Ryan White Planning Council - Training, Education and Membership (team) Committee - workshop

Hey, Jimmy, welcome. We'd like to welcome everyone to the team committee meeting training, education and membership. We are meeting for via the team's platform. And we are scheduled to meet from 10 to 1130. And it looks like our schedule is kind of light, but there's one item on the schedule that we hope to get through today just to kind of like ease up some other people's work. So I'm going to turn the meeting over to Gwen so that she can do our quorum, official quorum.

Thank you, Randall. We have three out of five members in attendance today. So when I call your name, please list any conflicts of interest if you have any. I will start with Eric Eason.

Eric Eason, no conflict.

Randall Furrow.

Randall Furrow, your vice chairman, no conflict.

Brian Hagenbart.

Brian Hagenbart, no conflict.

Shantae Coleman. Shantae Coleman, Maricopa County.

Thank you. So that is everyone on the committee or everyone who has planned to speak on today's agenda. And with that, I'll hand it back to you, Randall.

Okay. Um, next on the agenda is a review and acceptance of the agenda. The committee will review the agenda. The chair will not make any adjustments to the agenda. The chair may change the order of agenda items, but may not add any new items to comply with open meeting laws requiring advanced notice of agenda topics. so we just need a consensus from our three members that are currently here so um if you can just say yes or if you've got your camera on nod your head or just so that we know that everybody's in agreement yes yes all right fantastic guys um And Gwen, this is a perfect example with having just three people here. This lets people know why you have to have three people on a committee because somebody has to make the motion, somebody has to second it, so forth, so forth. So, next in the chair update, those of you who don't know, Alan Barnes, for personal reasons, has stepped down from chairing this committee and also participating in this committee. He's still going to participate at our full planning council meetings. And we're very thankful to him for that as well as the fantastic job that he's done. running this committee for us. He has kept our membership higher than the federal mandate, and we're always getting accolades from HRSA when they see our numbers, which right now it's roughly 43%, and minimum required is 33%. So, with all of that being said, I'll take the liberty... Michael Brown, our chair is not here today. He's out on vacation and that's why I'm chairing the meeting because otherwise he would have chaired it. But Michael may have talked to some of you already or not. I'm not sure. But with Alan being gone, Michael is going to be looking for a new chair for this committee. Um, it's a fantastic opportunity. Um, it does not really add much to your workload. Uh, Gwendolyn does, um, a lot of the background work. Sometimes if you notice, um, Some of the times it sounds like we're using our words and sometimes it sounds like we're reading something. Gwen makes chair notes so that, like, if you're chairing a committee, you know exactly what to say and do. So just give Gwen some recommendation or some accolades for that. So, um. If he hasn't already talked to you and you're interested in being the chair of the committee, I would certainly recommend reaching out to Michael, reaching out to Gwen, and they can start moving forward on that. And you'll get all of the training you need. You'll get all the support that you need. And as you can tell here at the meetings, we always help each other out together. So there's that. Did anybody have any questions about that? You just want me to move on? I can do that. Next is the Ryan White HIV AIDS Part A recipient update. We're very fortunate today. Gwen has a question.

I do. I just want to make sure we don't miss approving last meeting's minutes. I don't know if we had voted on those yet before we go on to the recipient update.

Oh, I jumped right over that.

That's okay. I think we just skipped an item, but I wanted to make sure we don't forget that.

Okay. If you guys can't tell, I'm looking at the agenda on here. So that's why I'm so embarrassed. Thank you for the forgiveness. Chair can go backwards to line item number 4, which is a review and approval of the meeting minutes from the last meeting. which was held March 24th. Those minutes were sent out with your packet. Hopefully you've had time to review those for any changes or corrections to the minutes. We'll give you just a minute or two in case you did not have an opportunity to look at it. And then when you're ready, we would certainly entertain someone making the motion to approve the team minutes from March 24th, 2026. This is Brian Higgenbart.

I'll make a motion to approve the minutes from March 24th to 26th.

Great. Great job, Brian. Brian's made a motion. Do we have a second?

Eric Easton has seconded the motion to approve.

Great. Eric Eason has made the second. Do we have any questions or any input before we go on to the vote? Hearing none, we'll go over to Gwen, who will do a roll call vote.

Eric Eason?

Yes.

Randall Furrow?

Yes.

Brian Hagenfried? Yes. Motion carries.

Fantastic. Make sure I didn't miss anything else, and I appreciate y'all's help. Line item number six, again, is Ryan White HIV AIDS Part A Recipient Update. We're very fortunate today to have Shante Coleman with us, who will make that presentation.

