Ryan White Planning Council - Community Health Planning & Strategies (chps) Committee - Regular Meeting

Sorry. Um, I invite planning council support to begin the introductions of declarations and conflicts of interest. Thank you, Eva. If you are scheduled to speak on today's agenda or if you are a voting member of the CHIPS committee, um, I will call your name and when I do so, please list any conflicts of interest you have. And we'll start with Eva Galindo. Eva Gindo, chips chair. No conflicts. Eric Een. Eric Een, co-chair, no conflict. Randall Furrow. Uh Randall Furrow, planning council vice chair. No conflict of interest. Jason V Cruz.

Uh Jason Vel Cruz. Conflicts include primary medical, substance use, mental health, HIPSA, and referral for healthcare and support services. Jeremy Hiveron. Jeremy Hiver. Marup County. Deborah Verden Maynard. Deborah Ruden Maynard. uh conflicts with ADAPT and part B. Thank you, Deborah. And so that is everyone who is on the committee. And Bradley, this is your second meeting, correct? So you would become a voting member at the um May meeting, I want to say. So let me just double check, but I believe this is my second consecutive meeting. Okay, perfect. Yeah, cuz remember you declared your interest at our last meeting. So I just wanted to make sure that Okay, perfect.

Yeah. So all right, thank you. So yeah, that's everyone who is scheduled to speak or on the committee. So with that, Eva, I'll hand it back to you for the rest of the agenda. Thank you, Gwen. Um, next we're going to move on to agenda item three, review and acceptance of the agenda. The committee will review the agenda. Uh, we cannot make any adjustments to the agenda. We may change the order of the items, but may not add any new items to comply with open meeting laws require to comply with open meeting laws requiring advanced notice of agenda topics. Um, do I need to We don't need to vote on this, do we? No, we just take a look at it. Cool.

Does anyone have any changes or move us around, I guess. None. Next, we'll go on to agenda item four, the review of approval and approval of the minutes and of January 27th. Uh we will now review the summary minutes of the previous meetings. Please share any revisions that should be incorporated. Sorry guys, I can't talk today. If you guys have the have had the opportunity to look over the minutes, uh we will now accept a motion to approve them.

This motion. Who was that? Thank you. We have a motion by Eric. Do I hear a second?

This is Randall. I'll make a second. Thank you, Randall. Is there any discussion before we launch the voting poll? None. Gwen, if you could go ahead and launch that. Sure. So, we'll just do a quick roll call vote. So, I'll start with Eva Glendo. Or Eric Een. Yes. Randle Perau. Yes. Jason Val Cruz.

I motion carries. Thank you. Uh, next we're going to go on to uh item number five, the chair update. Um, I don't have any chair updates at the moment. Um, Eric, if you have anything, I do not. All right, we're going to move on to agenda. Agenda item six, uh, our HIV AIDS part A recipient update with Jeremy.

Thank you, Eva. Good afternoon, everyone. Um, couple of quickish updates from me. Um, uh, as we've talked about in previous meetings, the National Ryan White Conference is coming up, uh, in, uh, August, uh, in Washington DC. uh and Hersa has requested that uh we participate um in uh a panel presentation as part of the planning council track. Um and the topics uh they asked us to present on are the collaboration between the planning council and the party program and our community engagement um and recruitment efforts. Glenn Gwen is uh going to be leading that presentation. And as part of the request, uh Hersa did uh ask that uh Gwen and Randall and possibly myself uh participate in the um panel discussions. Sorry, lost my lost the word there for a second. Um and so uh as I know I I said in our full planning council meeting uh in February that there were two spots for planning council members. one is geared for the is reserved for the chair which is uh uh now Michael. Um and uh so the other one for an online consumer is going is uh they requested we put Randall in that spot. Um so um just wanted you all to be aware of that. the in terms of other conferences that we've, you know, made available to uh planning council members, particularly our unaligned consumers in the past. Um it is unlikely that we'll be able to send um other members to conferences this year only because the conferences that we

generally um elect to send folks to are not being allowed. Um Hersa has um put in some stricter uh review um and approvals uh around conferences and and travel. Um they are reviewing agendas um from what we hear sometimes even past agendas to ensure that the conferences are aligned with the current executive orders which means things like the US conference on HIV and AIDS uh the national Latinx conference synchronicity the ones we've generally gone to over the last year several years the ones that were listed in generally approved conferences in the travel conferences and training um policy uh we removed that list because those are not being approved. Um I do uh just for transparency uh if there's even a session whether you were planning to attend that session or not on things like diversity uh and inclusion or uh gender affirming care they are not approving uh HERSA funds to be allowed for that travel. So, in order to comply and not en sure we're not uh uh going against our our federal guidance in terms of funding, we can't send any folks to those conferences at the moment. Um we are looking at other options. Um but uh we don't have uh that set up yet. If you do come across a conference that you'd like us to review to see if it would be a potential for you to go, please send us send Gwen the link for that and the um uh and a description of the conference so we can look at it to see if it would uh pass the muster

before asking Hersa. Um also uh I'm going to drop the link in the chat. I believe the chat's open. um for the community health needs assessment um that our uh public health department is uh has uh going on right now. Please, if you haven't, please uh participate, share it with uh your friends and family, anybody who's 13 and older that's living in Maricopa County. Um this is their chance to help shape uh local priorities uh for the public health department. they are looking to try to get 15,000 responses. We are I think like almost 40% there. Um and so uh we need some more help and it's open till uh through April 30th. Uh we do have an upcoming outreach event this weekend uh that we are potentially going to be uh short staffed for in terms of our staff. So, if you have not volunteered and would like to volunteer to work a uh uh uh a time slot for Saturday or Sunday, it's at the Rainbows Festival. It's free to get in. Um uh please let Kate or let Gwen know. Um and and she can uh help you find a time that would work for you. Uh it is is it 10 to 6 both days, Gwen? Is that what it is? Okay. And look, Eva, thank you, Eva. Um and uh so yeah, so let us know if you're interested. For those of you who have signed up, we do greatly appreciate it. Randall,

um this past weekend at the walk, there was a representative there from Maricopa County that was letting people do the survey on a laptop. Will that be the same case at Rainbows? I believe we we will have the ability to have people take the survey there. I'm not a 100% sure if uh uh one of the CHNA staff is going to be there or if it's going to be our team that's going to be doing it. I can't quite recall. Glenn, do you know for sure?

