The Allocations Committee (AC) met via conference call on June 21, 2005 at 10:05 a.m. to discuss the upcoming allocations process to take place at the end of July.

CTHPCA Members present: Parker Willson - Chair, Blair Hodgkins, Marla Madison, Rita Castro, Sam Guerrero, Janet Cates, Sissy Riffin

BVCOG staff present: Crystal Crowell and Christopher Hamilton

Mrs. Crowell reviewed the processes in the past of how the allocations committee received information about utilization, expenditures, and trends in each HSDA.

Mr. Wilson expressed a desire of the committee to have that same information provided, but without interpretation from BVCOG staff conducting a survey; rather, to have the provider fill out the information themselves.

Mr. Hodgkins suggested using the SCSN online survey that providers are completing, as well as survey information and a report generated by the Austin HSDA for their Title I requirements. An update was given to the committee that there are a few outstanding SCSN online surveys and that it closes on the 30th of June. Providers have already been sent notification of any outstanding information in the SCSN online survey.

A question was raised whether the Austin HSDA would have all of its information in ARIES by the time of the allocation process. Clarification was provided that they have cleared the legal problem that was preventing entry of the data into ARIES and that they will be starting the entry process with additional help, but it is uncertain by what date all of the information will be entered.

It was suggested to the committee that conference calls with each of the providers be held in the early weeks of July so that the Allocations Committee could ask the provider questions without interpretation by BVCOG staff. The committee expressed a desire to have at least one representative from each HSDA and that all questions should be sent to providers prior to the calls so that providers are prepared.

Everyone on the conference call agreed to the dates of the Allocations, July 25 and 26 in Bryan. The expectation is to complete allocations on the 25th, but all committee members should be prepared to work on the 26th in case there is any remaining work. BVCOG will be arranging lodging for committee members.

The call adjourned at 10:20 a.m.
*see amended email communication between Crystal Crowell and Brenda Howell at DSHS.

-----Original Message-----
From: Crystal Crowell
Sent: Tuesday, June 21, 2005 11:51 AM
Subject: **Allocations Meeting - clarification**
Allocation Committee members:

I spoke with Brenda after our conference call today to get DSHS' perspective on our discussion about soliciting provider input. Unfortunately, we have to change our plans. DSHS does not want the committee to have any contact with the providers because it could be construed as monitoring. So, I spoke with Parker who decided it would be fine with him if we collect the information from the providers. We will still get your input on the questions we will ask the providers and we will ENSURE that all of the information is un-filtered. So, please let me know if you have any questions or concerns about this and I apologize for any confusion. We will send you all the provider surveys from last year as well as the online survey questions shortly.

Thanks,
Crystal


Crystal Crowell, MPH
Program Manager, HIV Administrative Services
Brazos Valley Council of Governments
P.O. Drawer 4128
Bryan, Texas 77805-4128
PH: (979) 595-2800, x2224
FAX: (979) 595-2815
http://hiv.bvcog.org

Posted by BVCOG-HIV at 08:44 PM | Permalink

The Executive Committee met prior to the Central Texas HIV Planning Council meeting via conference call to discuss the agenda for the June Council meeting.

Committee members present: Rita Castro (Chair), Eric Todd, Sam Guerrero, Parker Willson, Chris Benfer

BVCOG staff present: Crystal Crowell, Christopher Hamilton, Megan Wright

Rita Castro called the meeting to order at 10:05 a.m.
DSHS Confidentiality Procedure
The new DSHS confidentiality procedure was distributed via email and each Planning Council member will be required to sign the form at the June meeting. This will be discussed at the beginning of the Council meeting since the changes need to be implemented immediately.

Planned Presentations
Presentations on the Medical Monitoring Project and Quality Management are scheduled for the June meeting. These presentations will be conducted by non-members and will take approximately 45 minutes combined.

Committee Reports
The Executive Committee discussed the content of each committee report to be given:
° Executive Committee: Ms. Castro will discuss the May 3 joint Executive/Community Empowerment Committee meeting and newly formed Ad Hoc Committee. The Executive Committee discussed the Ad Hoc Committee and Ms. Castro presented the list of appointed members.
° Needs Assessment Committee: Mr. Benfer will discuss the state of the provider surveys/resource inventories and the current status of the TWU training.
° Membership Committee: Aaron Montemayor will discuss the membership applicants and last committee meeting. The Executive Committee agreed to conduct new member voting via secret ballot and BVCOG will provide the Council with a written summary of each candidate.
° Allocation Committee: Mr. Willson will discuss the upcoming allocation process. Ms. Castro presented the Executive Committee with a revised list of committee members designed to adequately represent all HSDAs.
° Comprehensive Planning Committee: Mr. Guerrero will discuss the current status of the comprehensive plan. BVCOG and Mr. Guerrero will meet by phone prior to the Council meeting to go over the committee report.

Quarterly Utilization/Expenditure Report
BVCOG explained to the Executive Committee that, due to the ARIES conversion, usable data is not yet available for the Austin HSDA. This is due to ARIES utilization reporting inconsistencies within Austin. BVCOG will have data to present for the upcoming allocation process. The Executive Committee agreed to have a normal utilization/expenditure report for each HSDA with the exception of Austin, which will be presented at the August meeting.

Rita Castro adjourned the Executive Committee meeting at 10:30 a.m.

Posted by BVCOG-HIV at 11:40 PM | Permalink