Awesome. Good morning, everyone. So, some quick brief updates for you all. First, our Part A final notice of award. Our Part A received our final notice of award on Thursday, totaling $11,350,085. This is an increase of $300,622 over last year's base award. Our office is also preparing our Part A and MAI carryover requests for submission in the coming weeks, totaling $400,000. Twenty one thousand nine hundred eighty three dollars and an increase of forty four thousand two hundred and eighty eight dollars. Wow. I'm sorry. I'm just shouting numbers that you all compared to last year's carry over request. Um. So, yes, so we're very excited to have that and have that increase. So the team is working hard on reviewing those items. So going into allocation work group, our team is currently gathering subrecipient budgets, reviewing service utilization and expenditure trends and preparing allocation scenarios for an upcoming allocations work group meeting. Additional details regarding the allocation work group will be shared soon. And then for our EHE final in a way, It has not been released yet, but it's expected to be here within the next few weeks. We also want to point out that HRSA has released a new HIV resource hub. This interim website replaces the target HIV website that you all may or may not be familiar with. So while HRSA works to finalize this new resource, they're also updating all their documents and whatnot. And I will drop that. Link into the chat here shortly. Um. And so we just wanted to provide you guys an update and let, you know, that that is now been released in her sent an email out last week, providing that update to us as well. For the positively, you campaign positively, you is seeking new ambassadors for a campaign refresh project for this grant year. If you know anyone ages 18 or 30 living with HIV who is a current or former client of Ryan White Services, please have them reach out to Kate Thomas at kate.thomas at maricopa.gov. And we will also drop that in the chat for you all with a message about why they want to be an ambassador. And then my final update is related to our continuum data. Final analysts of the 2025 continuum data shows an overall 1.5% drop in viral suppression from the 88.5 in 2024 down to 87% in 2025. We are continuing to analyze for underlying causes, trends, and disparities that have caused this decrease. I just want to note that you might have remembered last month that our planning council meeting, we mentioned a 4% drop that was incorrect. We went back and did some deep dives and we discovered it was indeed just 1.5% drop. Go ahead.

Oh, no, I was just pointing above.

Oh, and then that's all and that's all my updates from the Ryan White party office.

Now, I'm ready to speak.

Go ahead. Randall.

1st of all, talking about the notice of award and the. The funding that's going to be additionally available. I just want to congratulate the party office and the fantastic job that they do as well as the planning council in the decisions that they make that helps us to get to those kind of numbers. As you probably know, there's a lot of jurisdictions around the country that are not really as fortunate as we are, and they're kind of scrambling to make sure that they're keeping all of their services available to their clients. So fantastic job. Shantae had also mentioned about the, and I forget the official title of it, but the hub, which replaces...

Target HIV.

Target HIV. The hub right now, if I understand, it's not fully up and running. There's just some information available and then more information is going to be added to it. If you didn't participate or look at the other programming, the other application, It's a great help if you just want to find out what's going on in different jurisdictions, what's going on with HRSA. You can get a lot of education off of there. So that's all I have. Do anybody else have any questions for Shante? Again, she did a fantastic job. Thank you, Sean.

Thank you all. I appreciate you guys.

All right. Line item number seven. We're going to turn the floor over to Gwen. She's going to do planning council support updates. And she's going to give us some information related to the membership matrix, planning council attendance, and training reminders.

Thank you, Randall. So, yeah, I'm going to be talking about federal mandates, attendance, and any reminders about training. So, first, I will start with reviewing the membership matrix for compliance with federal mandates. So, as a reminder, with our planning council reflection, we have a minimum of 21 members and a maximum of 30, and we currently have 23 members. And our total unaligned consumer membership is currently 43.48% of the planning council. The first category we always look at in this presentation is race and ethnicity. And we always like to call out the fact that we are always implementing efforts to increase our Hispanic representation. And we're looking at how we can do more outreach with that community so that we can increase that participation on the planning council. And I'll leave this on the screen just for a few minutes so folks can take a look at the numbers. Moving on to the next slide, we look at gender. So that's what the gender breakdown looks like with our EMA and our membership on the council. And then finally, the last category that we look at is age.

And then moving on, we always take a look at attendance.

Oh, sorry about the right most column. That should be our April twenty eighth meeting. But this is what attendance looks like for the last twelve months. And then finally, for training, I don't have any new updates on training. Our new member onboarding is still available to everyone. Even if you're not a new member and you want a little refresher, you can always go back and take this training. This is not on this slide, but I'm also working with Jeremy and some of our team members to revamp the PSRA training. So we're going to talk about that a little bit more at the CHIPS meeting today, and I will have more information on that available soon. And then also while we're on the topic of membership, I wanted to ask if there was anyone on the call today who's not currently a member of TEAM but would like to join the committee. I know that we have Tanika on the call and also Jimmy. So if any of you or either of you are interested in joining, you can declare that interest now.

Tanika says yes.

Yes, I'm interested. Perfect, Tanika. We'd love to have you. So yeah, this can be your declaration of interest. And then I know that you've attended I think you've been at almost every team meeting since you joined, so you've definitely met the two consecutive meeting requirement. So I can follow up with you after today's meeting with more information about the committee. Thank you. Yeah, of course. And then those were all of my updates for federal mandates. Were there any questions anyone had?

No, great job. I think. Tanika and possibly somebody else join the meeting and might need to do some introductions.

I believe the other number is also Tanika. I think she might have joined through phone and then computer, but yeah, I checked that's Tanika's number as well.

Yeah, that's me.

