The Needs Assessment Committee met via conference call to discuss the provider list.

Members Present: Chris Benfer (Chair), Janet Cates, Sissy Riffin

BVCOG Staff Present: Christopher Hamilton

The meeting was called to order at 1:03 p.m. A quorum was not present.

There was discussion that the committee should wait on performing the needs assessment until the new Planning Council Chair has made committee chair assignments.

Mr. Hamilton proposed that BVCOG mail the survey to providers identified in each HSDA while Needs Assessment Committee members follow up with each of those the survey was mailed to.

The question was asked if, for example in San Angelo, they should go over the 211 directory and find whom they refer to.

The committee discussed how the resource inventory relates to the needs assessment and finding unmet need. The resource inventory and provider profile will be used in a gap analysis, comparing the unmet need to what services are available.

The idea is to survey providers that are referred to by BVCOG subcontractors to determine if there is any duplication of services. This is sort of used like the allocations process where justifying why a category would not be funded - because another agency or provider is already providing that service through non-Ryan White or State Services funds.

The idea was proposed that this survey should be conducted concurrently or after the needs assessment. The committee should determine unmet need first, and then a resource inventory will help identify and match the needs to what is being provided. A suggestion was made that those providers that are referred to currently be surveyed, then a needs assessment conducted, then a larger survey to find other resources available.

The question was asked if the committee had to use the SCSN survey in the process. According to DSHS, the SCSN survey must be used for the needs assessment. It was suggested that the committee review the survey and the optional questions, to customize the survey as much as possible. It was noted that the survey has been revamped since it was last done.

Mr. Hamilton will email the committee with the most up-to-date SCSN survey as well as a vote among committee members on an order to proceed in (survey referred to providers, conduct needs assessment, survey larger pool of providers) or solicit recommendations on a different order.

The next meeting will be Monday, September 26 at 1:00 p.m.

The meeting was adjourned at 1:21 p.m.

Posted by BVCOG-HIV at 08:28 PM | Permalink

The Membership Committee met on August 15, 2005 at 1:10 p.m. to review tasks to complete, discuss membership recruitment, and review time lines.

Members Present: Christine Harris - Chair, Dennis Nelson, Marla Madison, Jerry Oliver

BVCOG Staff: Christopher Hamilton

Christine Harris called the meeting to order at 1:10 p.m.

The conference call began with a discussion of representation on the council, representation specifically in terms of race/ethnicity. The committee expressed to have a very balanced council with a broad spectrum of representation. Another aspect examined was consumer representation on the council. At present, Bryan - College Station HSDA and Temple - Killeen HSDA do not have consumer representation on the council.

Ms. Madison stated that they have two consumers who are interested in joining the council. Ms. Madison has mailed applications to the two consumers. It was suggested that for recruitment in the Temple - Killeen area, the provider in the area be contacted to see if they have any suggestions of consumers who may be interested. Mr. Oliver stated that he was introduced to the Planning Council by the Health Department in Waco.

Ms. Harris asked the committee if it was a reasonable goal to have a balanced council by the end of the year, or possibly sooner. The committee will work on recruiting members and having applications submitted.

The question was posed whether an ethnic/racial balance was as critical as other areas of representation. As a follow-up, there was question as to whether DSHS or HRSA has any guidance or requirements regarding ethnic/racial representation on planning councils. Mr. Hamilton will check into this and report back to the council.

It was suggested that someone contact the health department in Temple-Killeen and let them know of the Council's desire to have more consumer representation. They may be able to provide some assistance.

Before the next committee meeting on September 19, committee members will think about who to target and gaps they would like to fill in council representation, think about the time line that was sent in an email from Mr. Hamilton on August 3, and try to recruit new members.

The meeting was adjourned at 1:35 p.m.

Posted by BVCOG-HIV at 08:11 PM | Permalink

The Comprehensive Planning Committee met on August 10, 2005 at 11:45 a.m. to review and discuss implementation of the Comprehensive HIV Care Services Plan.

Members Present: Cynthia Juniper, Sam Guerrero, Robert Luckey, Chris Benfer, and Sissy Riffin

BVCOG Staff Present: Crystal Crowell and Christopher Hamilton

DSHS Staff Present: Brenda Howell

Christopher Hamilton provided a brief overview of the three-year work plan, including the goals, objectives, and tasks of the plan. The committee discussed whether or not the goals have been accomplished.

