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

Okay. You can hear my mic, right? Yeah. Good. Oh, lordy. Good morning, everyone. Good morning. Welcome. Uh Gwen, you'll let me know when we have a quorum and then we can start, please. Yes, we have five out of six members. So, we have quorum.

Five out of six. Okay. Once again, good morning everyone. Thank you for being here. We have determined we have quorum with five out of six members. Um this is the September 30th, 2025 team digital meeting. Uh we are scheduled 10 to 11:30 a.m. Uh and I'd like to go to agenda item number two for introductions and declarations of conflict of interest. Please welcome everyone.

Thank you, Alan. So, just as a reminder for conflict of interest, um I will only be calling names for people who are voting members of the team committee or any members of the part A team who are scheduled to speak on today's agenda. So, we'll go ahead and start with Alan Barnes. Alan Barnes, team chair, present. No conflicts. Eric Een. Eric Een, present. No conflict. Randall Furrow. Randall Furrow, planning council chair. No conflict. Taylor Kirkman. Uh, present. Conflicts with primary medical, HIPSA, substance use, mental health, and referral for healthcare and support services. Brian Hagenbart. Brian Hagenbart. No conflicts. Jeremy Hiveron.

Jeremy Hearn, Maropa County. Thank you everyone. We can go back now to um the next agenda item. Alan,

thank you Gwen. Thank you everyone. Good morning again. Uh item number three is the review and acceptance of agenda. The committee will review the agenda for this meeting. We should have all received it uh earlier in our emails. and it will appear. There it is. It has appeared. Has anyone not seen the agenda or has anybody have any questions? If need be, we can rearrange items on the agenda. If if so, let me know now, please. Okay. Hearing none, I will move on to item number four, which is the review and approval of the minutes. The committee will review the summary minutes of previous meeting from July 29th, 2025. Please inform the chair of any revisions that should be incorporated into the summary m minutes, and a vote will take place on this afterwards. We've had a chance to review them. Okay. Hearing none. Are there any? I will call for a motion to approve the team meeting minutes from July 29th, 2025. Do I have such a motion, please?

Eric, you said approve. Thank you, Eric, for making that a motion. Do I have a second to the motion to approve the m uh pri prior meeting minutes? Says Brian Hagenbar. I'll second. Thank you, Brian. Thank you, Eric. All right. Uh Gwen will pull up the poll. As she said, all uh members will be voting. Yes. So, just a quick little note. So, we are still doing roll call votes because we're not yet um we haven't we um since we can't have the chat turned on, we can't have the polls open, but it should be pretty quick because it's a small committee. So, when I call your name, just um say um yes, no, or abstain. Um Alan Barnes, uh Alan Barnes, yes.

Eric Een. Eric Een, yes. Randall Furrow, yes. Taylor Kirkman, yes. Brian Hagenbart. Yes. Motion carries.

Thank you, Gwen. Hey, and I, you know, I'm kind of proud of us as a group. We finally learned how to get the poll up, how to vote, how to everybody to do it. I'm proud of us. Let's try not to lose that, okay? Because you know me, even I was saying pull up the poll, but we're we're flexible, but you know, we did a good job with that. All right, that takes us to agenda or the item passes. So that takes us to chair uh item number five on the agenda, the chair update. The committee chair will review the recent activity of the committee and provide comments. A vote may take place regarding any um some items on this agenda. Um what I as the chair I we're going to talk about the community events. Um, first of all, we have Latino Pride which is October 4th, which I believe is this Saturday and um I have been getting uh updates from John Gomez who is a member of the planning council and he also works for the board of supervisors. He will be attending and we spoke through direct message and he said that the U equals U campaign will be there. Jeremy, can you confirm that? And at the Latino Pride on Saturday. See, so therefore, um, because John and the U equals U campaign are familiar with the planning council and our handouts will be there available. So if there are people who are interested in joining the planning council, we we will be able to reach out to them at Latino Pride. Also, we have coming up Phoenix Pride, which is October 18th and 19th of October down at Steel Indian School uh Park. You should have received an email