Well, we're glad to have you both times. And Jimmy, welcome back. Next on the agenda is we did our planning council report. next is a review well this is the big one this is where we're going to need everybody's help we're going to review the policies and procedures which is something that we are we are doing annually so this will be our annual review of our committee policies and procedures once we go through them and approve them then they go up to the star committee and go through that process so Gwen is going to help us. We're going to go through and since we have a long, we have an hour and a half available and I don't really know if there's going to be much changes. I personally like to get through this and get it approved. But as long as we're going through it and we're, we'll take input from anybody that's here with us today. So Gwen, if you could go ahead and get us started. on policies and procedures.

Sorry, I was muted. Thank you, Randall. So yeah, as Randall said, this is an annual responsibility. I don't believe we reviewed them last year, but we did approve these in 2024. So we wanted to take a look at these again. The team committee one, let's see, it's 10 pages long, and it talks a lot about the policies specifically relating to team responsibilities, so a lot of membership and recruitment things. I don't know. I think we should probably just start from the top and then maybe I can. Do you want to go line by line or kind of just I can let people read through it, Randall?

Kind of let people read through it. Anthony's here if you want to admit him and go ahead and get him introduced and then we'll explain to him. Yeah.

Hi, Anthony. We wanted to just give you a chance to do your conflicts of interest. And then also for the record, that would be four out of five members for quorum.

Thank you, Anthony.

And no worries at all. You came at just the right time for us to review the policies and procedures. So we are actually just now getting started. So we're right here at the overview section.

And Anthony, this is going forward, we're going to be reviewing the policies and procedures for every committee annually, all of our standing documents are going to be the same scenario of an annual review. So anybody can interrupt me at any time, but on the overview, you got Three paragraphs there. I'm going to assume that that's straight HRSA language.

Yeah, with at least this third paragraph is the second one. We wrote this about the description of the team committee. But yeah, this down here is HRSA language.

Okay. So if everybody just wants to read that second paragraph. Okay. Sorry about that. Read that second paragraph. And if anybody sees anything there that they think is incorrect or needs to be changed or reworded. Um, another thing that we have to keep in mind is that all of our pro policies and procedures need to be look like it was written by 1 person. So the same style of language and everything like that. So.

Also, as a quick reminder, these also go to the star committee after we're done and the star committee does a good job of looking at the language and kind of cleaning things up. So. They will make sure that all of them are uniform.

We don't have to be worried about that then.

Okay.

Whenever the rest of the group is ready, I'm ready to move on to the next section. Okay. So you've got committee membership requirements. It's not a requirement, but it's strongly encouraged that all council all planning council members are a voting member of at least one council committee or subcommittee. Again, it's strongly encouraged. We know everyone has schedules outside of the planning council, but it helps us to get the work done to have people on our committees. So the person just needs to declare their intent to join the committee and attend to consecutive members. And then the member may vote as a member of the committee at the third consecutive meeting. On attendance policies, committee members are expected to attend regular committee meetings. And again, the reason for that, as you know, as members is if you don't show up, there's a possibility we don't have quorum. And if we don't have quorum, sometimes that might mean that we're not able to vote on something that's very important. Let Planning Council support and the committee chair know in advance if you're going to be unable to attend. If a member misses two consecutive members, the member will be determined to have voluntarily resigned their committee membership. Again, if something like that happens and you know you're going to miss two meetings in advance or after the first one you know you're going to miss the second one, reach out to Planning Council support and let them know what the scenario, you know, why it happened and maybe there's something, you know, that can be worked out if we understand the circumstances. Also, if a member misses two meetings in a row in a revolving, and what a revolving is, is today starts the year, and it's May 26, So the end of this revolving year would be May 25th of 2027. So that's just what a revolving year is. Again, let somebody know, and hopefully we can keep you from voluntarily resigning. For members that have an approved alternate, the alternate can cover the members' attendance at no more than two consecutive meetings in place of the committee member. Exceptions, the designee or the alternate is exempt from the attendance requirements. If a committee member is absent due to illness or other mitigating circumstances, the member may request that the planning council chair, not being Michael, approve a leave of absence since the business of the committee must move forward and a quorum achieved a leave of. Oh, I'm sorry. A leave of absence shall not exceed 120 days. If the planning council chair declines the request, the member may appeal the decision to the full executive committee. For committee chair and vice chair, for council member to be either the chair or the vice chair of the team committee, they must meet the following eligibility criteria. um the individual must be a voting member of the team committee and the individual must have been a member of the planning council for a minimum of six months prior to appointment to remove a committee chair that's outlined in article 5 and article 8 of our planning council bylaws um gwen to your knowledge we haven't like Redone anything to the planning council bylaws for those numbers would have changed or anything.

Yeah, correct. These are still accurate.

Okay, so we can move on to your responsibilities on the committee. Members. Section 1 membership compliance oversight required planning council representation. Um, if members are appointed by the Maricopa County board of supervisors, or, which considers recommendations made by the team committee on the planning council, the planning council consists of a minimum of 18. Um. And a maximum of 30 are those numbers.