I believe that Kate mentioned that they would be there at least one day or for part of the day. And either way, we will have QR codes so folks can like take a picture with their phone and then complete it that way. Yeah, because the person that was there um I kind of helped her out a little bit, but she ended up getting 26 people to complete it. So, I thought that was pretty good. Awesome. That's really great. And one of them was me. Yes, we had I think we have a picture, Randall, of you in the background doing the survey. Um um uh I had no I had no excuses. She handed me the laptop. So

in terms of allocations um uh and expenditures updates uh uh as of March 3rd we have did receive our EHE uh partial notice of awards and now we have both uh partials for this current grant year. Um uh HERSA has indicated level funding is expected for both um grants. Um and we are hoping, fingers crossed, that the final notices of awards for both will be released uh within the next 2 months, but that is um all up to the timelines and there's more hoops uh and uh approvals to jump through at the federal level before those get released. So, I know they've already started working on them. I'm hoping that we get them sooner than later and we're not looking into July, August like we did last year. Um services are continuing though at current funding levels until we uh receive full and final awards. In terms of granty year 25 closeout, um we don't have an updated allocations and expenditures report like a a phys a physical report for you today. Um we are in the process of closing out uh grant year 2025. Final invoices from providers are due uh Tuesday, so March 31st. Um, and our goal is to have everything processed by April 15th. Um, so we will have a uh um full report for the planning council at the April meeting. Um, that will include uh final expenditures by service category, the rapid service reallocations um uh that you all approved for us to do back in December and then uh carryover amounts. We are anticipating that uh we will be requesting carryover uh for almost the entire amount allowed under part A formula funds which is

capped at 348,000 um along with some carryover of MAI funds. Just a reminder, MAI does not have a carryover limit so we can carry over any unspent there. Any questions for me on those updates? Okay, I'm complete. Thank you, Jeremy. Next, we're going to go on to agenda item seven, the integrated plan update with Deborah.

Deborah, did you want me to share the slides from my computer or did you want to share them from yours?

Um, go ahead and share them. I can see my notes. I will start off with for some of you who have already been in HEP free or FastTrack cities or swag. Um, this is the same presentation. I want to make sure that since all the meetings are happening in March that everyone gets the same information and I'm not kind of peacemailing what goes to folks. Um, so if it sounds very familiar, it is. Uh, but we just want to make sure everybody knows kind of where we are with progress and um where we are with input, all of those things. Um, I'd say next slide, but maybe next two slides. Start there. I'll go pretty quickly through this since I know most of you have seen this. Um, just some background on when um the guidance was released, which was in December of 2024, and then of course updated and re-released in February of 2025. um the requirements are still very similar. Yes, we are working with some um language restrictions and those kinds of things. So, we are making sure that as um as we take in all of the input and as we build it all into the plan that we are making sure that the language that we are using um is sufficiently vague enough to um actually make it for the reviewers um and not have them send it back to us or stop us from moving forward. So start there. Uh it's due on June 30th. Currently we're taking the lead working with Slack, working with Perde, the planning council. Um and then making sure that we include some of the other planning bodies like he and Phoenix fast cities and our STI programs along with some of the internal programs who will be funding some of the activities. And then we will continue with being systemic and we currently have an oversight committee which is systems level folks. So some of those kind of

larger broader scale um the uh co-chairs for each of the planning bodies sit on that oversight committee. um some of the office chief and program managers from DHS and um make your own uh folks sit on that one as well just to make sure that whatever we do we are not um making some of our systems and partners really sad by suggesting things that uh either they can't do or that don't work well with what they are doing. Um so just making sure that you know folks are keeping an eye on everything that goes into the plan. And then the work group is made up the subject matter experts who help us kind of walk through all of the um community input that comes in and all of the feedback that we get um to ensure that what we include um all kind of works well together and makes sense with the programming that we want to have here in Arizona. So next slide please. And this is just quick timeline. I will just kind of go to spring since that's where we are right now. Um we have done all the things up until then. We've done all the surveys, we've done engagement sessions. Um right now we are planning for one more meeting with the work group and the oversight committee, a joint meeting for those folks um to show them all of the decisions that were made up to then um and all the input that was used. So showing them kind of the it's a draft version. Um and then we will send out one more request for feedback from um a wider community. We'll have a webinar so that folks can see um how the plan kind of shook out and then internally we'll add metrics to the plan. Um this year one of the changes was that anything in our plan has to have metrics. So we are being very careful to um include things in such a way that we can measure them. Um, what we don't want to do is put in a bunch of activities and then go, "Oh, well, we would have to build a whole new system if we did this." Um, which honestly I

