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

All right, we're gonna go ahead and get started. We've got Am I good? Oh, yeah. You're good. Sorry, I'm in Flagstaff in a hotel, so if I break in and out, I apologize ahead of time. Um, we have reached quorum of 4 out of five. The meeting begins at 12:01 on October 2nd. uh and planning council support. You can begin the introductions and decorations uh conflict of interest.

Thank you, Eva. And just real quick before I start, um a few members of our team are also having some connection issues. So if we're a little bit slow sharing our screen or doing anything, that's why. Um so I'll go ahead and start with conflicts of interest. And we'll start with When there's a little echo on your end, so I think you said Eva. Oh, yes. Sorry. Eva Galindo, present. No conflicts. Eric,

vice um president, no conflict. Randall Furrow. Randall Furrow, planning council chair. No conflict. Jason Cruz. Uh Jason Cruz conflicts includes primary medical, substance use, mental health, HPSA, and referral for healthcare and support services. Jeremy Hiver. Jeremy Hiveron, Maropa County. Shante Coleman. Shante Coleman, Maropa County.

And then also we have one guest speaker today, Deborah Mayor. Sorry, finding that mute button. Good morning. Do you need me to do conflicts of interest? Uh, yes, please. Okay, it's Deborah Weird Maynard um with ADHS. I have conflicts with ADAP and Brian White Party if that's a conflict. Thank you, Deborah. Thank you. That is everyone today. So, I'll hand it back to Eva.

Thank you, Glenn. Thank you, everyone. Um, next we're going to move on to reviewing and accepting the agenda. Hopefully, everyone has had an opportunity to look it over. Um, the chair may change the order of items, but may not add any new items to comply with our open meeting laws. Does anyone have any to add about that? Awesome. Uh next we'll go on to line item four, the review and approval of minutes from our last meeting on July 29th of 2025. Uh the community will now review the summary minutes of our previous meeting and share any revisions or corrections. Um once you have done that, we will need to vote to approve our minutes. So I'm looking for a motion and then a second. Eric E. First motion.

Thank you, Eric. We have a motion to accept the minutes from Eric Een. Do we have a second?

I'll second. Thank you, Randall. We have a second. Um I think we need to pop up a vote to accept this or Yes. So, we're still doing roll call votes because we can't access the chat, but it will be super quick. Um, so I'm just gonna when I call your name um just um you can vote yes, no, or abstain. Um so we'll start with Eva Gindo. Or Eric Een, yes. Randall Furrow, yes. Jason Val Cruz, yes. And motion carries.

Thank you. Uh next we will go on to our chair update. Um at this time I don't have any updates. Eric, if you have any updates, but we are all aware of the um the pride um events coming up. I guess. Mhm.

Sorry, I'm trying to balance from two screens here, guys. Um, next we'll move on to line item six for the part A uh recipient update with Jeremy.

Thank you, Eva. Thank you, everyone. Good afternoon. Um I uh just a a couple of quick uh updates for you all. Uh I wanted to start and we're going to talk about this a little bit later in the meeting, but uh just a huge thank you everyone who participated in PSR. Um particularly for your patience as we tried to navigate the issue with the polls. Um we did try to test that as many ways as we uh thought possible in the leadup to make that work. was also successful in a provider meeting that we had. So we thought it would work but uh it um it did not and so we had to pivot and the solution we came up with them not ideal. Um and so we're continuing to look at how that um that can be done moving forward. Thankfully in committee meetings it's not that hard to do roll call votes since it's a they're smaller groups. Um, but we're still looking at how to do votes uh in a way that will comply with open meeting law. For open meeting law, we do have to record h how the votes happen, who votes which way, and that has to be reflected in the minutes. Um, so, uh, doing a normal kind of poll or some some of the poll options don't allow for tracking that. Um, so it's it it's a little bit trickier. So, we're just looking at how we can make that happen and and hopefully within the team's platform that everyone will be able to uh to access. Um, also just a couple of quick updates regarding uh allocations and the planning council's directive. I don't have any new report for you to share yet from what we presented at uh PSR on day one. Um, but we're hoping that by next week uh Gwen will be able to send you an updated