These will have to be updated. So yeah, I think since we lasted the bylaws, the new minimum is 21 and the maximum is 30. So we'll have to just update this number.

Okay. So we can do that. And keep that in mind that Gwen is going to make that change because if we get through this and we go for a vote, we just want to make sure that everybody understands that that language is being changed. If the planning council is at 30 members, then the committee cannot be made up of more than the minimum that would create it becoming a full planning council member or full council member. For example, 30 members would be 16 members. So quorum would be a half plus one. Team Committee identifies representatives from each of the following representation categories as candidates for council membership. So you'll look at your Phoenix EMA Planning Council Bylaws, Article 2, Sections 1 and 2 for federal mandates, community representation, and unaffiliated client mandates. And again, Article 1 or Article 2, Section 1 and 2 is still correct?

Yes, that's correct.

Section 2, recruitment and application process. Federal mandates for membership require that the team committee engage in effective recruitment. The planning council uses various methods to recruit new members. We have recruitment of our PWH or people living with HIV who are already providing input as non-members and consider them for membership. And we also encourage multiple levels of involvement from the positive community. The inclusion of historically underserved populations, inclusions of subpopulations, target membership opportunities in newsletters or community newspapers targeting persons living with HIV. Lately, it's the newsletter that comes from Jeremy that is bringing in the most of our new members. We get referrals and recommendations from other people living with HIV. We develop linkages and ongoing dialogue with community groups. And we also develop linkages with ASOs or AIDS service organizations and other human service agencies. At each meeting, excuse me, at each meeting, the team committee will review a membership matrix, which Gwen just did, if any of the federally mandated and locally required membership categories are vacant or may soon become vacant. Or if the composition of the current membership does not reflect the demographics of the epidemic in our EMA, the committee will identify the areas of needed representation and prepare to recruit, screen, and recommend appropriate individuals for appointment to the Planning Council. The team committee continuously conducts outreach, recruits new applicants and accept applications from those interested in planning council membership to have a pool of qualified candidates. The planning council normally begins recruitment for a specific membership category 3 months before the incumbents term ends. Current members are given the opportunity to apply for reappointment prior to new nominees being sought to fill their potential vacancy. Applications for planning council membership will be provided in either an e-application or hard copy format. And do we still provide hard copies for those people that request it?

Yeah, we do have those available. I haven't received any of those requests. I don't think ever in my time, but we do have those available just in case.

I think we just made that option in case someone at the time did not have a computer or means to do it. So whenever possible, additional accommodations will be made for individual needs. Informational materials are disseminated through recruitment events, planning council outreach, tools and the Planning Council's website. Upon request, applications will be mailed or emailed to interested individuals by support staff. The packets will include an application form, a conflict of interest statement, and a description of the Planning Council that explains roles and responsibility, describes committees, state's attendance requirements, and required time commitments, and any other key policies. The e-application packet will be electronically submitted to Planning Council support staff when completed by the applicant. Applicant will receive an electronic copy of their completed application for their records. Applicants who complete a hard copy application will be provided instructions on how to return their application to PC support. are the applications processed due to privacy issues and potential disclosure of personal information the membership application review process is only open to voting members of the planning council and planning planning council support staff the application review process is not open to the public Upon receipt, the Planning Council support staff logs the applications by date and category, notifies the applicant or applicants that it has been received and that they will be followed up with by a member of the applicant review panel. Planning Council support staff forwards all the applications to the panel. The panel will consist of two members and a backup from the team committee. The panel will contact applicants via email or mail. The contents of this correspondence will acknowledge receipt or their application outline process for their appointment and request confirm and request confirm for applicant and request. Is there like a word wrong or something there or is it just me?

No, you're right. There's definitely a word. either missing or added that should not be there.

Outline the process for appointment.

I think it should just be for appointment and confirm their continued interest. So the and request or request can be taken out. I think that was there by mistake.

That's fine. That's why we do this.

Yes. Let me just make sure. Outline the process for appointment. Oh, sorry. Let me.

For appointment and confirm, and confirm.

Yeah, and confirm their continued interest.

Like contacting the sender to arrange for an interview. The planning council bylaws, planning council meeting schedule, committee list with descriptions, and the unofficial Ryan White Part A acronyms list. Hopefully it's a break time. Yay. So is everybody comfortable so far with those two changes that we made? And do you have any questions or anything that you want to add to what I rattled off? Hearing none. Eric?

No, I'm fine with it.

Oh, OK. You said something and I could just barely hear you, but you're fine. At this point, Gwen, would you like to read for a while?

Sure. Yeah. And thank you for reading through those first pages, Randall. Okay.

I know sometimes if you hear it, you pick up those words that aren't supposed to be there more so than when you're reading or vice versa.