don't know that anybody has the capacity or the funding to build new systems right now. Um, so again, we don't want to make people super sad. All right. And then late spring, um, we'll have some final, um, oversight committee meetings. We'll go through some final review. We'll meet with the planning groups um, about concurrence. that will specifically be swag and planning council about concurrence to make sure that you all agree with what comes out in the plan. Um, and that it does fit in well with the things that our federal funding can pay for and we'll finalize all the parts. We have a whole bunch of internal parts that have to happen as well. Um, and then we'll do that webinar um to show the public what that looks like before we submit. Um, and by public I do mean our communities, so we won't go too broad. All right, next slide. Okay. Um, and this was just the quick reminder of we chose to update the existing plan. Y'all worked real hard on that plan a few years ago and over the years since then to do the updates, make sure it stayed relevant and we didn't want to throw it out. So, um, continuing to update with the work that had already been done. Um, but condensing it so that we are better able to, um, implement the things that are in it. We're better able to monitor it. Um, and we're a little bit more streamlined so that if we do need to course correct over the next few years because, you know, what we know is things are a little bit, you know, up in the air sometimes. Uh, but we want to make sure that we can course correct as needed. So, next slide. Feel free to stop me anytime if you have questions. I don't Sorry. No, you you can go to the next slide. This was just like a hey, guess what kind of slide. All right. When we did the original survey, which was about um objectives and goals because those are the big things in the plan, um what we got was very strong support across all the pillars. Um folks were pretty much okay with some of that streamlining that was um recommended. Um we did a little bit

of disapproval between 0 10% depending on which one we were talking about. Um but all those comments really showed that folks were engaged that they wanted things to be clear. Um they wanted to see a lot more detail. Um so next slide I'll go on with that thought. Um some of the things they asked for were clearer definitions, plain language um which is one of the reasons why we're being real careful to talk about what our limitations may be around plain language um and the amount of detail that we can provide in the plan. um the emphasis on social and structural again thinking of those of our limitations um and making sure that we work as best we can in there so that we can keep doing our work. Um and then they really like that integrated and systemic approach. Next slide covered there. Okay. And the last pie was piece was that a lot of the written comments were folks were really focused on strategies and how we were going to make these things happen. Uh and so and we love that because it shows all of you the experience in the field and great ideas that folks have. Um but again asking for trainings and tools, suggestions for different type of testing or for engagement. Um and then recommendations around service delivery and what we can do. Um one of the things I will say and I'll probably say it again later is that we will have a companion guide. So even though our plan is a little smaller, we may have fewer activities in the plan, we are keeping all of the feedback. Um some of the feedback doesn't necessarily apply to the funding that the state receives or that Ryan White receives. Um and so we want to make sure that we keep all those ideas because we know that other folks look at our plan for ideas, for feedback from the community. And so if they're looking, they want that information to still be there. Um so we will have that companion doc. it'll be available to folks. Um, and so if anyone is looking at, hey, how did folks say we should implement something, we'll have all that

information there. Um, so when we do show the final, we don't want folks to be like, hey, it's all gone. It's all still there. U, we just kept the plan itself to um to being as streamlined and as prioritized as possible. Probably the easiest way for me to put that. So, all right, next slide. I will not read all these to you. Um we'll send a slid set out to you. I gave it to Gwen. Um but these were the goals and objectives that were originally decided on back in November. Um each pillar now has one goal. Um focusing on diagnose, prevent, treat, and respond. Um and under those goals, we've got three to four objectives. Both of these have four. Um really focusing on HIV, STI, HEPSC. um diagnosis is the one like where prevention works mostly where it's like we want testing, we want awareness, we want uh partner services outcomes, all of those things and then when we get to the strategies that'll be how we get there. Next slide and we'll show the other two pillars. So treat and respond again one goal and then um three objectives on these two. respond is the one that you know got sent out as being really about outbreak detection and response and here in Arizona in the last plan and continued in this one um we really want it to be not only about that but also about our systems about uh improving our workforce opportunities for the workforce. Um so we continue that here as well with one objective being about um cluster detection response and the other two being about our networks, our partnerships and continuing all of that workforce development. Okay, let's see. Trying to go quickly so I know you have tons of things to do today. Next slide. Okay, so strategies and activities again how we're going to get there all the implementation pieces. Um, we did do

another survey with that one and asked folks, how do we best get to those goals and objectives? Um, and we've compiled responses from the survey. We did a lunch and learn that was a little bit longer, had a little more information about the plan in general for folks that maybe weren't as involved. Um, we did the swag meeting. We did some other um, uh, sorry, other planning body meetings. We so far we've met with FastTrack Cities. We've met with PEP Free. Uh and then any previous updates to the integrated plan week also included there so that we could look and see where are we repeating what we've done in the past where do we need to continue what we were doing previously um but just making sure that we didn't lose sight of all of that. So our work group and oversight committee are both reviewing all that feedback. I said we have one more meeting with the group um to really make sure that we've polished it to where we want it to be. Um, and I can show the rather messy document that has all of the uh objectives and strategies that have already been decided or I can send that to Gwen and she can share it with you all. Um, I'll try to clean it up a little and not have 4,700 uh comments down the side, but I can share that so you can see what's happening. Um, understanding that it is still a draft and will probably be about cut in half um for what we include in the final. Um, but you can see all the comments that were made. So, I'll send that over to Gwen as well. I'm also sending a blank document so that for those of you that maybe and for the planning body at large, for all of planning council, um, if you haven't had a chance to tell us what you think, please do. Um, because we always want that input. And even if we get to where we're like, um, we're submitting next week and we can't add anything, we still want it in the companion doc. We still want to make sure that we're always collecting that feedback because things change. We know that. We know that a lot lately. So, we want to make sure that we continue that. Let's see. Oh, next.

I think there's two more slides. Um, engagement. We did the survey for strategies and activities. Um, I said all this to you and then the previous one was done back in November. Um, and approved by the work group in December. Uh, one more we'll talk about next steps. Okay. Uh so BR group is meeting to complete the review of the strategies and activities. Um they just met last week. So now we're cleaning and polishing. Uh taking all the comments and turning them into things that people can actually understand and not just all of my little notes. Um Oh, go ahead, Randall.

Yes, I had a comment. Oh, I'm sorry. Sorry, I didn't realize I had my hand already. Um, I just wanted to commend you and your team on um how you dealt with collecting and responding to everyone's opinion and everyone's voice. And I was just hoping that maybe you could give a comment or two because I'm really really impressed with I think you call it if we could we would or or something to that effect because I think we we can learn from that. So if you could just kind of mention that use right term and um what's the thought process behind doing that?