report for uh that would reflect uh um expenses through August. We just wrapped uh uh getting all those invoices in and beginning the process of those on last Thursday. So, we're still looking at how that forecasting is done. And we want to take a little bit extra care in looking at that because uh those August invoices for services uh were the first month of services after the uh remaining changes went into effect from the um planning council's directive. So we will uh hopefully have that for you by mid next week. Um we'll send that out for everyone to review and then we'll have a fuller update in October for the October meeting. Um, just also just letting everyone know that we do have a couple of uh staff who are on leave right now. So, we are a little short-handed. Uh, Karina is on an extended military leave uh through June 1st. So, she won't return now um to our office until now June 1st. So, that's like seven and a half uh 8 months that we're going to be missing her. And uh but Gina Alan Williams has stepped into her uh role uh as our and and is acting as our interim quality manager. Um so you'll see her a little bit more. Um and then um we also have one of our fiscal team is out on u on leave at the moment. Um so Elena is kind of holding another fiscally also why we're taking a little extra time there. Um, but it should not, just so, uh, we're making sure that everyone knows too, that there shouldn't be any real noticeable delays or or anything on the provider or planning council um, uh, uh, um, on your part.

You shouldn't notice hopefully anything um because we're we're shifting around some priorities and and and coverage for that to make sure that things are running smoothly. Um, so just but we just wanted you to be aware. Finally, we did get approval for our corrective action plan that we submitted uh back in August uh um after we received the final report from HERSA on the uh site visit that happened in March. So, the final report came in mid July. Our corrective action plan was due mid August. We submitted that on time. They just approved it 2 weeks ago and we've been moving forward with uh getting um all of the things done that we said we would do. Um, great news. Planning council is like twothirds of the way done with their um, uh, items that were listed in there as findings. Um, so the standards of care or so the STAR committee has already reviewed a standards of care process and approved it. They've already approved changes to the some minor changes to the bylaws which will be going to the full council in October and then onto the board for signature. And then next month you'll uh, this committee will be looking at PSRA process. um the the document that we're we're drafting up based on all the prep and stuff that happens and what happens afterwards and during PSR. So all of that um but you all are ahead of the rest of us. Um so that's great news. Gwen has done a great job of uh getting everything prepped and ready to go. So uh that's been wonderful. Um and that's it for my updates. Thank you, Jeremy. Next, we're going to move on to line item seven with the uh integrated plan progress updates with Deborah.

Okay, I hope you can all hear me. I am trying to turn my camera on, but unfortunately that's not happening. Okay. Um not sure what's happening with camera. So sorry. Um so thank you for having me on chips today. Um I don't have slides for you. We do not have giant changes um from when we presented in I think July. Um we're just implementing the timeline and the plans that we told you about at that time. Um so we have started the engagement process of the integrated plan um and met with both the oversight committee and the work group um who will be responsible for helping us put together all of the community feedback and um make updates. Um we will also be meeting with um yourselves with SWAG and with some of the other planning bodies to make sure that we get everyone's input. Um but we are starting into all of that activity as well. Um, moving forward, the approach is going to be to update the current integrated plan since there was so much work put into it already. Um, and we've been it's been monitored every year. It's been updated every year and so we're going to go ahead and um do an update which was one of the options given um for the grit required part of it. I'm so sorry my dog's having a fit. Um but taking into account that we have more limited funding, that we have increased restrictions, um and that we have increased metrics in all areas, um we are looking to condense the plan a little bit so that we can better focus those efforts um on the pieces that are extremely important to the community and that we feel we can move forward with. Uh, and of course we look at language and make sure that we don't include anything that would um cause us to have problems with any of the grants or requirements. Um, and then we're also hoping that having a little bit more condensed, a little bit tighter plan will allow us to course correct as needed since um, we

