HIV Planning Council of New York Committee Structure & Progress Report January 2009

1. HIV Planning Council of New York Committee Structure & Progress Report January 2009 Jan Carl Park, MA/MPA, Governmental Co-Chair Soraya Elcock, Community Co-Chair

3. People Living With HIV/AIDSAdvisory Group AG

4. AG The mission of the PLWHA AG to the HIV Planning Council is to advocate for the interests and needs of people living with HIV/AIDS in the planning and evaluation of Title I services, and to ensure the empowerment and participation of PLWHA in the Part A planning process. The AG may, in addition, advocate for non-Part A HIV/AIDS issues.

5. AG Accomplished • September Orientation, Co-Chair Nominations • October Co-Chair Election, Budget Crisis • November Medicaid Part D, By-Laws Ad-Hoc PLWHA Forum Planning • December PC Co-Chair Election, CHAIN Co-Morbidities, Community Activism Survey • January HIV Disclosure, Budget Cuts

6. AG To Be Accomplished • February NAPWA Community Forums, DOT Transportation, DHS/HASA • March Medicaid Reforms, Youth Issues, Positive Sex Forum Report • April DOE HIV Curriculum • May PSRA Process • June PLWHA Forum, Planning Council Budget • July Picnic, October Elections

7. Consumer Committee CC

8. CC The Consumers Committee is charged with the following duties: • Ensure meaningful and substantial involvement of PLWHA in all Planning Council activities through decision making process; • Collaborate with RMC in recruitment measures, such as outreach efforts, to secure appropriate consumer representation on the PC; • Collaborate with RMC in retention measures, including orientation, training and mentoring, to help consumer members stay engaged and participate fully; • Work with staff to see that issues of financial support for consumer involvement are addressed appropriately and within CARE Act guidelines.

9. CC Accomplished • October Consumer Input, Comprehensive Plan • November Consumer Input, CAB Survey, Comprehensive Plan • December Consumer Input, CAB Survey, Comprehensive Plan • January Expanded Consumer Focus Groups CAB Guidelines Task Force

10. CC To Be Accomplished • February Outreach/recruitment for Consumer Focus Groups, CAB Guidelines Task Force • March Consumer Focus Groups • April New Member Recruitment • May New Member Recruitment • June FY 10 Budget Review • July FY 10 Budget Review

11. Tri-County Steering Committee Tri-County

12. Tri-County • The Westchester County DOH (WCDOH) is the single local entity responsible for the intra-regional disbursement and administration of Part A funds for the Tri-County (Westchester, Rockland, and Putnam) region. • Part A service priorities for the New York EMA, as mandated by the CARE Act, are established annually by the New York HIV Health and Human Services Planning Council. • The local Tri-County Part A Steering Committee conducts planning on the Council's behalf for the Tri-County region.

13. Tri-County Accomplished • October Review Goals/Objectives of the Comprehensive Plan • November Review 1st Draft Comprehensive Plan • December Review Final Draft Comprehensive Plan, CHAIN Co-Morbidities Report

14. Tri-County To Be Accomplished • February Approve FY09 Scenario Plan • March Approve FY09 Spending Plan • April • May Approve FY09 Reprogramming Plan • June Approve MAI FY09 Spending Plan • July Approve FY10 Application Spending Plan

15. Executive Committee EC

16. EC The Executive Committee is charged with the following duties: (a) Provide oversight and management of Planning Council. • (i) Create an annual Planning Council performance agenda that specifies objectives with deadlines and responsible parties. • (ii) Monitor the Council’s progress in meeting its objectives. • (iii) Develop and approve agendas for meetings of the Planning Council. • (iv) Conduct business on behalf of the Planning Council on an emergency basis or where not assigned to other Committees. • (v) Ensure that the structures, policies and procedures of the Planning Council are appropriate to its mandated responsibilities.