because I know I received one to sign up for those two days and uh there are slots available. I signed up for Sunday. They're a good opportunity to go out and meet the community. And for the Pride uh event, that costs money to get in. So, if you sign up to work a a shift, when your shift before or after your shift, you are allowed to go around and experience Pride without paying to enter. So, that's also a plus. So, if you haven't um signed up, if you'd like to sign up, the um the sign up survey is out there. Please take note of that. And it's a good time, believe me. And you get to meet people and it's either too hot or we got stormed on rain one day. But whatever, it'll we'll be there. And um Rainbow Fest is not until 2026 in March, but that will also be another big outreach event for us. Now, um I would like to have I have a question about recruiting because we are asking me uh if we are looking for people to be on the planning council, are we moving ahead with our applications from clients and community members? Because I know we've gotten some some applications that we have looked at, but we have not interviewed those people. So, will we be able to go forward in the near future? Does anyone know? Do you know, Gwen, or anything about that?

I think of the applications who were community members and also clients, we can go ahead and move forward. Be we did get a few that were not clients. And so, we do need to make sure that we're um either um recruiting for clients or um like representatives of agencies. Um but yeah, for the ones that would um be like yeah, like relevant to the planning council, I think we can go ahead and move forward with those um after we review the recruitment plan today. So, and we have some updates on the recruitment plan. Yeah. To share with you all.

Okay. Good. Good. Because I just don't want us to get a bottleneck because hopefully we're going to get some more um applicants during these uh events that we have coming up. So, that's the events coming up. Thank you for listening to that. They are good. They are good uh tool for us to get new members on the planning council. We on when we get the feedback on how you heard about the planning council. Some a couple you know several people put down that it was at one of the events. So we we like those very much. Okay, that's really up for uh it for my chair update. Does anyone have any questions about the events or anything we just talked about? Okay, then I will move us on to agenda item number six, the Ryan White HIV AIDS Part A recipient update. A representative of the Part A will will discuss business items relevant to the functions of the Ryan White A program. And that for that, I'm going to turn it over to our esteemed Mr. Jeremy. Uh thank you Alan. Uh good morning everyone. Happy Tuesday. Uh just a couple of quick updates from me. First of all, I wanted to start out by thanking everyone who participated in PSR and also thank you for your patience as we worked through uh the uh trials with the the polling. Um Gwen and I did a lot of testing on the back end with our um ETI department through multiple different ways. Uh Teams is the preferred platform. We have a little bit more uh control over uh meeting security while maintaining open meeting law requirements. Um but in every format that we tested the polls, they worked. Um, we even used them for a recent uh

pro all provider meeting and they appeared to work there. Um, and none of our research did it show anything about the polls being limited based on the settings we were going to be using for the planning council meetings um until that happened on day one. Uh, so we had to pivot quickly. Um, the solution we came up with was not ideal. Um we are aware of that. Um and that has been reflected in some of the responses to the survey that we're still reviewing. Um but we are continuing to look for alternative solutions. Um particularly when we have full planning council meetings where uh sometimes uh a roll call vote can take a long time. Um so we're we're continually looking at options. So just bear with us while we try to investigate that and see how we can make this more accessible um uh and for the council and uh easier to go. I will just to point out we do not the polling there was some of the polling stuff we did for PSR is not the same but when we do votes we do have to have a record of the vote. So, whatever system we use or however we do the polls, if we're not doing roll call voting, we have to have that tracked. And so, that's why sometimes just a a simple poll doesn't work because sometimes those polls don't track who submitted the vote and those are part of public record. How you vote is part of public record. It actually goes in the minutes. Um, so just you all should be aware of that. Um, [clears throat] next, uh, to uh just a quick update on allocations and the directive. I don't have an official report for you. We just, uh, received the final invoices last week uh, for late last week for uh, August services. So, I don't have an

