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

The recording should be starting now.

OK, awesome. All right, Ms. Gwendolyn, you're going to have to help me.

Yeah, no worries. Well, you're going to be great.

OK, welcome, everyone. And I'm just going to introduce that we have reached quorum. So I'm going to invite the planning council support to just begin introductions and do declarations of conflicts of interest.

Thank you, Tanika. So I'll be calling the names of anyone on the team committee or any members of our recipient staff who are scheduled to speak. So when I call your name, please list any conflicts of interest you have. Tanika Drake.

Planning Council, no conflicts of interest.

Eric Eason.

Eric Eason, no conflict.

Taylor Kirkman.

Present, conflicts with primary medical, HIPCA, mental health, substance use, and referral for health care and support services.

Brian Hagenbart.

Present, no conflicts.

Shantae Coleman. Shantae Coleman, Maricopa County. Thank you. So that's everyone on the committee and our recipient staff. So, Tamika, we can go ahead and proceed with the agenda.

Okay, so we're going to go ahead and just review the agenda. So, am I looking at the meeting laws? Because that's what it says on here. Is that correct?

Yeah, I can go ahead and share today's agenda on my screen for us all to take a look at.

Thank you.

And this doesn't need a vote. We're just kind of looking at it to take a look and then we can move on after people confirm. And then we can move on to the next item whenever you're ready to go.

I'm ready. And so we'll just have a review and approval of the minutes and the committee will now review the summary of minutes of the previous meeting meeting minutes. Now, do I need to accept an emotion or do it? What do you do with this? Because I see all this and I just want to make sure we're doing it right.

Yeah, yeah, of course. Yeah. So we do have to ask for a motion to approve the minutes before they get posted. So whenever you're ready, you can ask for that motion.

Okay. I would like to accept a motion, please, for the previous meeting minutes. Do I hear a motion?

This is Taylor. I'll second.

Thank you for those. Ms. Gwendolyn, do you do a roll call vote?

Yes, so I had a motion from Eric, and then I think I heard Taylor first for a second. So I'll then do a roll call vote. I'll start with Tanika Drake.

Yes.

Eric Eason.

Yes.

Taylor Kirkman.

Yes.

Brian Hagenbart.

Yes.

Motion carries.

All right, thank you. All right, so we need to review our recent activities, and if there's any comments. Seeing none, do we get to move on to the next thing, the Ryan White HIV Parts recipient update?

Yes, and we have Shante on today to do that update.

Okay, awesome. Thank you, Ms. Shante. The floor is yours.

Thank you all. Good morning, everyone. I have a few updates to share from the recipient office. So first, I want to provide an update on our Part A carryover notice of award. On Friday, we received our notice of award approving our requested carryover in the amount of $421,983. That brings our total grant year 2026 Part A funding to $11,772,068. Excuse me. We will be sending the Notice of Award and additional information to the Planning Council later this week. For our Ending the HIV Epidemic EHE funding, we are still awaiting our HRSA approval of our grant year 2026 EHE work plan and budget. We will share an update as soon as we receive approval on that. Moving on to allocations, I just have a brief update today. We will send a more detailed report to the Council later this week along with the Notice of Award. Um, after reviewing the 1st, 3 months of expenditures, we are currently trending under spent for grant year 2026. this is actually what we typically see early in the grant year as spending generally increases over time. So, last year was the exception rather than the norm. We anticipate expenditures will begin to level out over the next few months, particularly after the recent food voucher increase takes effect. As you may recall, the planning council issued a directive at the last full planning council meeting to increase the food bank home delivered meals allocations. I'm happy to share that the subrecipient is ready to begin distributing those increased $100 monthly food vouchers to eligible clients. Moving along. Next, several members of our Ryan White Part A and EH teams, EHE along, excuse me, Ryan White Part A, EHE, and our team, along with Michael and Randall, will be attending the National Ryan White Conference next week. While we are away, we will continue to monitor emails and we'll respond as we are able. I also like to provide an update on Medicaid changes. I'm sorry, I'm jumping around because there's some of these changes Jeremy asked me to hold off on. So I also like to provide an update on some Medicaid changes nationwide. an advertisement campaign regarding upcoming Medicaid changes recently launched, um, to help ensure our clients are not confused or mistakenly believe they are losing their access coverage. We are immediate. We are. We sorry, um, Jim, I'm reading off of some of Jeremy's notes and it got jumbled. We have in, guidance in our next client newsletter, which is expected to be distributed within the next week or two. Thanks to Erica and Dr. Rahman from Access for reviewing those newsletter language, and we will be getting those changes out to clients ASAP. In addition, Arizona's Attorney General has joined a lawsuit related to the upcoming Medicaid changes. We are actively monitoring that situation, although we likely won't know the outcome until after PSRA. We are also continuing to work closely with our partners to monitor any additional guidance regarding implementation of these changes and we may ultimately be affected. So, Related to that, our team is currently preparing multiple funding allocation scenarios for the allocation workgroup in advance of the PSRA meeting. These scenarios are intended to help the Planning Council evaluate potential funding impacts based on the various Medicaid implementation possibilities. Finally, I'd like to share an opportunity with the Council. The Positively You campaign is still looking for new investors as part of its campaign refresh for this grant year. If you know anyone between the ages 18 and 30 living with HIV, who is currently or a former Ryan White client and may be interested in sharing their story, please encourage them to contact Kate Thomas. And I will drop that email in the chat for you all. And then just provide a brief message about why they would like to become an ambassador. That concludes my updates. I apologize for that. That was a mouthful. If you have any questions or would like me to repeat anything, please let me know.