Yeah, I think it's good. Yeah, for flow and everything like that. Okay. So I will start with the interview process. The interview process is designed to ensure that the applicant meets the criteria established and the planning council's category, skill, and reflectiveness needs. Let me make sure that makes sense. The interview provides the panel an opportunity to ensure that the applicant understands the roles and responsibilities of the planning council and gives the applicant an opportunity to ask questions. The interview also provides the opportunity for the applicant to determine if appointments to the planning council will meet their personal goals. To the extent not already covered in conversations with planning council support staff, the panel and applicant discuss the applicant's understanding of the following. The roles and importance of the planning council, statement of membership commitment, the time commitment required, six to eight hours of regular participation at council meetings, active participation in at least one committee, and attendance at special activities such as retreats, data presentations, work sessions, and priority setting and resource allocation, meeting schedules and locations, the represent representational needs of the planning council, the need to have a council reflective of the local epidemic, conflict of interest policies, the need to make decisions based on the needs of the community and not on the needs or wants of an individual member or group, issues related to disclosure and confidentiality, including levels of disclosure permitted and necessity of maintaining confidentiality regarding the status of members who are not publicly disclosed, and the membership process and timeline. So after reading that, I think the one edit that stands out to me is that six to eight hours a month is a little more than what we expect. I would say it's more like two to four hours. I'll make a little note on that.

I was going to say, for the members of the committee, does anybody have a rough guess of what they would estimate that they spend for this committee preparing? And I'm assuming that the two to four includes the hour and a half or two hours for attending the meeting, correct?

Yeah, I would say this includes like meeting attendance and then also just reviewing any materials sent ahead of time.

Okay. And I think I heard Eric or saw Eric or.

I think I would say two to four would be more accurate.

Two to four?

Yes.

Thank you Eric.

Anybody else? I could agree with two to four.

Maybe should we just be in the middle? So that way, if it does take a little longer, people aren't expecting it to be like two hours. Give it a little bit of a higher minimum.

That's a good idea.

Yeah. I think that's a good point. So maybe making it three to four, three to five. I don't want to scare people away either by making them think it's more than it is. But I do agree with what Brian's saying about maybe having the minimum a little higher so no one is shocked.

I belong to a national group, and they just say, like, a flat five. So, like, if you do – Brian, did you say three to five?

I didn't give a number. I was just suggesting maybe – I don't know. I was thinking maybe we could just meet in the middle. If we were saying two to four or six to eight, do four to six. Just meet smack dab in the middle of the two other ones.

Yeah. That's good to me.

Yeah. Yeah, I like four to six, and then that way it kind of incorporates, like, when we have, like, larger projects going on, like PSRA or, you know, the trainings around that, like, sometimes those months can be closer to more hours. So I think that would be good to do closer to four to six.

Eric, does that work for you?

Yes, it does.

Miss Tanika?

That works for me, too.

Anthony?

Yes.

Yes, total consensus. Look at that.

And then also in this section, it says participation in like or attendance at special events such as retreats, data presentations, work sessions. All of these are accurate, except for I'm not sure what retreat refers to. Is that something that we used to do?

Yeah, that is something that we used to do that we have not done for many years, but we would... arranged like a two-day meeting two consecutive days kind of like on the weekend um and we would have like speakers come in we would you know do things like what we're doing now there'd be fun activities there'd be learning activities um they yeah they were um they were a thing yeah

Do we want to keep that in? I know that we haven't done that, obviously, in a very long time. Should we just keep it in just so it's all inclusive? I don't have a problem with it being in there. I just wanted to check with you.

Just to know what it is. Yeah, and that can kind of take the place if we have like any type of educational presentation or something like that that doesn't fit into those other categories, maybe.

Yeah, that is good. Were there any other comments or questions about the wording of the rest of this list?

No.

So now moving on with the application process. If an applicant wishes to continue the application process following the interview, the panel will move the application forward for consideration by the team committee. The panel will inform the applicant when applications will next be presented to the team committee to vote on. or to vote on recommending applicants to the full planning council. In the interim, the applicant will be encouraged to attend and participate in planning council and committee meetings. The applicant will be invited to attend scheduled new member orientations and other training provided by the planning council during their application process. Recommendation to the planning council by the team committee. The team committee will review applications as recommended by the application review panel. applicants have the opportunity to provide a brief introduction of themselves to the team committee. Following the introductions, the team committee will go into executive session to discuss the applicants. Motions and seconds will be accepted to recommend the applicants to the planning council for consideration. Following any further discussion, team committee members will vote on any motions made and seconded to recommend applicants to the planning council for consideration. applicants who were recommended by the team committee for consideration by the planning council supports uh sorry for applicants who are recommended by the team committee for consideration by the planning council support staff will contact them to inform them that their application was recommended for consideration by the planning council and inform them of the next steps in the process for applicants who were not recommended by the team committee for consideration by the planning council Support staff will contact them to inform them that they were not recommended for consideration by the Planning Council and thank them for their interest. Recommendations to the Board of Supervisors. Also, actually, before I move on to that section, does all of this look good in terms of the team committee's role? I believe it's all accurate. This looks good to me, but I just wanted to check with committee members to make sure that it feels accurate. Hearing no disagreements, I guess I can move on to this section. So recommendations to the board. The Planning Council will review applications as recommended by the team committee at the next Planning Council meeting. Applicants recommended by the team committee will have the opportunity to provide a brief introduction of themselves to the Planning Council. Following introductions, the Planning Council will go into executive session to discuss the applicants. After the Executive Session closes, Planning Council members will vote on any motions made and seconded to recommend applicants to the Board for appointment to the Planning Council. Support staff will notify applicants who were forwarded to the Board for consideration of appointments to the Planning Council and inform them of the next steps in the process. For applicants whose applications were not being forwarded to the Board for consideration, support staff will contact them to inform them and thank them for their interest. support staff will forward applications recommended by the Planning Council to the Board for appointment consideration. For applicants that are approved for appointment to the Planning Council by the Board, support staff will contact these new members announcing their appointments and what they can expect next. Applications not appointed by the Board will be contacted in writing to inform them of the Board's decision and to thank them for their interest in the Planning Council. The final decision or the decision of the Board is final and may not be arbitrated. Does all of that look good? It's from our bylaws and our current process. So it is accurate to me.