know there have been a lot of changes at all levels and that may continue. Um, so we'd like to make sure that we're in good shape with the plan um, moving forward. So, the surveys will go out next week. Um, we will start with a survey about the goals. Um, suggesting some changes and asking for feedback on that. Um, and then that should be early next week. They'll be open for about 3 weeks. And then during that time, we'll also have um two to three um calls for folks that would rather hop on a call and chat with us about it. Um, and then we'll take all of that input back to our work group. And then November, we will send out another um survey that'll go out the beginning of November that'll look at the u the objectives in the plan. Uh same kind of process, send that survey out, do some calls for folks that would rather talk to us um and then take all of that information to our work group so that they can help us to um do some revisions. But those dates are being finalized right now. as soon as they are um finalized, I will send that all over to Gwen so that she can share all of those um community engagement calls and such with the planning council and you are of course welcome and encouraged to attend any of those that you would like. Um I'll also send the survey over so that it can be shared or both surveys. Um I believe that's kind of about where we are right now. So all of those things are just starting to happen. They'll be rolling out over the next few months. um starting dece or well December we'll meet with work group starting January we'll start looking at activities and kind of follow that same process but by then I'll be coming back to tell you how it's going but if there are any questions I'd be happy to answer those thank you Deborah does anyone have any questions for Deborah I also didn't ask for Jeremy if anyone has any questions for Jeremy

No. Well, thank you both for all the hard work. We really appreciate it. Um, next we're going to move on to Gwen. Um, she's going to talk about and share some of the feedback from the PSA. Thank you, Eva. Um, I'm going to share my screen and can someone let me know if my if the PowerPoint slides are up? Okay, thank you. All right, so yeah, a few weeks ago, I sent out a survey to planning council members to get some feedback from everyone on the PSRA process. And as Jeremy talked about in his updates, um myself and the part A office are currently working on finalizing kind of a PSRA process document that will outline the steps before, during, and after PSR. And this will include activities that the CHIPS committee is responsible for and also include timelines um for the preparation work all the way through to the submission of the rankings and allocations um results to HERSA, which is part of the required reporting for part A. And feedback from this survey will help to inform the process and the CHIPS committee will review that process document at our November meeting. So today is more about feedback and um CHIPS discussion and then by November I'll have like a more formal document for us to review. So getting in now to the survey results. So we had a total of 12 people respond to the survey. Um 92% agreed that presentations were clear and understandable for the day one partner presentations and 92% agreed that the data the part A data session was easy to understand. Um we also had a question asking people to um choose which partner presentations they found to be the most valuable. Um so this data here are um are those

responses. I'll pause for a few moments so you can read through those. Um yeah so hopa and access were rated as the most valuable. So for participation and preparedness um 83% of the people who responded um said that they felt comfortable participating in the ranking and scoring process. 75% said that they felt comfortable and safe sharing thoughts and asking questions. and 83% felt prepared to participate in the PSR process overall. Um, we also had a question asking the council um if we think that the current process is okay and shouldn't be changed or if she or if we should explore perhaps a different format for next year. And 67% of respondents did say that the council should explore a new format for next time. We also got a lot of really helpful open-ended um feedback. And so I'm going to read through some of the um most common um pieces of feedback we got. So the first is that we got several comments highlighting the need of some deeper training on the PSRA process and the scope of Ryan White part A funding. Um, for number two, we had some feedback that indicated that the day one presentations could have been more focused and directly relevant to the PSRA process with clearer connections to the council's responsibilities and the needs of the community. There was a desire for a more standardized and step-by-step structure when making allocation decisions and also a need for clear more clear labeling of service categories. So, for example, clearly labeling things as currently funded, not funded, or funded by EHE. And then we also had some responses that um included a request to make the