Hi, Shante. I had just a quick question. Is that the age limit is 30 and no one else can do it from 30? Okay.

Correct. Between ages 18 and 30. From my understanding, that's based off some of our data that we're trying to reach those. I know in the past we did have a couple senior ambassadors, but I know our EHE team are really trying to connect with those 18 and 30. So that is the reason why they're requesting those age groups. Okay.

Thank you so much. No problem. All right. So, Ms. Gwen, it's back to you. Some support updates?

Thank you, Tanika. Let me just go ahead and get my slides pulled up. OK. OK, sorry about that. My PowerPoint was being weird, but I'm sharing my screen now. Okay, so today I'll just be doing some updates to review federal mandates, attendance, and training reminders. And also on our PCAT today, we had to review some upcoming outreach events, so I have a slide for that as well. So starting off with reviewing the membership matrix for federal mandates. So, first, we're going to just take a look at overall planning council reflection. We have a minimum requirement of 21 members, a maximum of 30, and we currently have 23 members. And 43.48% of those members are unaligned consumer members. And the requirement is that we have at least 33.3%. So we are well above that requirement. So the first category that we look at for reflectiveness is race and ethnicity. And something that we've been talking about a lot lately is doing some more recruitment in the Hispanic community, because we do need to increase that representation in order to reflect our jurisdiction. So we are going to try and do some more outreach events to do that recruitment. Next, we have to review our reflectiveness in terms of gender. So this is the current breakdown of gender on the planning council. And then finally, we also review how our age looks in relation to our jurisdiction. So this is the breakdown of age.

And then moving on to attendance.

As a reminder, you can have up to three unexcused absences in a 12-month calendar period. So this is what our, and this is the attendance for full planning council meetings for the past 12 months. And then moving on to some Planning Council training updates. So we will be hosting a PSRA training session, and that will take place through Microsoft Teams on Wednesday, August 19th from 1 to 2 p.m. If you'd like to attend that training, you can either send me an email or in our PSRA survey, there's a question about training. And also, if you have not yet taken the PSRA survey, please try and get that complete by August 7th. That's a Friday. I'll also, when I'm done presenting, I will pop that link in the chat. So you can just click that if you haven't taken it yet. And then also for upcoming community outreach events. So we will be having a few staff attending the Latino Pride Festival, which will be Saturday, October 3rd. And then also the Phoenix Pride Festival this year will be Sunday, October 11th. I believe it's at the Arizona Center, but I'm not totally sure, but I will be sending out I'm going to email with more information a little bit later this summer so we can start doing some recruitment for volunteers to attend these events.

And then I will go ahead and take down my screen so I can put that link in the chat, but were there any questions for me?

Hey, Gwendolyn, Michael Brown. I had one question. Do you know if we have... Any dates on the Rainbow Festival or is that still going to go on? Do you know of anything about that?

Yeah, so I haven't had or I haven't received any information on that. So typically we would find out those dates like early in the year because Rainbows Festival is usually like late March or April. So I'll let you all know as soon as I find out. But yeah, I haven't heard yet.

I see. I always thought it was in October, but I remember they moved it. OK, thank you.

Of course. Oh, sorry, my. My notes are on the screen. Okay. Thank you, everyone. And I'm going to go ahead and put the link in the chat. So if you haven't taken the PSRA survey yet, that will go in the chat.

All right. Thank you, Gwen. And now we're going to be doing review of policies and procedures. And need a motion to accept policies and procedures? Do we need to go first?

I have a... I have the document to share on the screen. So if I can, sorry, my computer, it says my Teams is not responding.

Oh, okay.

As soon as I can open that, I will share that on the screen for you all to review. We just have a few updates that the STAR Committee made to all the committee policies and procedures. So it'll be pretty quick to just take a look at those and then we can get a motion to approve.

Okay.

Shante, would you be able, are you able to open the email that I sent with the attachments for the meeting?

I'm pulling that up for you, Gwen.

I apologize.

There's some technical issues from my end.

And then we're needing the draft team procedures, right?

Yes. Yes, that's perfect.

Okay. Let me share.

There you go.

Can you all see my screen okay?

Yes.