updated report from what I presented at PSR on day one. However, we are analyzing that those those invoices and processing those and Gwen is going to be working on an updated allocations report uh this week and we should have that finalized early next week and we'll send it out to the council as kind of an uh uh so you have that as a month your monthly report for September. Sorry, it's a little bit late. We'll give a full update at the next planning council meeting on where we are with allocations. Just as a reminder, August was the first month um when service most of the service adjustments went into place. Uh so it may take a couple months for us to see where we're going to land. We are looking to be within it does appear so far that we are going to be within our grant award for the way things are are are forecasting. Um but we will probably have minimal carryover this year. Uh so uh again um going into next year just making sure um all right the next uh uh update that I have is just to let you all be aware uh we do have a couple of uh uh we're a little short staffed right now um with a couple of people on leave. Karina is on an extended military leave. She will be out. She um has uh left uh left for her military leave a week and a half ago and will be out until June 1st. So, uh she's gone for about 7 and 1/2 months. Um yes, uh it's a long time, Ellen, and we're going to miss her. Um but uh Gina Allen Williams, our quality improvement coordinator, is going to be stepping in um uh as our interim uh quality manager, a special work assignment to cover for her. Um so

we're we're confident we're going to that all the quality management activities will uh continue uninterrupted. Um we also have one of our finance staff is out for is on leave for 2 months. Brian's coming back in. Uh, one of our, uh, fiscal staff is on leave for two months. So, Elena is handling our fiscal, um, on our our financial processing and our invoice processing mostly on her own with some assist from from the team. Um, so, uh, this should have minimal impact to providers and the planning council. It should be shouldn't be noticeable u to them, but we just want you to be aware that that's what's happening. So we are shifting some things around um focusing our priorities to make sure that the work gets done um but there might be different people stepping in where where we need them to. Um and then um finally our corrective action plan uh that we proposed and submitted to HERSA uh based on our final site visit report was approved just two weeks ago. Um they uh we uh their report didn't come in until until mid July, their final site visit report. So that was delayed. Um we submitted our our plan to them to address the findings on August 15th and it took them a month to approve it. So we are full steam ahead right now working on those items. There are only six items that we need to address. Um, two of them were specific to the planning council. Um, and half of another one because it crosses over into planning council. Um, but the planning council is already twothirds of the way done with theirs because the star committee uh uh cranked out um edits to the bylaws last week for the PL that'll go to the planning council and the board for approval. They

also approved a standards of care process. Um and then um the last one for the planning council is the chips committee where they'll be looking at the um PSR process. Um so just the process guide uh for that. Um uh so that will be we'll be looking at that in November um actually with the chips committee and or and so then planning council should be well done in advance of when we have to submit our stuff to HERSA on January 15th. That's when everything is due to them. Um so just wanted you to be updated there. You all are ahead of the game. You're ahead of us. They're ahead of the rest of the programs. We're still working except for QM quality management didn't have any findings. They only had improvement options and they finished them all already. So, um, uh, admin and fiscal are still working. We're still working through ours.

And that's it for me. That's my updates. Thank you, Alan. Thank you, Jeremy. Thank you very much. All right, that brings us uh agenda item number seven, planning council support updates. Uh, Gwen will review items related to membership and training. the membership matric matrix planning council attendance and training rem reminders but we also have um our membership recruitment plan that we began to look at last time. Are we going to continue with uh that so that we can finish and approve that Gwen?

Yes, we are. I think yeah, we'll probably talk about this. I think it's the agenda item after this item is we'll go through the recruitment plan.