Discussion regarding implementation of goal #1 (all HIV/AIDS services will be coordinated to better serve PLWHA):
° The AA ensures through monitoring visits that MOUs are in place at the subcontractor level.
° The AA ensures through monitoring visits that each client has a primary case manager.
° The AA ensures through monitoring visits that a resource/referral directory is available for all case managers.
° The AA is unsure about a directory in Spanish. 211 may have bilingual capabilities for clients, but this will need to be confirmed.
° Thee AA is unsure whether all HSDAs have a providers' network. Some contractors meet regularly with other providers in their service area, but it is unclear whether all HSDAs have that in place.

The committee began discussion about the implementation of goal #2 (expand services to include all needed HRSA service categories). A question was raised regarding the reasonableness of these objectives of expanding all services, especially in light of recent requirements regarding the core service categories. An explanation was given that these are goals that the committee should work toward, but due to funding restrictions, they may never be fully realized.

The committee will work on an implementation plan for the tasks in the comprehensive plan that the AA will draft. The draft implementation plan will include information about who is responsible for the implementation of each task and progress made so far. The implementation plan will be discussed at the next conference call. The committee members should also look at the goals, objectives, and tasks and make notes about what needs to be updated. This will also be discussed at the next committee meeting.

The next meeting of the CPC will be held via conference call on September 8, 2005 at 9:00 a.m. The CPC will discuss needed updates to the current comprehensive plan and the AA will give updates on implementation of the plan. A question was raised about a new chair for the committee since the current chair will be leaving his position on September 1st. The chair was unsure at that time, but stated that he will meet with the AA and will have an answer soon.

The Comprehensive Planning Committee meeting adjourned at 12:15 p.m.

Posted by BVCOG-HIV at 11:20 PM | Permalink

The Allocation Committee (AC) met in Austin on August 10, 2005, at 9:20 a.m. to continue their discussion about funding thresholds and scenario planning and to set thresholds for each HSDA.

CTHPCA Members present: Parker Willson - Chair, Marla Madison, Janet Cates, Sissy Riffin, Sam Guerrero, Cynthia Juniper, Eric Todd

BVCOG staff present: Christopher Hamilton, Crystal Crowell

DSHS staff present: Brenda Howell

The meeting was called to order at 9:20 a.m.

The committee chair raised questions about funding thresholds: (1) how are thresholds calculated for services with $0 allocated and no clients in the utilization data; and (2) should thresholds be created for the subcategories of substance abuse or just to substance abuse as a whole? The answer to the second question is thresholds should be set for the category as a whole since the committee does not allocate to subcategories.

A discussion ensued regarding the first question. A question was raised about whether the AA should go to the providers to find out how many clients are receiving those services. Brenda Howell stated that she wasn't certain it was the AA's job to do that and the committee needs to find out how many clients are referred to those services. The committee discussed whether determining the number of referrals would be an accurate reflection of usage. Some committee members stated that using referrals would give an inflated figure since the number of clients referred does not equal the number of clients that receive the service.

Another question raised was how cost is determined if the service has never been funded out of Ryan White or State Services. Members discussed the possibility of using the Medicaid reimbursement rate as a baseline. Ms. Howell stated that the committee needs to find out how many clients are Ryan White-eligible and said that it is possible to find out how many clients are HIV-positive, since no one will be asking for identifying information. She then stated that the committee should find out the average cost of care per day and the average number of days that clients are in care - the committee needs to look at averages.

The committee then discussed being consistent with all core services. If the committee only looks at Ryan White and State Services funds for some categories, such as ambulatory care, and looks at all services provided to Ryan White-eligible clients for other categories, such as substance abuse, that is not consistent. Ms. Howell stated that this is the first time for setting thresholds and the committee should just do the best they can for this first year.

Ms. Howell stated that the requirement for providing justifications for funding or not funding core services comes from HRSA and the requirement for setting funding thresholds comes from DSHS. It is important for all of the planning areas to know what they would do if a provider (such as Scott and White in Temple) decided to stop seeing HIV-positive clients and how much it would cost to maintain the current level of services. Ms. Howell also reminded the committee that some services, such as transportation and health insurance, can be "sub-funded" under core categories.