polling and signature process a little bit smoother and less cumbersome. And I'll come back to this slide. I just have one more slide that sort of has some um open-ended like guiding questions for the committee. So, just for us to talk about today, um would switching PSRA day two specifically to an in-person meeting help with facilitation and signatures? Um how should the council adjust the schedule and agenda for next year's PSR? And also, what training or resources do you think would be helpful to help um people feel more confident in next year's PSR process? So, that's the end of my slides. Um yeah, really these last two slides I kind of um thought would be helpful to help guide you um your all's discussion. So now I will turn the floor back over to Eva and the committee for us to discuss some of these questions.

Thank you, Gwen. Eva, sorry, we had uh Erica joined. Um so we now we're at 505, I believe. Thank you, Jeremy. Um, hi Erica. Could you just do your conflicts of interest real quick? Yes. Sorry to be late. Erica Tamp conflicts with medical and non-medical case management, referral for healthcare and support services, medical transportation, and HIPSA. Thank you, Erica. And we just finished with um I was reviewing the um feedback from PSR and I have some questions on the screen for the committee. Does anyone have any feedback on these questions or

um Eva if it's okay um I will absolutely go ahead and start the discussion

please kind kind of um I just want to thank everybody first of all for um their participation and patience uh during the PSA process um and let you know as always it's greatly appreciated that um everybody kept their discussion um client centered and focused on our communities that we serve. um you got some results back from the PSA survey and again for everybody that turned that in um thank you for doing that because it gives us a lot of um great things that we can do um for actionable items. So, uh thank you for your thoughts and um input um for anyone. Um, I know that there was a couple of people that had some um, indepth ideas and thoughts and I just want to make sure that first of all um, you have my contact information because I would be very happy to talk to you. So my phone number is 602697 3196 and my email address is Randall R. Furr Waricopa.gov. Um and again um contact me. I'd love to talk to you. we can discuss your thoughts and hopefully uh conf uh convert your thoughts into positive actionable items. So um that and just general thought for the

day is be kind to each other. So Eva, I'll turn it back to you. Thank you Randall. Um does anyone have any responses to these questions or I know personally I like to be in person, but I know that that can be a lot for people, especially when this is what they do all the time. I just think that when we're in the same room, sometimes

things generate a little bit more organically than they do on screen. Um, but I thought that as far as the training resources and everything that was sent out, um, in the few years I've done it, I thought that was pretty self-explanatory. But if anyone else has any feedback. Sorry, Ava. I've had my hand up for a bit. Um, sorry, I can't see that. Go ahead.

That's okay. Um, so I I uh think that being in person probably for both days would be beneficial. Um I do agree with the feedback that the first day um the education really needs to be more focused on what we will be actually prioritizing um especially because it seems like a lot of attention went to Hapwa and I know that you know there's a portion of of stuff that's devoted to Hawwa but that's not a kind of a main focus within the the process that we do. Um and so I think in person would be very very helpful um for both days quite honestly. Uh and I remember the days um you know back in the early as when we did PSR in person and it was not just effective but also it really encouraged a spirit of collaboration that I think uh would be helpful um as as we go forward. particularly this time it seemed like there was some um some stuff that happened even after PSR which I I don't necessarily think um should have and I I think that had we been in the same room uh there would have been things uh tied up a little bit neater um and so I think that that is is is really the best option I think that's something we could consider. But also meeting in person

have to think about having to leave their their jobs or to get to the facility wherever the place where is going to be taking place at. That might be the problem there. Anyone muted? You Randall, you're unmuted.