Sure absolutely. Um we'll run through these steps and then I will talk about that. Thank you.

You bet. So, uh, work group is met. The oversight committee and the work group are going to meet together to review. Uh, we will do those internal parts of the plan. It's things like the statewide coordinated statement of need. Um, including the EP profile, a bunch of other big documents. Uh, we'll do that webinar to share the plan with interested community members. Um, we will talk to SWAG and planning council about concurrence and we will talk with the other um, planning bodies about letters of support for what is in the plan. Um and then we will create that companion doc so that all of the feedback is available. Um that's kind of our whole round of next steps and then eventually we'll submit it by the end of June. Um so the thing that Randall is talking about if I had it up I don't know that I do right now. I do not. So sorry about that. Um but we have a little section that we call if we could we would. We put it in the last plan. We decided to keep it in this plan, too. I will say that every time I talk to one of our federal partners, they ask about it. Um, and it's really all of those things that people said that were amazing and wonderful ideas and gosh, we wish we could do that, but perhaps fall out of the jurisdiction of the funding that we receive. Um, so it's something that like we would not be permitted to um implement, but someone else could. And so what we want to say is there are a whole bunch of things that we think are really important. Um you know like in the last plan things like comprehensive sex ed in schools. Oh my god yes please. But that's outside of the jurisdiction of the state health department or the county health department or the planning council. Um and so we put that in the if we could we would we would totally do that. Um, and so we had, I don't know, 10 or 12 things that we were like, these are amazing things and they're outside of our jurisdiction or they're outside of what

we're able to do, but we want we want people to see that we that we recognize that those are important and valuable and that we would encourage um other entities um to get involved with them. Um, and so we'll have that. Again, we've got a few things and we had a whole bunch of questions and comments that came through about like Medicare and how Medicare handles um some of HIV work and how we handle data sharing um where we don't have the ability to tell access what to do, but we would love to be able to tell them that these are things that are important to the community. Um and so some of those things will end up in that if we could we would category. Um, and so there are things that we can work toward. Um, is that kind of what you were hoping for, Randall?

Absolutely.

So, um, and the last time we had a section that was like key populations and focus areas. We will tone that one down this time because you know what we've learned over the last year is that we won't be allowed to include um, specifically calling out some of the groups that we know we want to work with and that we are going to work with. So, we'll say that language a little bit more neutrally so that it doesn't get kic get back and we don't get told no, but we can continue with the good work that we do. Um, so we just, you know, we're being careful. Um, but yeah, any other questions? I think the only other slide is uh contact. So, um, the OHSTA at ACDHS, even though I know it says needs assessment, that's really the best way to reach any of us, um, for the integrant plan for needs assessment for questions because I have that one up all the time. Go ahead, Jeremy.

Yeah. So, can you remind um me the group uh about the concurrence for um the planning council? Is that a letter that is usually signed by the planning council chair?

Yep. It's just a letter that says that it has been brought up to um the planning council and that they overall agree with what we have included in the plan. um and that that is a good approach to take. Um concurrence allows for and I'll probably talk about this again in whichever month we all meet. Um folks can just say yes, we concur. We think that they did fine. Um they can say concurrence with reservations, meaning yeah, we concur, but we'd like you to make some changes or can say we don't we don't agree and not give concurrence. Um which means that we should fix something. Um but whichever one is chosen, we include those letters um to help HERSA and CDC see that we have worked with um our planning bodies and what your all's opinion of the plan is moving forward. So, uh, just so everyone's aware in terms of your, uh, your logistics for the planning council is in order to do that, you all need to review and likely approve, um, whether or not you're going to, uh, concur with that. So, I was just thinking about some of the logistics. Now, OB, this committee is the one that's tasked with working on integrated plan. Um, and so would they have a draft to review in time to uh vote on their approval at their next meeting, which would be May 26th.

Yes.

Yes. Okay. Um, so we would share that with everyone in advance. Gwen would send that out um once it's available so you can have uh an opportunity to review it. Now, the timeline, it's due June 30th, correct? And that's the planning council meeting after the day, and that's never a great idea for us to be able to to uh for us to submit on the last day's due. Um the systems often get overloaded when on federal due dates. Uh, and so, uh, just so the planning council is aware, that may be something that we might need to look at at the April meeting, um, uh, Michael, about potentially moving that up a week, um, to, uh, June 23rd because that would allow us to uh, the planning council to to review it and uh, signal their approval on concurrence before uh, the to give uh, cuz we both have to submit it. Both part A and uh uh part B have to submit it separately um in the system. Um that would give us time to uh have those letters signed um um by uh the planning council chair and get them submitted without rushing up to the deadline of doing it the same day we're approving it late in the day at the at a meeting. And our intention is to have it ready for you all. Um we'll have our last meeting on April 10th. Get it all ready for you all so that you can see the planning portion of it prior to that 23rd or 26th whichever date you tell me.

Yeah, it would be the May 26th would be for this committee um because it'll come here first and then uh it would be June if we can if we decide to move the meeting it would be June 23rd. Okay. Okay.

And I'm sorry, Michael. I think I stomped right over you. Do we have any other questions or comments for Deborah? Thank you, Deborah. We're gonna move on to agendum item eight, planning for the needs assessment with Jeremy.

