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

See, so the recording should be starting in just a second. Okay. Okay. The recording is going and we have five of six members present.

Okay. Well then, good morning everyone. My name is Alan Barnes. I am the um chairman of the training, education, and membership committee. Today is March 24th. It is 10:00 a.m. Um, we're going to start by We've determined our quorum of five out of six. So, we're going to have We've um Hold on. The committee will now be called into session at 10:01 a.m. I invite planning council support to begin the introductions and declarations of any conflicts of interest, please.

Thank you, Alan. If you are a member of the team committee or if you're scheduled to speak on today's agenda, I will call your name and when I do so, please list any conflicts of interest that you have. Um, I'll start with Alan Barnes. Uh, Alan Barnes, no conflicts. Eric Een, Eric, no conflict. Randall Furrow. Randall Furrow, no conflict. Taylor Herdman. Uh, present conflicts with primary medical HIPSA mental health substance use and referral for healthcare and support services. Brian Hagenbart. Uh, Brian Hagenbart present. No conflicts. Shante Coleman. Shante Coleman. Maricopa County.

Thank you. That's everyone on the committee or scheduled to speak. So I will hand it back to you, Alan, to proceed with the agenda.

Thank you, Gwen. Thank you everyone. Good morning. Uh item number three on our agenda. The committee will review the agenda. The chair will not make any adjustments to the agenda. The chair may change the order of the agenda items but may not any may not add any new items to comply with open meeting laws requiring advanced notive notice of agenda topics. Okay. Okay. Does anyone you we we should have received this earlier uh via email. Does anyone have any uh questions or comments about today's agenda? All right. Hearing none, I will now move on to item number four. The committee will review the minutes from our previous meeting of January 27th, 2025. Uh, are those Yes, that's the um attendance and the minutes. Does anyone have any comments, any corrections to our minutes from our last meeting? Okay, hearing no comments, I will now accept a motion to approve the minutes from our previous meeting. Do I have such a motion, please? is Brian Higenbar. I'll make the motion and approve the meeting minutes.

Thank you, Brian, very much. Do we have a second to approve our previous meeting minutes?

This is Taylor. I'll second. Thank you, Taylor, very much. Okay. Um, now we will launch the poll to approve those minutes from our previous meeting of January 27th. Uh, are we going to do a poll or just a call out vote? I I should know this. We'll do a call out vote for today. So, I'll just go through the committee members. Um, I'll start with Alan Barnes. Yes. Eric Een, yes. Randall Furrow, yes. Taylor Kirkman, yes. Brian Hagenbart. Yes. Motion carries.

Thank you everyone. All right. Uh agenda item number five. The chair will review the recent activity of the committee and provide any comments. My only update is about this weekend. It is the rainbows festival. It is uh Saturday the 28th and Sunday the 29th. It is at Heritage Square Park which is 300 East Indian School. It is from 10:00 a.m. to 6:00 p.m. on both days and it is 100% free. So, everyone is invited. Uh we will have a booth there. We were talking about this. Um there will be the positively you folks will be there. It's a good time. Hydrate. Bring your sunscreen. And even if you can't work the booth, there's two days if you just want to stop by. And it is free and it is build as Arizona's greatest street fair. So that is this weekend. And uh if you can't go, let other people know about it because, you know, they like to have a good turnout. There's a good I mean the times I was there, it is kind of a fun. There's a lot of people, a lot of vendors. You get to meet people on the council, people under you. You get to meet some of the ambassadors. It's a good time for all as they say. And that's my only chair update for today folks.

Allan, we might verify that address. I don't believe it's correct, but I'm sure everybody's familiar with where um the festival is. I always get there because it's right. Um I don't think it's on

I don't think it's on Indian school, sir. I could be wrong, but I went to the website this morning for the Brain Boss Festival and that's, you know, it's Phoenix. I always think that it's back behind the the forget where I think it is. It is, you know, go to the website, but uh that's where I got that information from and the time and that's where I got that slogan, Arizona's greatest street fair. It was on their website. Anything else? Okay, that takes us to item number six. Uh, the chair will invite Shante Coleman to share updates from the recipient office. And Shante, I'm very glad you're here with us today. Thank you for being here.

Thank you for having me. Good morning, everyone. So, I will keep it brief with my updates. Um so the first one we have our national Ryan White conference will be held in Washington DC from August 4th to the 7th. Hersa has requested our participation in a p panel presentation as part of the planning council track. Um the topics for our presentation is the collaboration between the planning council and part A program and our community engagement recruitment efforts. Gwyn will be leading the presentation as part of and then as part of the part of the HERSA request they are asking that Randall Gwyn and possibly Jeremy participate in the panel discussion. So this means that Randall will need to fill the second spot for the PC member attendance at the conference with Michael filling the PC chair um spot for other conferences. We just want to also mention that it is unlikely that we will be able to send PC members to other conferences this year. Excuse me. Hersa has increased um scrutiny and reviews of conferences and um travel approvals. Uh so to ensure that the conference agendas are compliant with current executive orders um we we're we're instituting uh some additional reviews. Um so most of those conferences that we participated over the past several year years such as like um synchronicity national Latinx conference um USCHA uh those conferences are not being approved anymore from HERSA. So if you all identify any other opportunities or plan or conferences that you all would be interested in um attending, please send like the website and the