17. EC • Oversee coordination of committee functions. (i) Monitor the work of each Committee to ensure collaboration. (ii) Review and make final recommendations to the full Planning Council on all reports and motions from standing committees, ad hoc committees and working groups. (iii) Provide guidance and corrective support as necessary to ensure committee success in meeting objectives. • Supervise membership composition and disciplinary proceedings. (i) Using recommendations from the Rules and Membership Committee, provide the Mayor with a slate of nominees for Planning Council membership. (ii) Review advice from Rules and Membership Committee concerning disciplinary actions for individual Planning Council members and, if warranted, recommend appropriate corrective action to Planning Council.

18. EC Accomplished • October Overview of Comp Plan, Vote MAI Spending Plan • November Vote on Revision of Base Spending Plan (Emergency Rental Asst. and Outreach) • December Vote on FY08 Base Carryover Funds

19. EC To Be Accomplished • February Review/Approve PSRA FY09 Scenario Plan • March Review/Approve FY09 Spending Plan Based on Award • April Meet As Needed • May Review/Approve IOC/PSRA FY09 Reprogramming Plan • June Review/Approve PSRA MAI FY09 Spending Plan • July Review/Approve PSRA ‘10 Application Spending Plan

20. Finance Committee Finance

21. Finance The Finance Committee is charged with the following duties: • obtain and review fiscal information from the grantee in a timely manner; • when necessary, seek clarification of fiscal information from the grantee; • evaluate fiscal information from the grantee for completeness and accuracy; • access the efficiency of the administering agency in rapidly allocating funds to areas of greatest need; • disseminate financial data, as needed, to the Council and its committees.

22. Finance Accomplished • October Review 1st Qtr Base Spending, Review 4th Qtr MAI Close Out, Disseminate Financial Data to EC and Council

23. Finance To Be Accomplished • January Review 2nd Qtr Base Spending, Review 1st Qtr MAI Report • April Review 3rd Qtr Base Spending, Review 2nd Qtr MAI Spending • July Review 4th Qtr Base Close-Out Review 3rd Qtr MAI Spending; Assess Administrative Mechanism

24. Policy Committee Policy

25. Policy The Policy Committee is charged with the following duties: • Ensure that the Planning Council is informed of and responds to emerging national, state, and local policy concerns and develops recommendations as needed.

26. Policy Accomplishments • October Orientation, Work Plan • November Letter re: Lift HIV Travel Ban • December Protocol for sign-on letters; Letter re: Reauthorization; Letter re: National AIDS Strategy; Letter re: Drug Czar Appointment; Letter re: FY09 Appropriations • January Letter re: Reauthorization; Report on CAEAR Coalition Activities

27. Policy To Be Accomplished • February Follow-up Obama “First 100 Days” Transition Requests, Reauthorization • March Review Impact of 2009-2010 City Budget, Reauthorization • April Review Impact of 2010 State Budget, Reauthorization; Report on CAEAR Coalition Activities • May Reauthorization • June Reauthorization • July Reauthorization; Report on CAEAR Coalition Activities

28. Needs Assessment NA

29. NA The Needs Assessment Committee is charged with the following duties: • (a) Manage all required needs-assessment activities, which include data gathering and analysis: • (i) select topics to investigate to contribute to the Planning Council’s assessment of local needs for treatment and care services • (ii) review epidemiological and service utilization data; • (iii) estimate and assess unmet need and service gaps; • (iv) inventorying available resources including identification of other funding streams that support HIV/AIDS care; and • (v) review information on the capacity and capability of the system of care.

30. NA • (b) Ensure that the other committees receive objective information, in user-friendly formats, required to fulfill their duties. • (c) Collaborate with the Integration of Care Committee in the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for the comprehensive plan by HRSA. • (d) Participate in development of the statewide coordinated statement of need. • (e) Assess the effectiveness of funded services in addressing the Planning Council’s priorities and allocations. • (f) Collaborate with grantee in assessing the cost effectiveness and outcome effectiveness of funded services.

