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