description of that conference to Gwen and then Gwen will work with our office to see if that is something that we can approve. Uh, moving on, just another reminder, don't forget Maropa County Public Health's 2026 Community Health Needs Assessment Survey is out and it's running through April 30th, 2026. Um, it is open to anyone in Maricopa County, ages 13 and up. This is your chance to help local priorities um, local prioritize and guide funding for programs in Maricopa County. Any questions while I continue to go through my updates so far? I know I said a lot. Okay, hearing none, I'm going to continue it on. So, for our allocation updates and directives, um, as of March 3rd, we have not received a we, excuse me, we have received a partial notice of award from HERSA have for our grant 2026 2027 grant for both part A and the EHE programs. HERSA has indicated that level funding is expected consistent with the recently passed uh, federal appropriation bills and we're hoping that those will be released within the next two months. services are continuing at current funding levels and until we receive full and final awards. Um the granty year 2025 closeout and allocations expenditure report that we usually share, we don't have um we don't have that updated right now for you today as we're in the process of closing out grant year 2025 um grant year. So final invoices from providers are due on Tuesday, March 31st, and our goal is to have everything processed by April 15th. Um, we anticipate that we'll be requesting carryover for almost the entire allowed amount of part A formula

funds, which which is capped at uh roughly $348,000 along with some some carryover of MAI funds. We will provide a full report at the April PC meetings um which will include final expenditures by service category, rapid service reallocations and carryover amounts. And that is my that's the end of my updates. Any questions for me y'all?

No questions. Okay. Well then, thank you very much, Shante. Thank you for that update. We appreciate it. It's nice to have you here.

Uh, and I have a short little update. I went to to look up um Arizona Heritage Square. They give an address of 113 North 6th Street. So, I mean, it's a square, so maybe. But please, if you're going down there, just check. But that's what I I saw on the uh Heritage Square website was 113 North 6th Street. All right. And that's that's it for that. All right. That was um number six. We are on agenda number seven, planning council support updates. Gwen will review items related to membership and training. Thank you, Gwen.

Thank you, Alan. So, as always, I review federal mandates, attendance, and any reminders for training. So, that's what this PowerPoint is. So, we will begin with the membership matrix and federal mandates. So, um, just a reminder, so the minimum number of planning council members is 21 and the maximum is 30. And we currently have 23 members. And of those members, 43.48% of them are unaligned consumer members or clients of Ryan White Services. So, we are well above the 33% requirement. So, starting with race and ethnicity, um, as you all know, something that we've been talking about, um, a lot at these meetings is, um, reflectiveness and recruitment. And something that I want to call out is that 32.09% of people with HIV in our jurisdiction are Hispanic. And 10% of our client members are Hispanic. So, this is definitely a population that we want to increase recruitment efforts for so that we can um, increase that number on the council. The next category for reflectiveness is gender. And this is what the gender breakdown looks like. Um, overall we're fairly close to the numbers that we see in the EMA. Obviously, we're not perfectly on there, but we're fairly close um for the most part. And then finally, we review age. I'll just leave this on the screen for a few moments for you to review. And then moving on to planning council attendance. This is what our attendance looks like for the past 12 months. And just as a reminder, you can have up to three unexcused absences in a 12 month um calendar period. Um and then finally for training updates, we have our new member onboarding that we've been enrolling new

members in. And then also Jeremy and I and the QM team are in the process of developing a new data module. So that has not been published yet, but we are working on this um especially to help planning council members prepare for PSR. So those were all of my updates for that agenda item. Did we have any questions or comments? And I'm going to take my screen down so I can see if people are doing anything on the screen.

Um if there's no questions, I can move on to the next. Yeah, go ahead. No, Gwen, I did have a question, but it was about the screen that showed our gender uh breakdown. Can you pull that up again, please? Yes, I can.

Okay. It's the one that um says transgender female. Mhm. It says we have one member, but that gives a zero percentage at the far right. So, we don't. So, this Yeah, this center column is for total members of the planning council. And then this column is just for client members of the council. But if we have one member, shouldn't it be higher than 0%. So, will the one member So, they are not um a client. So that they wouldn't count towards the specifically the client um data right here. Oh. Oh, okay. All right.

I see what you're saying. But yeah, sorry. Yeah. So, this is for the total um planning council and then the column on the far right only clients. Okay. All right. I get it. Thank you very much. I understand. Thank you. Were there any other any other questions?

All right. Hearing none. Thank you, Gwen. Thank you very much. Hey, Alan. I hate to Yes, Michael. Hey, Gwen. Hey, can I get a a copy of that? Does or do you have a copy of that or publish it? Yeah, I can definitely send you a copy of that. And then also when we meet later this week for our like chair training, we can go over it in a lot more detail, too. But I I can definitely send that to you. Thank you. Of course, Michael. I don't know what they told you about being the uh planning council chair, but when you speak, it's never interrupting. Okay, that's one of the perks. Remember that. Thank you.