31. NA Accomplished • September Review HRSA Comp Plan Guidance (Goals & Objectives) • October Review Evaluation Component of Comp Plan • November Review 1st Draft Comp Plan • December Review Final Comp Plan; CHAIN TRT Update; Co-Morbidity Report • January Special Populations: Transgender

32. NA To Be Accomplished • February Special Populations (Women of Color), Needs Assessment • March Special Populations (MSM of Color), Needs Assessment • April Special Populations (Over 50), Needs Assessment, Data Day Planning • May Special Populations (Immigrant Populations), Needs Assessment, Data Day • June Recommendations to PSRA • July Recommendations to PSRA

33. Integration of Care IOC

34. IOC The Integration of Care Committee is charged with the following duties: • (a) Review and recommend ways to strengthen the system of care in the New York EMA so that PLWHA remain in care, and PLWHA who are outside the care system are returned to and maintained in care. • (b) Describe services that address needs identified by the NA Committee and that will ensure access to and maintenance in HIV-related primary care and supportive services. • (c) Coordinate with other HATMA programs and AIDS/HIV services. • (d) Oversee the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for a comprehensive plan by HRSA.

35. IOC Accomplished • Oct./Nov. Reviewed Vision/Values, Goals/Objectives/Action steps of Comp Plan To Be Accomplished • Jan.-Apr. Review Service Category Guidance for RFP (Home Care, Housing, Food & Nutrition, Outreach) • Apr/May Adopt Service Category Guidance Develop Reprogramming Items

36. Priority Setting & Resource Allocation PSRA

37. PSRA The Priority Setting and Resource Allocation Committee is charged with the following duties: • (a) Periodically review the tool used to establish priorities • (b) Set priorities for services provided by HATMA based on: • (i) Needs assessment data; • (ii) Cost-effectiveness and outcome-effectiveness data; • (iii) Priorities in HIV-infected communities; and • (iv) The availability of other governmental and nongovernmental resources • (c) Allocate resources based on needs and existing services

38. PSRA Accomplished • October Member Orientation; Vote on MAI Carryover • November Vote Revision of ‘09 Base Spending Plan • December Vote ‘09 Base Carryover Plan • January Scenario Planning for FY09 Award

39. PSRA To Be Accomplished • February Finalize FY09 Scenario Planning • March Confirm FY09 Spending Plan Based on Award, Begin FY10 Priority Setting Process • April Confirm FY09 MAI Reprogramming Plan, Continue FY10 Priority Setting Process • May Conclude FY10 Priority Setting Process; Begin FY10 Resource Allocation Process • June Conclude FY10 Resource Allocation Process • July Adopt FY10 Budget

40. Rules & Membership Committee RMC

41. RMC The Rules and Membership Committee is charged with the following duties: • (a) Implement open-nominations proceedings • (b) Participate in member recruitment efforts • (c) Collaborate with Consumers Committee in outreach and member recruitment efforts. • (d) Collaborate with Consumers Committee in member orientation, training and development. • (e) Manage, interpret, enforce, review and update Planning Council By-Laws. • (f) Oversee all conflict-of-interest policies and manage grievance proceedings.

42. RMC To Be Accomplished • February Attendance Review, By-Laws Update, Develop New Member Recruitment Plan • March Attendance Review, By-Laws Update, Implement New Member Recruitment Plan • April Attendance Review, Submit to EC By-Laws Recommendations, Conclude New Member Recruitment Plan • May Attendance Review, Review PC New Member Applications • June Attendance Review, Interview PC New Member Applicants • July Attendance Review, Submit nominations to EC

43. Planning Council Mission Statement The vision of the Planning Council is that people living with HIV disease in the New York Eligible Metropolitan Area will have access to appropriate, quality services across the continuum of care, resulting in the best possible health and quality of life. Members of the Committees and of the full Planning Council work together to ensure that this goal is achieved.