Okay, take it away Gwen. Thank you. Thank you, Alan. Yeah. So, um I will be talking about federal mandates, attendance, and any training reminders today. Um so, first we'll start by looking at the membership matrix and how it aligns with federal mandates. So, just real quick as a reminder, um currently we have 25 members on the planning council and 48% of those are unaligned consumer members. Um just as another reminder, um HERSA requires that we have at least onethird of the planning council um is made up of unaligned consumer members. So we are well above that right now with 48%. Um on this first slide, we're um looking at a breakdown of race and ethnicity in the EMA and then how that looks on the council. Um something that we've just been talking about um recently is um um you know recruiting for making sure that we're um recruiting for members to um help be more reflective of the EMA. So we just wanted to highlight that um 32.09% of people with HIV in our EMA are Hispanic, but only 8.33% of consumer members on the planning council are Hispanic. Um and this is what it looks like for gender. I'll just pause for a few moments and you can all take a look. And then on this next slide, the last category is age. So I'll just pause here for a few moments. Um and then moving on a little bit to um our attendance. This is what our attendance log is looking like. So overall pretty solid. Um, and then for my last update, um, for training updates, um, we don't have any new trainings coming up, I did want to do a quick reminder that the new member onboarding is available to all members and it's been available for a little while now. Um, so if you haven't taken it yet and you are interested, just let me know and I can help you get signed up on that. Um, but yeah, there's no other

um, major trainings yet that we have scheduled. Um, are there any questions about any of the updates that I just shared? And I'm going to take my screen down actually so I can see people's faces. All right. If there's no questions, I think we can go ahead and move on to the next agenda item. Then Alan.

Um Gwen, I don't have a question. I just wanted to comment. We have been consistently low in our Hispanic representation versus the percentage that are our clients of Ryan White. But we have come up better in our consu in our client consumer representation. And as I said earlier in this meeting, we are going to have planning council representation at Latino Pride this weekend and at the uh Phoenix Pride event later in October. So, we are trying we really are trying to to reach out to more Hispanic members and hopefully we will come closer to um meeting that percentage. But um if anybody any ever has any ideas, please let us know. And that's just my comments. So, we'll move on to the next agenda item. Item number eight, develop annual membership recruitment and engagement plan. The chair invites Jeremy and Gwen to discuss the annual membership plan recruitment and engagement plan and it's been pulled up there. Honestly, I don't remember where we where we left off last last time, but it is there. If anybody wants to review any of the uh previous, it's there. But uh do you remember Gwen where we ended at at our last meeting?

Yeah. So I believe that we had shown you the entire document, but there were just a few parts that we wanted to go through and make a little bit more refined. And so that's really the grant year 202526 recruitment focus. This section, Jeremy and I went through and did a lot of um updates on this. We just wanted to kind of reward it so it was just um a bit more clear to the council and we wanted to also include this little box that includes the um PESA categories so we can clearly see the EMA prevalence and then what we're looking like on the planning council and we also updated this text up here um above the table. So if you all wanted to just take a moment to read through this section and then we can talk about that. Um Jeremy, did you have any thing you wanted to add? Yeah, I think this section goes on to the next page. Then Gwen, we also need to look at the intro, too, because the intro was updated.

The intro is still talking about a draft plan. Yeah, this is not a draft once you approve it. So, we wanted to have the language updated.

I'll just start from the top and then when you are ready for me to scroll, I can scroll down to the next page or to the bottom of this page. I have no questions or comments so far. Anyone else? There are those figures, those percentages. Okay. I have a quick question.

Yes, Randall. Um Gwen, I don't know um when you guys were having the discussion um to get from 8% to a minimum of 24% on the Hispanic population. Um, do we know approximately how many members it would take to get from that number to the other number?

I think with the current planning council, and it's kind of complicated because we have some people who are leaving and then other people who are also applying. I think like with these current numbers, we would need at least is it three more Hispanic members, Jeremy, to get to 32 or was it has to be within 5% of 32%. Um I think it was either two or three.

Yeah, it just it all depends on moving parts, right? But I think it's the minimum of two to three is what you would need to get um there. Um the interesting bit is that to is if you get three um unaligned Hispanic um unaffiliated client members, you may go you may throw off the categories in the total membership. this this is a like really like we and I think what what I'm hearing from Hersa kind of uh is that they want us to do like to aim to be as close as possible where we can and try to and try to make that work. They know that it's not always going to look perfect, but then we then we kind of then we kind of shift and also it takes a little while to fill these spots sometimes. So, um, uh, as long as we're focusing our efforts on the on the place on the areas where we're unrepresent under reppresented and trying to recruit there, that's the that's what they want to see.