All right, let's move on to item number eight. Uh develop annual membership uh recruitment and engagement plan. And that will also be Gwen.

Thanks, Alan. So, our membership recruitment plan, this is a document that I developed after the HERSA site visit and then we um reviewed this at the September meeting in 2025, but it is on our PECAT to review again today. So, I just wanted to go over these three sections right here about recruitment. So, the first is outreach and event participation. So, this outlines the um efforts that we are putting into our outreach um and our community outreach and engagement. So the first is that we're identifying key outreach events throughout the community and that we're ensuring that those are adequately staffed and that we're also developing and maintaining a calendar of outreach events and creating standardized language or little talking points for people to reference while they're doing outreach. So all of these we've been doing. And then the second paragraph or section here is about using the reflectiveness roster to focus recruitment efforts. So that's basically the slides that I just shared with you are all of our reflectiveness data. So again, we review this at every team committee meeting to ensure that we're aware of what the demographics look like and where we need to focus more recruitment on. And then also I wanted to call out this third bullet point right here that says develop targeted outreach strategies. So this is what we've been doing with our community engagement newsletters that go out. we help um we try to target those towards certain populations that we would like to recruit for the council and then of course collaborating with organizations that serve these populations. So a lot of the um networks that we work with and um community partners we have our little flyers there and we communicate um with our um community partners about recruitment and then finally for recruitment tracking and followup. So this is um something that like I am responsible for mostly but of course planning council members can um uh help with that too is just developing a system for potential

applicants um assigning people to follow up with potential recruits and then also scheduling informal sessions. Um I usually do this over the phone where if someone is interested I'll give them a call and we can talk a little bit about the planning council before they apply. So, these are really the the three sections that I wanted to go over with you all. Of course, Alan, you did mention the upcoming outreach event that we have at Rainbows Festival. Um, after Rainbows Festival, we kind of take a break for outreach because it's so hot in the summer and there's not a lot of events happening, but we kind of pick up again in the fall with Pride and Latino Pride. So, with that, were there any questions about this? Did anyone have anything that they wanted to add or change? Right. So when this is

Yeah. Go ahead. This is what you you presented back to Hersa.

Yeah. So we um shared this with Hersa. I This wasn't part of the um corrective action plan. I think they just wanted to see this like written out. Um but yeah, so we and we voted on this. I believe it was the September meeting of last year, but I just wanted to share it again to get any feedback if anyone had any um thing to add. It seems very accurate. All those things on there I I know that we are doing so that is good. Thank you. Anyone else? Anyone else have any comments? All right, then. Thank you very much again, Gwen.

Thanks, Alan.

All right. Uh, item number nine is back to me. It's review and manage membership application. We have no applicants to review for today. Um, that's not a bad thing. As you can see, we're at 43.48% uh client representation. So we are I mean we are sitting well but we can never be complacent because people go in and out and so we have to keep our percentage as high as possible. But right now we have no applications but we have an event this weekend and those events where we have our um flyers and our handouts those always do generate interest in the planning council. So, I am um confident that we will have some new applications in the near future. And that's all for me about number nine. Anyone have questions about that? Hearing none, we'll move on to item number 10. Review and resolve parking lot items. I do not have any parking lot items. Is there anything else? If someone else mentions the Rainbow Festival one more time, it's going to be me. So, we've already mentioned that. That's our parking lot item. Anyone else? Okay. Item number 11, review scope of work and planning council activity timelines. The PECAP. I do remember this is something that Hersa asked us about when we had our in-person meeting. Um they asked us specifically if we had a system to and then we our answer was yes we have the PCAT. So Gwen uh pull it up and we'll I'll go through it. Um this is March review and ma manage

planning council training. Yes, we talked about the new training opportunities that are available for the new members. Gwen went over, reviewed, and managed the planning council membership attendance. Uh we talked about our annual membership recruitment and our engagement plan. We went also reviewed the membership application process. And now here we are in the parking lot. We looked at the membership matrix for compliance with the federal mandate. We looked at it and we discussed it a little bit. And um we reviewed the scope and work of the planning council activity timeline. That is the planning I mean that is the PCAD. Are there any ne uh changes that need to be made for? No, we're going to do the same thing at our next meeting in May. And we do not have to vote on this. So I will move on to item number 12 which is the termination of agenda items for the next meeting. We have plenty of time. If there are some things hey if at the rainbows festival things come up that we want to put on the agenda for our next team meeting um let us know before that meeting. That meeting will be May 26th. But uh otherwise we will be getting the agenda for our next meeting well before the meeting in May. Anyone else have any um current event summaries they would like to provide for us with at this time? We members of the committee cannot propose, discuss, deliberate or take legal action on any matter voiced during this time.

All right, hearing none, I will move on to agenda item number 14, which is the call to the public. This is the time for the 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? Hearing none, I will adjourn this meeting at 10:25. And I will repeat that May 26th, 2026 at 10:00 a.m. is our next team meeting and Rainbow Festival this weekend. Everyone, thank you all for being here. Stay hydrated. Thank you all.