Am I unmuted now? Um, totally agree with Eric, but I also totally agree with everybody else. Um, so I'm kind of like, um, specifically for day two, highly in favor of doing that in person because of the human interaction, um, and as Jason put um, very nicely, the the sense of collaboration, um, and being able to see each other and, um, read each other a little bit better. So, um, at least for day two minimum, um, being in person and, um, we've already had some preliminary discussion like where could we have that? Would we do that at 4041? Um, but that room is kind of getting tight and as we add members. So, um possibly doing it at the big box room um over at Southwest Center and um yeah, I'm hoping that that's something that um we can make happen. So,

I can say yes for day two. Yes, I can see that. I also just to just to kind of dovetail with what Randall said, I also think that if we do have it at the Parson Center in the big box room, um that it would be it's easier for folks to get to because, you know, many folks in the community uh come here for a variety of of reasons. So, uh it's centrally located and on the light rail and should eliminate any access issues. Um hopefully I'm unmuted. Um great thought Jason. Um thank you for saying that. Um, I do know that we have um at least two individuals that um have u transportation issues and um don't live near uh light rail. But we would um if this happens, we would make sure that um any individuals that have transportation issues and um we will get you there. So So in the past was it was in person, correct? Before the pandemic. Um, yeah, before the pandemic and going back all the years that I've been here. Um,

and as far as people that weren't able to make it, I mean, there was accommodations. So,

yeah, we Yeah, we made accommodations and that's why I want to make sure that anyone that has that concern that they know that we we will get you there. So yeah, back in the old days when it was in person, um we had one meeting that um it went so long that they had ordered lunch for us, but we were still there at dinner time. So they were racing around trying to get pizza sent over. And by the time we got out of there, it was dark. But um I remember that. Yeah.

I don't I don't think we're like aching to go back to those days, but

but in person would be would be would be great. I think that I think Randall's right. Just so you know, from a logistical sort from uh the the from our end uh the uh we could I mean this gives us enough time if we're going to if we know for sure that at least we're going to do day two. uh gives us enough time to to get prepped and stuff. Sometimes that it was the it's la last minute requests where where where we we can struggle because we have a bunch of hoops to jump through sometimes at the the government to get those things. Um and it doesn't fall neatly into um like for instance we can't use our medical transportation provider to do this because that's not services. So uh or this wouldn't be for services. So that's where we have to do that. So I think we can work to accommodate that. Uh um given the that we have a a plenty of leadup time. Um can I ask a question to you about the the um for the group about the partner presentations? I believe it's in May that you're on your PEC hat that it's when you start looking at uh the um the data and the types of data that you want to uh see. Is that when that is Gwen? Is it May or PS

starting?

Oh, March. March and March and May. Okay. So at that time you're like looking at you kind of take a look at what we had la had at the previous PSR and like and you're like telling our our the recipient you know what maybe additional requ uh data you want to see could we work into that uh looking at like if there's specific things you want the partner presentations to focus on. So, if we have HOPA come and present, like is there a specific ask that you want or is there a specific ask for uh our Medicaid rep to present on um because we're about that same time we're starting to prep them for for sending that out. Um, and so that might be helpful from a get the to get the chips perspective on what those presentations would be most useful and then we can give like actual like direct guidance on here or more clarifying guidance on on what those presentations could do. If you all find that helpful, I think we can add that into our asks when we look at data. What would you like these presentations to focus on? And we'll just tailor our requests to that.

I like that. Absolutely.

Okay, that was my only question.

Yeah, I like that a lot actually. Um the one on the the last bullet point um just because I remember a lot of people asking it maybe if we had like a quick fact card for individuals to look at like what we do not fund or what's not covered so we don't have to continuously address that over and over and over again. It's just a quick card to look down. Oh yeah that's not covered so I don't need to put so much emphasis on where this is placed type of thing. I just felt like sometimes and even maybe with the presentations and I don't know if there's a specific policy or process, some of it did seem a little repetitive for the same people over and over. Um I'm not sure if there's a drastic difference between the people day one and day two that do not receive those reports. Um but yeah, that would be my only additional anyone else?