Hi everyone. So, uh um I was not at your last meeting, but I know you all had a uh robust conversation about the the data and the needs assessment. Um I do want to apologize because we have had our focus uh shifted. Um it is RSR season which is our uh Ryan White services report. It's the massive annual data report that we uh work on. Um generally uh we have two staff that are involved in that report and um one of our contractors that helps facilitate uh that and because of changes at the federal level for guidance in the CFRs uh the county um determined that our contractor couldn't have access um to the system where that data is done and um Karina's on military leave. So Reagan has been doing her sole focus on RSR and it has been a learning environment because she's having to do things that uh she hadn't done. Thankfully Reagan is a quick learner and um but so she has been focused uh heavily on that and um we've also been focused a lot on the grant close and grant you're open. Uh so we have not prepared a lot for you today on needs assessment but I did talk to uh Crystal our project officer for part A to get some clarification because I could not see anywhere we like doing these assessments they're helpful but I could not see anywhere where it was required that they were done annually um in between the comprehensive one that we do every 3 years with the state She did say that it is um she clarified that it it is required to do a smaller focused needs assessment on the off

years, but it doesn't have to be a survey. It doesn't have to be a lot of questions. It doesn't usually it's done on a special population or a a focus population that you're trying to get more information from. She goes, "But it could be two questions. It could be focus groups. It could be she had this uh idea that I had never heard where you can um uh actually give questions to say case managers to ask a specific population at every visit that they have with them or with their visit with them. Ask them a couple questions. give them giving them a script. So, they're always saying the same thing and it's just a data gathering uh uh um project and that they're providing that feedback, but it's not named. And so, it um there are like opportunities to do things a little bit differently than we have in the past in terms of needth assessments. And so, um I wanted to kind of approach that with you all. And also I know that focus um is on we were talking about uh u Medicaid clients or clients without insurance and as we're still waiting to learn more about Medicaid changes. I was wondering if you all would be open to uh postponing a few months that's starting to work on this allowing us time to gather some more data, get some more information on the changes that um may be coming and we could do the uh the needs assessment in the fall. But I will talk about that a little bit more in a moment. Jason, you want to

Yeah. Um thank you uh for for um presenting all of that. I think that that's an easier lift by far and especially if we could do some key informant interviews that might be case management and then maybe a focus group or two. Uh and then we could potentially supplement from other data sources like I know we're doing CHNA right now but maybe we can take from the last CHNA and potentially from AIDS view and other things. I think that that uh might be an easy way to go and that would allow some additional energy for uh you know as we look to next year and look to changes in Medicaid as well. Um so by all means and if if yall need space to do some of these things please let me know uh because we can help facilitate.

That's awesome. I love that we can also uh collaborate with uh our EHE folks to do some of the focus groups. They're uh they've they are experienced in in in facilitating the the focus groups. Uh Kate and Jen have both had training in that. Um and uh so that would be helpful, but it gives us a little bit more time to kind of prepare those things, really think through them. the generally speaking we usually we do needs assessments to help inform PSA. Um we're still getting the the final report for the the integrated statewide needs or the yeah the statewide needs assessment um is still being finalized. So we'll have the final report uh well in advance of PSR and can use information from that. But likely by PSR in August, we're not going to know the impact of what Medicaid changes are going to happen. Um, so ultimately we're probably going to be coming back to you all beginning of next grant year or close to the beginning of next grant year to say, okay, now we have an idea of maybe the changes and how this is going to impact us and uh there might be adjustments that need to be made at that time and we can always do that, right? we always come back to you when we get our final awards and you make adjustments then um based on trends and what's available right so we can do something similar uh this year but this will give us time to to like think through the questions kind of like what information do we want to gather um and also uh you know as we close grant year as we close the grant year and finalize all that stuff then you know Reagan and the QM's team's next shift is to the PSA data which is another monthsl long project. Um so we will have all of that stuff prepped. Um and we could start coming back to having the beginning of these discussions maybe

in July at your ne your July meeting and talking about them there and kind of starting kind of uh there having those discussions and making the preparations like here's the what how do we want to do this? Do we want to do key informant interviews, focus groups? How do we want what sources do we want to source? we can talk through those things just like uh uh Jason was talking about. Um and then we can start planning to do some stuff in the fall. Does that sound like an okay plan? To me, it sounds like a great plan because we do not have information on Medicaid. Not going to have anything close to having full information on that. So, so to delay that issue to next grant year, I think is wise. Um, I like what I'm hearing from um Jason um some of his ideas and suggestions um and his offer of space. So, I think that helps us a lot. And then um just from my own personal experience, I've been talking to some of the jurisdictions in Florida and one in Texas and they have not been doing yearly needs assessments. They have been doing the things that you are suggesting. So um yeah, that's going to take a big load off of um your team. So

yeah, and we ask for a lot of surveys. Um, so clients get burnt out on surveys. So doing it a little bit in a different format would be would be helpful and when you have focus groups easier to like maybe provide snacks or lunch um and we have that flexibility with e um to do that as well. So and that's the great thing too. We can tie this in because some of the stuff may inform some of the thoughts some of the plans we have for e going forward as well. Awesome. Do we need to vote or anything on this? No. As long as you're all kind of Okay, cool.

on board or we can and then we'll add uh add we'll we'll skip May for this, but we'll add it to the July um agenda.

Does anyone have any questions, comments, or feedback? Just one more thing to add. Since there are um existing groups, Jeremy, out there, I'm thinking our women's breakfast empowerment group, our community advisory board. I think that would be easy peasy just to send your EHE folks in and utilize that as a focus group because you have a built-in audience. So, love that. Awesome, Randall. Or did I just see a hand go up? Sorry. Oh, I was clapping. Clapping.

Oh, okay. Anyone else have anything? It's close, Jeremy. Thank you as always, Jeremy. Thank you. We appreciate you. Um, we're going to go on to agenda item nine, the reviewing of the PSA framework with Gwen.