Okay. That being said, um just for myself, I'm comfortable with the intro revisions and then uh the recruitment focus revisions. So that's just for me.

There's just this one more paragraph for the other section. And then Jeremy, did we make any big changes to these two paragraphs or are these these are the same, right? The only thing I think we did was clean up some wording. So, we have a we have a list of um words we're looking at to make sure like things we may either are submitting to HERSA or may be submitting to HERSA are falling in line with um stuff that they're looking at. And so, we did some like minor word changes. So if you want to read through that that uh that this is this is your all's plan so you should be aware what what's in it. And then I think when you updated the the closing um just to talk about the annual process.

Mhm. Um, one other question on the outreach events for Pride. It says location is Indian Steel Park. Isn't it Steel Indian School? Yes, I think that is correct. Thank you, Randall. Let me go look for like the full name of that.

Steel. Yeah, Steel Indian School Park. Thank you, Randall. Okay.

And then I can go ahead since we know where Latino Pride is. I'll update that as well. And while we're on that box there, uh, Latino Pride, I looked it up. It's October 4th, which is this weekend. Yeah, thank you. It generally, it has been in September the last couple years, and this year it's early October. And this is just the month generally. So, I don't think we need to worry about updating that every year to be specific because sometimes we don't know when you'll approve this plans, but

Okay. All right. All right. Yeah. And this is this is it. That's the last bit of this. So, does anyone want me to scroll up to another part for another review or I mean, if you're all ready, you can go ahead and also vote on this to approve it. Um, but yeah, there's whatever you would like to do. I'm fine, but I would like to hear from the fellow um council members whether they are ready to proceed on a vote or shall we are there any more questions, please?

We can proceed. Thank you, Eric. Hearing none other uh no other. At this time, I would like a motion to approve the planning council membership recruitment plan for Maricopa County Public Health. Do I have such a motion? That's a a mouthful. Just the motion to approve the membership recruitment plan, please. This is Brian Hagbar. I'll make the motion to approve the planning council membership recruitment plan. Thank you, Brian. Thank you. Do we have a second to that motion? I second a motion to approve.

Thank you, Mr. Eric Een. Thank you both, Eric and Brian. Now, we will have a roll call vote and um Gwen will call your name and we will vote yay or nay to approve this plan. See how I adapted like that? Amazing. Thank you, Alan. So, we'll start we'll start with Alan Barnes. Uh yay. Eric Een. Yay. Randall Furrow, yes. Taylor Kirkman, yes. And Brian Hagenbart, yes. Motion carries.

Thank you everyone. That was a big part of our um requirements to update that. So now that it's done, um I asked this last time. So this once the team committee approves this, it does not need to go any further to any other committees for approval. Correct.

Correct. Good job, guys. We got it done. Okay, thank you. That will take us to agenda item number nine. Review. Oh, and thanks Gwen. Thank you for all that. Review and manage the membership application process. Um, today there are two applicants that we are to review and we should be voting on them as well. The first is Dr. Kieran Ramen representing the Arizona Medicaid Agency and I am almost 100% certain that the doctor spoke during the PSA recently. Correct.

Yes. Yes, she did.

So, we all got to hear her and because she is vetted by her agency, um we will not go into a separate meeting to discuss her or anything. she comes prevetted. And the second applicant today is Deborah Rearen Maynard who will be rep representing Ryan White part B because she has taken on that as a new position and congratulations to her. And that will also because she's vetted, we will dispense with any sidebar meetings and [snorts] um we will do the roll call separately. That's we're going to do. Okay. But first, I need a motion to vote for the uh for two new membership applications to the planning council. Do I have such a motion?

Um, may I ask a question before you go for the motion? Yes, Randall, of course. on Miss Deborah. Um, and again, I apologize because we may still be waiting for an answer, but are we voting on her as being the primary me member or the alternate? I spoke with her this morning, Randall. She will be the alternate and Jimmy Borders will remain as the primary. So, when we do the roll call for Deborah, we'll just say that as she'll we'll be voting on her as the um part B alternate. Great. Thank you. Thank you for that clarification, Randall.