It's a big fat A plus.

A plus plus.

Thank you. All right. Section three, onboarding and training. The team committee has established the following training plan to provide all planning council members with the information and skills they need to be active and effective participants in council activities. New member orientation. Prior to their participation on the council, new members will participate in an orientation training to better understand the purpose and activities of the planning council and the roles and responsibilities of council members. This orientation will include the Ryan White Treatment Modernization Act, the roles and responsibilities of Part A planning councils and of its members, the structure, policies, and procedures of the council, conflicts of interest, dialogue versus debate, when to be an advocate and when to be a planner, an overview of data collection and analysis, comprehensive planning, priority setting and resource allocation, the role of support staff, grantee and administrative agent responsibilities, confidentiality issues, expectations of council members, and attendance requirements. Is there anything missing here that people would like to see in the training? I think this list is pretty exhaustive, but if we ever want to add more, we can Add that here. If not, I can keep moving on. For the first six months of their membership, new members will be assigned to a liaison, a seasoned member of the planning council who could answer questions and provide guidance as needed. So I know that we used to do this a little while ago. I'm not sure. I know that I have not been facilitating that. And I don't think from a leadership perspective, I don't know, Randall, if you've been. I know that you kind of touch base with people as needed, but we don't really formally have this.

Eric.

I was.

You had a mentor, correct?

Yes, it was you.

You didn't have to say that. You had a mentor. Did that help you navigate?

It helped me tremendously because I had so many questions. and you guided me in the right path, it helped a lot. And then it was like, okay, take it from here. So it did help a lot to have that guidance in the beginning. It was hard in the beginning.

Oh, it's hard 23 years later. I kind of personally recommend that we keep that in there and um if the current chair um decides to go in a different direction he can kind of like talk to the planning council about that but just for the time being i would kind of recommend keeping that available to people uh even if they don't have like a one-on-one direct mentor that if they know well if i have questions um i can call michael or i can call gwen that type of thing so that they have somebody that um when they don't know what to do or they don't know you know how something works or something like that and um so yeah i would kind of recommend keeping it i truly recommend keeping it and

Yeah, I think that's good to have as an option, certainly, and as something that's available to people. Okay. Ongoing training. The team committee, in collaboration with planning council support, will provide ongoing member training throughout the year. Planning council members are welcomed and encouraged to participate in training opportunities that enable them to be more effective planning council members. Planning council support staff will routinely forward training opportunities they become aware of to all planning councils. This is an incomplete sentence that should say all planning council members. Members are encouraged to share training opportunities with planning council support staff so they can share the opportunities with planning council members. Section 4, renewals and changes of membership. Council membership reappointment. Members may be reappointed for additional terms. Support staff will contact the members at least three months prior to the end of their term to determine whether he, she, or they intends to reapply. Reappointment will be based on the following criteria. The members stated desire to be reappointed. The current composition of the Council and the level of compliance with HRSA requirements for representation and reflectiveness. The individual's level of participation and the overall contribution to the Planning Council and its committees. the availability of potential council members from various sources within the EMA, and the recommendation of the team committee, the recommendation of the planning council, and the reappointment by the board. Members may serve a maximum of two consecutive terms. Following serving two consecutive terms, individuals may reapply to the council after a waiting period of at least one calendar year. Any thoughts on this section? Any changes?

Just if anybody has any question about the only being able to serve two consecutive terms, that is something that is newish to our planning council bylaws and highly encouraged by HRSA. The day that the bylaws were implemented was the date that your two-term started. So like if it was before your next term, then that would be the first term and then the second term. So that's how I'm allowed to stay around another three years. I knew Jimmy was there. Hey, Jimmy.

Hey, I just got a random question. Are the terms unique? or the term standard across all positions, because I know we had a battle with this in our HOA because the way the HOA rolled out some work, the initial term was two, and then they moved to three, and the people that were on two thought they were on for three, and it was a big old drama in my neighborhood that we didn't need to have.

No. Gwen has a – well, I'll let Gwen explain how she does it. I don't need to –

Yeah, so they are all just a standard, like, 3 year term. And then what Randall was saying with the bylaws, we used to not have term limits, but it's a requirement that we do. So we establish those and anyone who was already on the council, though, we kind of like, grandfather grandfather that into that. So, no, but yeah, they're all 3 year terms.