Thank you, Eva. So, I'm going to share a PowerPoint. Um, I when I have it on the screen, I can't see if people are raising their hands. So, I'll just take questions at the end or just like uh unmute yourself to ask a question since I can't see hands. But, I will just go ahead and start the presentation. So because it is March, we are going to start planning for the 2026 PSR. And to be more specific, we're taking a look at meeting logistics and framework and um taking any requests for data. So I thought it would be also pretty helpful if we took a look at the feedback survey responses from the 2025 PSA process. um though that data was shared with CHIPS at their October meeting but I thought it would be relevant again to talk about it today. So the first question and we had 12 responses from the PSR survey. So the first question was about logistics and meeting format and 67% of responses said that the council should explore a different format for this year's PSA. Um, in terms of participation and preparedness, 83% of responses said they felt comfortable participating in service category ranking and scoring. 75% said they felt comfortable and safe sharing thoughts and asking questions. And 83% said that they felt prepared for the PSR overall. We also had a question um to uh allow folks just to provide any open-ended feedback. And so from that we have five major themes that we saw popping up. And the first was around member education and preparedness and um some people wanting to see some deeper training on the PSR process and the scope of Ryan White part A funding. Number two, we got some feedback that indicated that some of the presentations from partners on day one could have been a bit more focused and directly relevant

to the PSR process with a more clear connection specifically to the planning council and what the planning council was able to do. Number three, allocation process structure. There was some feedback that indicated a desire for a more standardized process a process when looking at allocation decisions. Number four, category labeling and transparency. There is a need for clearer labeling of service categories. So, for example, is it currently funded, not funded, or funded by EHE? So, maybe using um color coding to indicate that. And then finally, number five, polling and signature processes. Um responses included a request to make these smoother and less cumbersome. So with that I will go into this year's PSR and planning for what we will do uh this August. So these are some of the changes that we have made so far with uh the first one being that the PSR workshop which is day two will be held in person. When we voted on the uh calendar for this year at last month's planning council meeting we did decide to have it um in person. And this will also allow us to complete the conflict of interest and voting certification forms in person, which I know is a lot easier and like less cumbersome than doing it virtually over Adobe Sign. So, this can just all be done in person. Uh we will also uh Jeremy and I are going to work on creating some clearer instructions to share with partner presenters. um that way we can ensure that these presentations are directly relevant to the work of the planning council and like don't include extra information that could potentially be confusing for some people or too much information. Um and then finally, Jeremy and I and potentially the QM team are uh trying to work on a data training session or potentially a module extension of the onboarding. And we want to do this to help increase the um data literacy and just uh increase awareness of the

different types of data that we're using for PSR. So this is a work in progress and we haven't um released this or completed it yet, but we're definitely working to get this um available to folks before PSR. And then just taking a look at the meeting format. So um obviously like day two will be in person. Day one, we're still looking at doing that virtually and we will have the same partner reports as last year. Um, we did not get any feedback indicating that people wanted different partner reports, but we can also talk about that today. If anyone has ideas for a potential report that would be useful, we can talk about that. And then the day 2 workshop will be in person and that's when we do the part A data presentation and we look at the HIV funding landscape. And then of course we have the ranking workshop.

So next slide. Um, sorry Quinn, sorry I did I raised my hand and then remembered you said you could um

so this is basically like we had it last year which we're I think this is really the chips kind of uh um starting point to say like have a discussion. So after Gwen kind of goes through her presentation, we can come back to these slides that she's talking about um here um in the next couple and talk about like is there changes that we should make? For instance, should the data presentation from part A be the day before so that you have time to digest it before the workshop? What are the things you you know what movement a are these the right reports? Do these make uh or the partner reports do these make sense? um uh to have uh here and I think we're missing sorry Gwen I think office slides were missing we had surveillance and prevention as well um present on day one um so which are the ones so these are these are open to discussion and direction from chips by the way um we will ask partners to present based on the ones you think are the best fit for for the uh for the discussions that doesn't mean we can't invite them to present sent at another meeting um uh because it is helpful information uh useful information but maybe it's not relevant to PS specifically just wanted to make sure we were kind of uh aligned on that

Jeremy to that point and and I think you said we will be discussing that but I I would just say right out at the get-go like Hopla not relevant to PSR right like should be someplace else I I feel like um you know interesting to here. Um, but I think it confuses the PSA process. At least that's been my experience with it. Yeah. And we could I mean definitely can lead into there is HWA funding. We can also do uh potentially a slide that just talks about here's the other available funding streams that are out there. So there is this much in Hopa funding available. um so that it is there for awareness which is why we don't put a lot of part A funding into housing um and also because it's also we have it in we do some of it in e so that might be like you know those kinds of things just for quick background information so you have it but rather than like going into all the different services may not be relevant uh for PSR like Jason was talking about like that full presentation may not have and it's helpful. It's great information, but is it relevant to the full context of PSR? Randall,

um I totally agree with what Jason has to say and just thinking that possibly maybe um at the planning council meeting prior to that we could have Hopwell come in and just do a freestanding presentation possibly. But as far as it being held on day one, um I'm totally on board with what Jason has to say. When do you want to finish your Sorry. And then we can come back and talk about the different ones. No, no worries. Yeah. So, I will so that I only have uh two slides left.

So, this slide just shows all of the part A data documents that we sent out in the physical packet ahead of time and then I also email these out. Um, so we did not have any responses from the feedback survey from people saying that they wanted more data from the part A office, but this is also a good place to pause if anyone has ideas of data that would be useful or do we think this list is sufficient? And I'm going to take my screen down so I can see. Um if not I have just one more slide. Okay.

And yeah this is just a look at the 2026 PSR timeline. So we have not yet picked a date for the training but once we do I will send that out. And then partner reports will take place virtually on Wednesday, August 26th from I believe we're still doing 12 to 5:00 pm. And then the PSR workshop will be on Thursday, August 27th in person. And as soon as we have a space reserved for that, we will communicate that with the planning council. And then that was my last slide. So I will now kind of open the floor to committee members to discuss And if you want me to go back and share any slides, I can do that too.