So, uh, will we have a vote? I mean, a motion to vote on our two new applicants, please.

Eric, you said first. Thank you, Eric, for the motion. Do we have a second to Hebart second? Brian Heagenbart, thank you for seconding that motion. We will do the roll call separately. We will start with Dr. Kieran Raman, please. Alan Barnes, yes. Eric Een, yes. Randall Furrow, yes. Taylor Kirkman, yes. Brian Hagenbart, yes. Motion carries.

Thank you. And uh now we will have a second roll call to vote for Deborah Rear Maynard representing Ryan White part B as an alternate to the planning council. Alan Barnes, yes. Eric Een, yes. Randall Furrow, yes. Taylor Kirkman, yes. Brian Hagenbart. Yes. Motion carries.

Good. We have two new members and like I said, we we we've had the opportunity to um listen to them and talk with them in the in the past. So, they will be two good new additions to the planning council. Okay. That takes us to agenda item number 10, which is to review and resolve any parking lot items. Do we have any items for the parking lot? I do not believe we had any from last meeting. So, I think that we can uh that item was just blank for this meeting.

Okay. Anyone else? All right. Then agenda item number 11, we will review the scope of work and planning council activity timelines, the PCAT. There it is. We can see it. [sighs and gasps] This is September, the last day of September. Review and manage planning council training. Gwen has addressed that. We still have available on board training videos for any of our new members. They're actually very good. I and I like them very much. Uh, review and manage planning council membership attendance. We went over that with Gwen as well. Review and manage membership membership application process. That was what we finished up on today. And uh, we reviewed and resolved parking lot items. We have reviewed the membership matrix for compliance with federal mandate. Gwen went over that with us and now we are reviewing the scope of work and the PCAT itself. So we have met all those requirements for the month of September. So item number 12 is the determination of agenda items for for the next meeting. We will be getting the agendas you know before next meeting. But does anyone have anything that they feel we should make sure to get put on the agenda for our next meeting in November?

Um Alan, your PECAT uh said if you look Gwen when I looked when Gwen had it up has a budget um the committee budget for send to get ready to send to the executive committee in November. So, uh, that's just something I think for everyone to keep in mind. We'll look at what you had budgeted this year at the November meeting. Um, Gwen will show we'll we'll present can present that. We all had budgeted. So, if you want to be thinking about like any thoughts for next year about what that would look like, it's small. It's just mostly outreach uh type stuff. Um, but uh just wanted that to be on your radar for next. That's what that's will be on your agenda for next.

Good. Uh yes, we do have a small budget, but I as I recall the most um thing was when when the logo changed and we had to change all the handouts and all the you know the tablecloth, but we won't be doing that. So we should you know not have the budgetary concerns that we've dealt with in the past. But yes, that will be on the agenda for November. All right. President item number 13, the current events summaries. This is the time for planning council members to share a brief summary of current events. Members of the planning council cannot propose, discuss, deliberate, or take legal action on any matter voiced during this time. Anyone with current events? We talked about all of our events coming up, but does anyone else have any current events for the council? Hearing none, I will move on to item number 14, the call to the public. This is the time for public to comment. Members of the planning council cannot propose, discuss, deliberate, or take any legal action on any matter voiced during this time. Do we have any members of the public that would like to comment? All right, hearing none. The last item is to adjourn. But I want to say if I could reach out and hug every one of you through this Zoom. You are all so helpful and so patient and I appreciate it very very much. Yes. And we may be small but we're getting stuff done and we you know we don't use up all our a loted time. I know you guys your time is busy. We appreciate it. And so with that

hearing none, tomorrow is October 1st. Is that correct? Yes. Um I will adjourn the the meeting. The next team community meeting will be on November 18th, 2025 at 10:00 a.m. Then will we do it when? At 10:00 a.m. on um November 18th, 2025. And uh maybe I'll see you down at one of the events coming up. I hope so. They're always a good time. Thank you very much everyone. Thank you very much. Thank you. Should be adjourned. You're welcome everyone.