Okay, I'm going to try and have them open on my phone so I can also see what I'm looking at.

Just one moment. Okay, perfect.

I can see the screen now. Okay. Could you scroll just a little bit down to the committee membership requirements, Chante? Perfect. Okay. So just a few updates. So the text that you see highlighted in blue was added from the STAR committee. So they just wanted to have a little piece of information reminding people about the requirement that all new members complete the onboarding program before they participate in meetings or committee meetings. So that's why that addition is there. And then there's a few small like little grammatical edits down there too. And then if you could just keep scrolling a little bit, Chante, I think, yeah, everything else is right here. So again, the blue text is the new pieces. So the star committee was thinking that it might be nice to kind of make the attendance policy a little bit more flexible. So they have this edition that says a member may request a leave of absence either in advance of the absence or after the leave has begun. And then also members may reapply for membership after voluntary resignation. So that just makes it a little bit more flexible if people, you know, have to leave for personal reasons or health issues, like they can totally ask for an absence after that begins. So those were the main updates from STAR. There are, again, a few very small grammatical things that I've made changes to, you know, and also editing. Yeah, some of it was outdated information regarding our minimum and maximum numbers, but Other than that, there really weren't any major updates on the policies. And at our last meeting, I read through them, and there just weren't too many updates to make. So yeah, were there any? I know that I had sent these out in the meeting packet. Were there any questions that anyone had or any other changes that we'd like to see?

And thank you, Shante, for doing the screen sharing. So nobody has any questions.

When are we able to do and accept the motion? Even with the edits?

Yeah, so we can accept it with those edits. And then also when we ask for the motion, we can give the STAR committee authorization to make any like final edits just for like consistency with the other committees because sometimes they do like to add little changes just for like formatting and consistency purposes. So if you guys are all okay with that, we can forward it to STAR and kind of let them make any final touches.

And then we don't have to do, come back and do another homework. Okay.

Yeah, exactly. Yeah.

Do I need to say that like letting the star committee just do it or just approve a motion with them just moving for star committee, just moving forward with whatever they have to do.

Yeah, you can I'll yeah. You can say like, ask for a motion to send to the star committee for review and final approval. Okay.

We'll say that. Okay. I was going to accept a motion for the star committee to do a review. and a submission of whatever edits that they would need to do.

Do I have a motion?

There we go.

Jason, I first the motion.

Thank you, Eric. Do I hear a second?

Brian Hagenbart, I'll second.

Thank you, Brian, for your second. And Ms. Glenn, do you need to do a roll call vote?

Yes.

Tanika Drake?

Yes. Eric Eason?

Yes.

Taylor Kirkman. Yes. Brian Hagenbart.

Yes.

Motion carries.

All right. Okay. Well, we do not have any applications to review because we would be reviewing some memberships, but we don't have any of that. And we do not have any parking lot items at this moment. Gwen, I don't think we do. I don't want to. Okay. Okay. Okay. And so we're just going to go ahead and go to the determination of agenda and the items for the next meeting, which is the PCAT.

Yes. And my screen works again, so I can pull that up. Alrighty. Yeah. Or it was working. Oh.

Okay. Sorry, Gwen. I started sharing for you. I don't know if you see. Oh, that's okay. Thank you, Shante. You're welcome.

Okay. When do I need to go over every item in July for all the things that we've done or?

So we don't need to go over every item. The only item that really was like non-standard for this meeting was going over our outreach plan, which I included on the slide. So we took care of all the PCAT things for this month.

Okay. Awesome, Sauce. All right. All right. So we will go down to our event summary portion. And this is a time for planning council members to share a brief summary of current events. And any members, hold on a second, members of committee cannot propose, discuss, deliberate, or take legal action on any matter of voice during this time. Does anybody have anything they would like to share?

Well, I'll share real quick.

I know that there is an event coming up on October 3rd that I will be putting on. So if there's anybody that's still interested in wanting to be a participant as an organization, providing mobile units to do testing and screenings, that will be on October 3rd. And I can send that information to Gwen for people to sign up if they're interested. It is free. It will be in Maricopa, and that will be coming up October 3rd. So that's the only thing I have. I don't know if anybody else has any events or summaries that they would like to share at this time. Hearing none, then I'm gonna do a call to the public. So this is a time, excuse me, this is a time for public to comment. Members of the committee cannot propose, discuss, deliberate, or take legal action on any matter voiced during this time. Is there anything from the public for our meeting today? Anyone from the public?

Okay, seeing none.

Gwendolyn, is it our time to adjourn or is there anything else I need to say before we do that?

Yeah, so call to the public is the last item. So after that, we can go ahead and adjourn. We would just have to like announce the time like for the recording. But yeah, that's it.

Okay. And the time is now 1022. Our next meeting will be September 29th, 2026 at 10. Thank you, everyone. Thank you.

Thank you, everyone.

Great job.