I want to come to 1 of Jimmy's meetings.

Trust me, you don't want to waste the Monday night. Trust me.

Yeah, but it sounds like a party. Go ahead, Gwen.

All right. Changes in membership status. Members may not conduct themselves as representatives of another category for which they were not appointed. If a planning council's membership status changes, i.e. alternate status no longer employed by the provider they represent, or becoming employed by a provider, the member must notify Planning Council support staff immediately in writing. Members experiencing such a change may request consideration for a transfer to a Planning Council member position for which they are eligible, i.e. community member. Loss of current membership status from the Planning Council shall occur on the date the change occurred. Planning Council support staff will notify the team committee of the member's request for the change and add discussion of the item to the next team committee agenda as part of the routine executive session. The team committee will review the request with the following considerations. Availability of an additional membership in the new category and the member's level of participation. If the team committee and the Planning Council recommends the change, planning council support staff will notify the member and request the approval of the change by the board. If the team committee and the planning council do not recommend the change, planning council support staff will notify the member that their resignation is being sent to the board for approval. The membership change will not take effect until the board of supervisors approves the change. Section five, retention strategies. So starting with leadership development, the team committee in collaboration with the executive committee and planning council support will offer a limited number of planning council members the opportunity to participate in leadership trainings when available. Leadership training is in addition to the Ryan White Treatment Modernization Act and planning council specific training offered throughout the year. Encouraging consumer participation in planning council activities. The team committee will maintain a matrix of priority populations. This matrix will be reflective of the service region's HIV AIDS epidemiological profile, underserved populations, gaps in planning council representation, and populations identified in Part A grant applications as priority populations. The matrix will be utilized to conduct planning council consumer outreach to inform priority populations of opportunities for them to participate in planning council activities, encourage them to do so. I believe there's also an and missing in there. So I'll just highlight that. Are there any questions about these two first paragraphs here? Oh, Randall, I see you have your hand raised.

I was going to say, I know that your throat must be getting dry. Do you want me to take over reading for a while?

Sure. Thank you, Randall.

You're welcome. So we're... I love that it tells me to lower my hand. Consumer outreach. The team committee seeks to educate people with HIV AIDS about the planning council, its planning processes and services funded by Part A of the Ryan White Treatment Modernization Act. These activities may occur in a variety of formats, including educational forums, discussion groups, and community presentations. Section six, council membership resignations. There are two methods of resignation from the planning council. Resignation by absence. And again, we kind of went through that before, but absences from a total of three consecutive meetings, absent approval, Absent approval by the chair or absences from 4 meetings within any rolling 12 month period absent approval. Of the chair will be deemed to be a voluntary resignation of council memberships following the 2nd and 3rd absence in any rolling 12 month period. Gwen will contact the member via the member's preferred method of communication to remind the member of this policy. Following the third consecutive absence or fourth rolling absence, support staff will notify, you need a word or something in there, support staff will notify of their resignation

I'm assuming it will be support staff will notify the member of their resignation.

Okay. See, Gwen and I both read this, too, and it's like we didn't find any of these things. Not until we're reading it, so. Okay. Voluntary resignation, and everybody understands that change and doesn't have any conflict with it. A voluntary resignation, any council member may resign by providing written notification to the planning council chair, meaning Michael. Resignation is immediate upon written notice to the council chair. An individual who is resigned voluntarily or by absence may reapply for planning council membership after waiting one calendar year by following the established planning council membership procedure. Following a second resignation, individuals may not reapply for planning council membership. Exit interview. And again, I think we reworded this because we haven't done it on an ongoing basis, but the team committee may seek to interview outgoing members for insight on their experience with the planning council. The committee will try to identify the specific reasons the members leaving the council. Particular attention to the health issues of people with HIV or AIDS will be considered by offering a leave of absence to permit a hiatus. This type of absence would not require reapplication of the member if they return to the council while time remains in their term of membership. Next page.

That is all.

That's it?

Yes, I thought it was going to be a full 10 pages, but I guess it's only eight, which is great. Yeah, thank you, everyone, for your feedback.

What a funny way to end it, though.

Yeah, that is kind of a very abrupt ending.

Never mind. Did anybody have any questions or concerns, input, thoughts?

Do you feel comfortable? Great progress, updating. That was good.

Ms. Tanika says no questions. So what I'm... Jimmy?

Since you didn't like the way it just abruptly ended, did you want to put something there to kind of tie it to an end? You don't think it's needed? No, I was going to say, were any comments who to contact? Should they contact Jeremy? Should they contact

the chair like maybe that part what do you think when like you know i was just saying that you didn't like the way it just like you didn't know the final chapter just stopped like yeah it was just like i felt like there was something else but um you think it needs anything gwen or

I like the idea of maybe a small, like, just a brief, like, contact information section. Like, if members have questions or comments, they can reach out to planning council support that way. It's kind of. Not as abrupt of an ending and I like Jimmy's idea there. So maybe I could just draft up a quick little thing to.