I miss the ability in in the chat to be able like that's something we can totally do cuz that's what I kept wanting to say. We can totally accommodate that. Um uh yeah, I think it would be we have Gwen and I um have been talking about a lot of different ideas that would make like a day two in person. I think we think a lot smoother and more uh accessible to folks and address those things. Like it was, you were right, it was a lot to have to go back and forth of what's funded, what's not, and the color coding was not ideal. Um, but having some like cheat sheets right in front of you that are that would be really helpful um or things that uh yeah, I think there's ways we can make it very clear um for folks. Thank you.

I really I I personally really appreciate this discussion because um we're identifying things that we can do better. Um PSR is is always going to have some flaws. Um we had flaws this year. Um I had flaws this year. Um it's kind of human nature when you get a group of diverse people um discussing things that um in the current climate are sometimes difficult to discuss and you know figure out. We've only got limited resources and trying to um serve the community um the best that we can. So, um, I appreciate everybody and the job that you did this year. Um, I'll give everybody an A. Um, and again, just, um, I'm excited about these potential changes. So, that's all.

Thank you, Random. Thank you. Does anyone have anything else to add before we go on? I'm going to look and see if anybody's hands raised for you. Thank you. Um I don't see anybody.

No. Yeah, you're good.

All right. Thank you. Thank you, everyone. Thank you, Jeremy. Thank you, Gwen. Uh we're going to move on to line item nine. We're viewing uh our parking lot items. We don't currently have any in the parking lot. So, we're going to go on to line item 10. Um Gwen, if you could pull up the PCAT document. I know it was just up, but if you could pull it up again. Go ahead and look it over if anyone has any changes or anything like that. Um, now is the time. I didn't see any when I looked at it. Maybe other than the one that we just talked about. No. All right. We'll move on to line item 11. This is the time we review any items that um we need to add to the agenda for next meeting. Um if there's anything that you didn't see on the PECAT that we need to discuss in the next meeting, now is the time. Um I will have the PSRA process document ready for you all to review. I don't think that's on the PECAT yet, but I will have that for the next meeting.

Something here.

No, thank you. We'll move on to line item 12. This is our current event summaries. This is the time for the planning council members to share a brief summary of any current events. Members of the planning council cannot propose, discuss, deliberate, or take any legal action on any matter voiced during this time. Does anyone have any current events?

Eric, I'm gonna steal your thunder. Um, I didn't realize it was coming up this quickly, but Pride I'm sorry, two weeks.

Two weeks, the 18th and the 19th. Um, I'm not signed up to work at the booth yet, but um, if there's anybody else that's kind of slow like me, um, contact Gwen and there's lots of openings and it's always a, um, great opportunity to, um, be out embedded with the community. So, contact Gwen if you want to work the booth. It's a great um, It's a great weekend to be out.

I'll just uh I'll just jump on to that one to say you heard you heard me say we're a little short staffed. Um we're a little short staffed for Pride Weekend, too. Um so any assistance you uh or any um time people can offer to work at the booth would be helpful. Um I think Gwen, is it 2our slots that we have it set for? Yeah, 2 hours. Twoour slots. Um, so, um, Gwen sent it out, I believe, already. Uh, but we'll we can send it out again. Um, I was going to ask, could we resend it? I know it went out, but yeah, for sure I can resend that up.

I'm going to try to see what I can do. I don't know that I can commit to a full 2 hours being on site, but if we're that low, like there are moments where I can disappear for a little while. Um, so I'll look at it and see what I could try to plug in. Appreciate it. Anyone else? No. We'll move on to line item 13. This is the call to the public. This is the time for a public to make a comment. Members of the planning council cannot propose, discuss, deliberate, or take legal action on any matter of voice during this time. Do we have anyone from the public that has anything that they would like to mention? No.

Well, that looks like it for us today. We're going to go ahead and adjourn the meeting at 12:41. The next meeting is going to be November 18th at 12:00. If you guys would like to join us, please do so. And everyone, have a great day. And as Randall said, always be kind. Thank you. Have a great day. Thank you all. Have a great day.