Uh, so I I would just say um I always want to when it comes to PSR, I always want to make sure that we are making things accessible as though someone is walking in that that is their first meeting. And and that's why I advocate for really focused data presentations. Like I don't even know if C and D is confusing for folks too. It might be, right? Uh and and I don't want to be part of confusing folks. I I I I want them to know that what they're being presented on and the data that goes with it is what they're going to be voting on in terms of their ranking. And if we need to space out other presentations just so that they have an awareness that there's other things happening and other uh you know other things that are taking care of the people that are the most important um then that's cool like you know I feel like we can space it out you know throughout the year or maybe we have a dedicated meeting uh during the general meeting where we just talk about you know here is all of the different funding that's available for the people that we serve. serve and the people that we value and here's our part of this so that it becomes really really clear as we get towards PSR um that this is really what you're what you have jurisdiction over this is really what you need to rank in in terms of how things work and and if I'm like maybe maybe that day I bumped myself on the head and and I don't remember anything then that would be helpful for me right um because I I I don't want to add to confusion. I want to add to clarity so that we can focus on the people that we serve um and and and and our community, you know, and and I I say that as someone um you know, who who's

been through the Ryan White system myself. So, yeah, I I really like that, Jason. I think too like it touches on it too, the survey feedback where it talks about the scope of part A, but maybe the focus really isn't about um the way the part the presentations have been have been laid out and presented. Maybe it's more about like here's the funding streams that are available and here's kind of brief scopes of what those do. Um, I think that would be a very Yeah,

because it'd be helpful. I think we we hear C and D or we hear uh part B. I mean, I think everyone a ends up being pretty self-explanatory uh most of the time, but the the other ones, they're not necessarily as clean or as cut and dry for people of like what those are and what those parts are. And so maybe there's some more we can do a little bit more education around that. So they're like it's more of like you for awareness these are still available this is what they do now here's the scope of where part A focuses and what the planning council's kind of responsibility is in terms of that and that's kind of the prep in advance. Um what do you think of that kind of going that route and then we can uh I think we still need some of the surveillance data would be helpful. I I don't I'm out there throw my personal opinion. I don't know that the prevention data is super um helpful for the focus of PSR, but like the surveillance data that's helpful. We need to know what the landscape looks like in our in our jurisdiction. Um but what about that kind of framing?

I like that idea.

Jason, is that where you were kind of going? It is. It it also makes it, you know, and keep in mind like, uh, Randall and I have been doing this since the dark ages, right? And so, um, I I remember the old days where we did it in person and it was very ownorous. And so, the more that we can make it easy for folks, uh, the better. Uh, and the more that we can empower folks that are ranking with what's pertinent to them, the better. And so, you know, I I hear exactly what you're saying that like surveillance is important for them to know, for all of us to know so that we can say, well, you know, here's what the landscape looks like. Here's where we need to fill gaps or make sure that we're focused on versus like how do we and I I'll speak just as the part C grantee, right? I I use part C for staff and medical providers. That's very ethereal, right? It's not it's not d it is direct care. Uh but it's not as in we are funding people's ability to see the doctor and so that can get confusing and I I don't want to add to that, you know, I'll just go back to that. So um so I I feel like a less is more and a more focused presentation that really takes pains to highlight this is what you need to pay attention to in terms of your ranking. This is the stuff that surrounds this the circumstance of your ranking so that you have it and you know maybe a time before you were presented with all the other funding streams and what they do so that you know that they are doing that you don't have to worry about it but this is what you do have to look at and worry about I think is the best way to go

Randall. Um, again, great words, Jason. Thank you very much. Um, one thing that I noticed like for the fast past few years since we've implemented it is the ranking tool. Um, I believe in the ranking tool. I think it works. I think it's effective, but I think there's some people that maybe the way they perceive it or the way maybe it's presented to them, but if we could find some way to to explain what is it that we're doing with this ranking tool, um how do you make your decisions to rank things a certain way? So um and again in the spirit of what Jason's saying, you know, keep it clear, keep it concise and as simple as possible so that um people don't like overread into it and kind of make it more difficult than um our goal is. So just

so I I I like that Randall and I think uh streamlining as you all are talking about really does help uh to facilitate some uh of that and um and give us space to do some more of the explanation and so we can also do that um I know Gwen was talking about some training stuff materials and we we'll be looking at the like the I know there's a we do the data session and the training in advance. Um that webinar will be looking at kind of revamping that a little bit as well. But if we take this approach where we kind of streamline the the data uh presentation being more around here are the funding, here's the funding that we know is available. Um here's the kind of scope within that um uh for each maybe um uh I mean I think some of our partners would be happy to like streamline their presentation down um as well maybe some highlevel uh data mixed in there. Um but then uh so we can kind of start with that on day one kind of like laying the foundation and then because it'll be lot probably a lot less time and we can work with partners to make sure that we're not we're put whatever we're whatever is presented or they do a slide or two on their funding and scope um so that we're not talking over them or saying things that are not completely accurate. Um, and then, uh, we could also then do the data for part A, um, on day one. Um, it's sometimes easier to see it on your screen than it is to see it on a wall in a in a in a in a in a room, I think, um, in in person, but that would give you all time to digest the data overnight. And then day two in person would allow us to have

more of a we could do some more of that uh uh uh education intro into the different processes like the ranking process really being able to help people understand that this is how how the ranking is is and is not tied to funding, right? Because there are ways that you all rank things. you rank things by priority, but you do that regardless of generally regardless of funding. Um, and then when you go into discussion of funding, you have the landscape that we've done the day before of like there is funding for housing over in Hapwa and in EHE. So, you know that. So, maybe you don't so you you know that that's why it may be ranked high because you think it's a great it's a high priority, but you don't fund it. I think that was where some a lot of like there was a lot of confusion and there has been in the past. Um um and we could do a better job of explaining like the disconnect and the connection between the rankings and the funding in the in day two. And that would give us more space to have a little bit more time to that and not feel rushed.

Also for day two, if we're going to be in person, do you want to do a potluck? Um we can or we would generally generally when we're in person for a planning council meeting we uh provide food. Do you okay? All right. Well then never mind you buy it.