We'll just put that note in there, Jimmy, that there's going to be a place marker and Gwen after the meeting can. wordsmith it and put it in there. So yeah, thank you for doing that. Because yeah, I just like was like, okay, next page.

Yeah.

Thank you, Jimmy. I really appreciate that.

It's like you built, it's like you built up and then all of a sudden you was like, and everyone knows the Titanic song. End of story.

Yeah. She sang a high C and expired gloriously. Yeah, so. Any other questions or input? Because what we're going to request at this time is that we're going to... Janika, did you have something?

I did just have a quick question. After Glenn puts the update in there, we won't have to meet again for that, right? She's just going to send a star. Okay.

And that's going to be clearly part of the... whoever makes the motion, just, you know, say that you approve the motion or you're making a motion to approve the review of the policies and procedures, including the noted changes that Gwen has made. So, and then Gwen cannot make any other changes without notifying us. If we do have like an additional change, there's like one more stop period because After we approve it, it goes to the star committee and they review all of the policies and procedures of all of the committees. Uh, but they're going to be so impressed that. Possibly if you guys make the motion and approve it that, um. The 1st, 1 submitted his team, so you guys are rock stars. Correct right so at this time. we would be looking for a motion to approve the review of the policies and procedures for the team committee, including the changes that were made with Gawen. Would anybody like to make that motion?

I have a motion to approve.

Do we have a second?

I'll second.

Yay, Ms. Tanitha. Thank you. All right. Any questions, concerns, ideas before we do a roll call vote? Hearing none. Gwen?

Thank you, Randall. I'll start with Eric Eason.

Yes.

Anthony Holscher? Yes. Randall Furrow?

Yes.

Mika Drake? Yes. Perfect. Motion carries. And this will move to star eventually for final approval, and I will also make sure to share out an updated copy with everybody.

Thank you, Gwen.

Yeah, thank you, Gwen, and thank you, everybody. Really appreciate everything you do. Line item number nine, we are to review and manage our membership application process. We do not have any applications to review today. It's like the first time in a long time that we haven't had like a backlog of applications, but we're in good shape. Line item number 10 is review and resolve the parking lot items. We have no parking lot items. Number 11 is a determination of the agenda items for the next meeting. And what we're going to do, it's a little bit of different formatting now. We're going to look at the PCAT together. And as far as the agenda gwen we know that we don't have to have anything about the policies and procedures on there but i'm assuming everything else is just the standard template so um yeah if anybody needs sorry randall go ahead yeah do you want to do the pcat since we just had the discussion of how we're wording it or how we're presenting it yeah slight change

Yeah, what we did is we reordered the, so no content on the PCAT has changed. We just reordered it so that the standing items that we do at every meeting are all listed first. That way special items kind of stand out more at the bottom. Also on the develop annual membership recruitment plan, we completed that back in March. So we do not need to do that again today. Also for next year's PCAT, I will be adding a line item to review the policies and procedures since that was missing from the PCAT right now. So that will be on there for next grant year. But otherwise for May, we did not have any extra items in addition to our standing items. So we did complete everything.

Okay. And then as far as for the next meeting, other than the standard items that are listed there at the top, Um, the, are we actually in July looking at reviewing the outreach plan?

Yeah, I think by July, we might know a little bit more about some of the fall outreach events coming up. So that would be a good time to take a look at those.

So, it looks like you're scheduling that twice a year right now on July and January. Um, again, for our new newer people, um, the cat guides us on what we're supposed to be doing at each meeting. Um, the nice thing about it is it's a living document, which means things change. So, if we need to make a change on here, we don't need to do any type of vote or anything like that. We just make the change, make you guys aware of it and everything like that. So, um. That'd be that. Does anybody have any questions? I'm looking on my phone to see what the next agenda item is. We just did that. So number 12, we're getting towards the end, guys. I'm going to give you a little bit of your time back. Current events summary. This is the time for our planning council members to share a brief summary of current events. Members of the committee cannot propose, discuss, deliberate, or take legal action on any matter voiced during this time. Again, this is our planning council members only. So, does anybody have any updates for us of current events? No? Call to the public. This is the time for our public to comment. Members of the committee cannot propose, discuss, deliberate, or take legal action on any matter of voice during this time. Is there anything from the public for our meeting today? Hearing none, I just want to thank everybody Again, for anybody that's interested in serving as chair of this committee or vice chair, please contact Michael and let him know of your desires. So, that being said, thank you Planning Council support. Thank you Shantae and Lisa. Always appreciate you guys being here and the fantastic job you do. uh jimmy is always a rock star he keeps us in line and i personally appreciate that a lot so give me a heart for that jimmy no jimmy's not gonna give me a heart but i got thank thank you there you go uh jimmy's a incredible member of our community um and very very fortunate that we have him sitting at the adap office because Again, that could always go a different route too. So Jimmy, we appreciate that. So meeting is adjourned at 1.14. Have a great day.

Thanks all.

Thank you. See you soon. Anthony, I hope you're well.