity Report

January Special Populations: Transgender

NA

To Be Accomplished

• February Special Populations (Women of Color), Needs Assessment

• March Special Populations (MSM of Color), Needs Assessment

• April Special Populations (Over 50), Needs Assessment, Data Day Planning

• May Special Populations (Immigrant Populations), Needs Assessment, Data Day

• June Recommendations to PSRA• July Recommendations to PSRA

Integration of Care

IOC

IOCThe Integration of Care Committee is charged with the following

duties:

• (a) Review and recommend ways to strengthen the system of care in the New York EMA so that PLWHA remain in care, and PLWHA who are outside the care system are returned to and maintained in care.

• (b) Describe services that address needs identified by the NA Committee and that will ensure access to and maintenance in HIV-related primary care and supportive services.

• (c) Coordinate with other HATMA programs and AIDS/HIV services.

• (d) Oversee the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for a comprehensive plan by HRSA.

IOC

AccomplishedOct./Nov. Reviewed Vision/Values,

Goals/Objectives/Action steps of Comp Plan

To Be Accomplished

• Jan.-Apr. Review Service Category Guidance for RFP (Home Care, Housing, Food & Nutrition, Outreach)

• Apr/May Adopt Service Category Guidance Develop Reprogramming Items

Priority Setting & Resource Allocation

PSRA

PSRAThe Priority Setting and Resource Allocation Committee is

charged with the following duties:

• (a) Periodically review the tool used to establish priorities • (b) Set priorities for services provided by HATMA based on:

– (i) Needs assessment data; – (ii) Cost-effectiveness and outcome-effectiveness data; – (iii) Priorities in HIV-infected communities; and – (iv) The availability of other governmental and

nongovernmental resources • (c) Allocate resources based on needs and existing services

PSRA

Accomplished

October Member Orientation; Vote on MAI Carryover

November Vote Revision of ‘09 Base Spending Plan

December Vote ‘09 Base Carryover PlanJanuary Scenario Planning for FY09

Award

PSRATo Be Accomplished

• February Finalize FY09 Scenario Planning• March Confirm FY09 Spending Plan Based on

Award, Begin FY10 Priority Setting Process

• April Confirm FY09 MAI Reprogramming Plan,Continue FY10 Priority Setting Process

• May Conclude FY10 Priority Setting Process; Begin FY10 Resource Allocation Process

• June Conclude FY10 Resource Allocation Process

• July Adopt FY10 Budget

Rules & Membership Committee

RMC

RMCThe Rules and Membership Committee is charged with the following

duties:

• (a) Implement open-nominations proceedings• (b) Participate in member recruitment efforts • (c) Collaborate with Consumers Committee in outreach and

member recruitment efforts. • (d) Collaborate with Consumers Committee in member

orientation, training and development. • (e) Manage, interpret, enforce, review and update Planning

Council By-Laws. • (f) Oversee all conflict-of-interest policies and manage grievance

proceedings.

RMCTo Be Accomplished

• February Attendance Review, By-Laws Update, Develop New Member

Recruitment Plan• March Attendance Review, By-Laws

Update, Implement New Member Recruitment Plan

• April Attendance Review, Submit to EC By-Laws Recommendations, Conclude New

Member Recruitment Plan• May Attendance Review, Review PC New

Member Applications • June Attendance Review, Interview PC New

Member Applicants• July Attendance Review, Submit nominations

to EC

Planning Council Mission Statement

The vision of the Planning Council is that people living with HIV disease in the New York Eligible Metropolitan Area will have access to appropriate, quality services across the continuum of care, resulting in the best possible health and quality of life. Members of the Committees and of the full Planning Council work together to ensure that this goal is achieved.