We are able to do that for um uh inerson planning council meetings. we can and particularly especially it's going to be over 2 hours um right um uh it saves us all I I I've been I I've been dreaming of the days of day two back in person so that we could do all the signatures all in one place um and get that done um as well. Uh but I think it'll be cool. We've got some ideas about how to make the logistics work if we're still going to do some polling things. Um uh um and that kind of stuff. Uh but yeah, I think it could be really interactive in terms of the the day two being in person again. Randall

Jason, do are you a good um dessert baker? My husband is. Okay. Well, that's the same. That's the same. I was just thinking maybe we could um have a potluck portion um for dessert and then have the the rest catered. I'd be down if other people are down. I don't want to add to people's financial burden, right? Like but it's affordability is a real thing. But uh if if people are down like I'm happy to uh bring some kind of sweets and it doesn't have to be mandatory for everybody. Correct.

I think that could be optional. I think Randall's kind of like hinting too cuz I have uh promised the last two December in person meetings to bring a baked good and then I keep I keep I keep getting way too busy beforehand. Um you've got a lot in your plate. But um uh if other people are doing it then maybe I I will I will find I will find time.

Um but yeah, I think that's a great idea. I like uh and then obviously for if we're doing even like the sweets for potluck, we can say optional if you'd like to bring a suite to share. Um there's no pressure there. Um and then uh but we can uh are you all comfortable with kind of Gwen and I taking these notes from today's discussion and kind of compiling them into like a more like a revised version of the agenda to bring back to you all at the next meeting. Is there any other thoughts you'd like to share? Um, Reagan did tell me she has some ideas, by the way, for some um uh some what she thinks is a little bit more relevant data that we could pull out for you all in terms of PSR as well. Um, we bombard you with a lot of data. So, we'll kind of do a review of the presentation and see if there are things that we have some more relevant stuff, if there are pieces that aren't maybe not as relevant that we've been sharing. um and kind of uh see if we can focus our presentation a little more as well. We need to give you the most though um of anybody, right? You need the data from us, but we'll see if we can make it a little bit more uh uh even more relevant. Sorry, any more thoughts or questions before we move on?

Coffee and tea. We'll figure out food, Randall. Don't worry. Okay. You c you can't have dessert. So now we're all on food. You you can't have dessert without coffee and tea. And then that's an extra bonding element for all of us to get to know each other and bond with each other before we go out onto the streets of Phoenix. Awesome. Do we have any additional feedback? Love the conversation. before we move on. Thank you, Jeremy. Thank you, Jason. Thank you, Randall. Thank you, guys.

Thank you all. That was a really uh helpful conversation for for us. Yes. Especially for someone that's not in the medical field. Having it clear and concise and easier to digest and understand, I think, is super super important, especially for the people that are receiving the services. You know, medical language can already be difficult in general sometimes. Um, so to break it down in more of a layman's term, I think would be really helpful for everyone. Are you learning a lot, Eva? What's that? Medical. Are you learning a lot medical? I have a little bit of medical background. I was going to go to I was in school to be a nurse when I was much much younger. Um, but that was

15 years ago actually.

That's okay. You're still wired that way. So you're you can be trained. It's just nice when you have all those numbers and you have all that information. It's a lot to digest. Um so I think it just makes it easier to um less is more to see exactly what we need to see to make the decisions that we need to make in that moment. Um we're going to move on to agenda item 10 of the review and resolve parking lot items. We have none. So we're going to move on to 11. Uh if you could pull up the pcat. Thank you. Uh we're in March. Yes. Yes. Uh we review and resolved any parking lot items. We didn't have any. We reviewed the PSR framework data request and meeting logistics as well as review and approved final allocations. Did we do that?

We haven't received the final notice of award yet. So, we'll probably review that in May if we've received it by then, which we should. Okay. Um, and then reviewing the PCAP, which we are doing now. Is there anything that we need to add or move? Obviously, that one, but well, needs assessment will move to July. That's outcomes. Yeah. Oh, unless we have the needs assessment report from uh Deborah, will we have a final report by the May meeting to look at it there? I would think so. Okay.

Because it's going Yeah, because it's going to go in the integrated plan. Data is going to go integrated plan. So, we can kind of maybe do a combo uh agenda item for that for next for May, the integrated plan needs assessment um updates. Yeah, I can let Elena know that you'd like that so that she can present on the needs assessment. Okay, awesome. Thank you. And then if you have any comments on the things that she sent you, Jeremy, send them back to her. Well, awesome. So, are we good on the pecap?

Awesome. We're going to go on to agenda item 12, the determination of agenda items for our next meeting. Uh this is the time that we can review any items that came out of today's discussion to ensure that they are added into our next meeting. Um in addition what's on the PECAP, do we have anything that

and you'll have the PS update on there?

Yes. Yeah. I'll add a line for Jeremy and I to do any if we like have like an agenda ready for you or anything to review, we'll have that on there. We're going to move on to line item 13 or agenda item 13, current event summaries. This is the time for the planning council members to share a brief summary of current events. Members of the planning council cannot propose, discuss, deliberate, or take legal action on any matter of voice during this time. We have rainbows of course we talked about earlier this weekend. Any other current um community or current events coming up? No. Well, I hope we'll see you all at Rainbows Festival. I will swing by and say hi and if I can pop in for a little bit to work, I will do that. But I don't want to sign up if I have to get pulled away. Um, next we're going to go to the call of the public. This is the time for the public to comment. Members of the planning council cannot propose, discuss, deliberate, or take legal action on any matter of voice during this time. All right, we are going to adjourn the meeting today at 1:16 p.m. Our next meeting will be scheduled for May 26 at 12 o'clock. Again, we hope to see you guys this weekend.

Stay safe. Stay warm. Bye. Thank you. Jason, can I call you? Can I go?