The committee then reviewed the thresholds set for each HSDA that were calculated by Christopher Hamilton based on the formula agreed upon by the committee at the previous meeting. A question was brought up about the Bryan HSDA's oral health category. Marla Madison stated that the Bryan provider will be providing transportation to Bering Dental Clinic again, so that may affect some of the information used by the committee. It was stated that the provider in Bryan wasn't told to enter utilization from the Bering Dental Clinic until later in the fiscal year, so the committee will need to look at just those months where the full utilization is recorded in order to get more accurate information.

Mr. Hamilton will e-mail all of the threshold spreadsheets to the committee for their review. The committee members will be responsible for gathering information on the core categories that were previously unfunded through Ryan White and State Services and send the information to Mr. Hamilton no later than August 29th. Allocations for 2006-07 will be held September 15-16 in Bryan. Out of town committee members will drive in on the 14th. BVCOG will send hotel information and directions to the committee.

The meeting was adjourned at 11:25 a.m.

Posted by BVCOG-HIV at 09:14 PM | Permalink

The Allocations Committee (AC) met in Austin on August 9, 2005, at 1:00 p.m. to begin the allocations process and discuss a reallocation request for the Austin HSDA.

CTHPCA Members present: Parker Willson- Chair, Marla Madison, Janet Cates, Sissy Riffin, Sam Guerrero, Cynthia Juniper, Eric Todd

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

DSHS staff present: Brenda Howell and Laura Moch

The meeting was called to order at 1:00 p.m.

Austin HSDA State Services 2004-05 Reallocation
BVCOG presented the Austin HSDA reallocation request to the Allocation Committee. The request is for the State Services 2004-05 Ambulatory Outpatient Care and Food Bank categories. $10,000 is available for reallocation in Ambulatory Outpatient Care and $26,983.91 is available in Food Bank.

After discussion of how the money was allocated last year, why there are funds available at this late date for reallocation, and other details, the Allocation Committee approved the following reallocation to be recommended to the Executive Committee:

The Committee committed to continuing the $10,000 Case Management increase for the following grant year. $5,000 was kept in Food Bank due to a provider's statement that the $5,000 could be spent by the end of the State Services contract on August 31, 2005.

Austin HSDA State Services 2005-06 Food Bank Reallocation
The money originally allocated to Food Bank in State Services 2005-06 is being reallocated due to the current contractor's decision not to reapply for the funds. A substantial amount of additional Food Bank funds have become available through Title I in Austin, so the need for the currently allocated Food Bank money in this area has come into question and was brought to the committee for evaluation and re-allocation.

After a discussion of the State Services 04-05 reallocation completed at the same meeting and the current State Services 05-06 allocations, the Committee agreed to recommend the following reallocation for approval by the Executive Committee:

Other Reallocation Business
The Committee agreed that a policy for reallocations among multiple agencies in a single HSDA should be created. BVCOG will draft a policy and send it to the Committee.

Core 6 Service Categories, Threshold Setting, and Scenario Planning Training
BVCOG presented training on threshold setting and scenario planning, which must be conducted prior to setting actual allocations.
Following the training, the Committee discussed and practiced various methods for conducting the two processes. There was also discussion regarding reallocating funds across HSDAs - this is now possible if a core 6 service category in another area needs funds. However, reallocating funds to a different HSDA does not mean that the reallocated amount will be given to the HSDA the following funding cycle. Approval for transferring across HSDAs must come from DSHS.

The meeting was adjourned at 4:00 p.m.

Posted by BVCOG-HIV at 08:53 PM | Permalink

The Needs Assessment Committee met before the CTHPC meeting.

The committee discussed the providers on the list that has been compiled thus far. It was noted that the providers listed should be any provider than can provide service to anyone, regardless of HIV status. Committee members from Bryan noted that the list of providers for Bryan are only those that the agency refers clients to.

Members Present: Chris Benfer (Chair), Rita Castro, Sam Guerrero, Janet Cates, Eric Todd, Sissy Riffin

BVCOG Staff Present: Crystal Crowell and Christopher Hamilton

DSHS Staff Present: Laura Moch, Brenda Howell

It was noted that providers on the list are not going to know whether someone is HIV positive, they should be able to provide service to anyone.

The committee then discussed the potential overlap between the list of all available providers and the 211 project by United Way. The survey that was developed by the committee asks more in depth questions, many specifically relating to care of those with HIV/AIDS.

The committee debated the pros and cons of developing its own list versus using the 211 lists from United Way. The committee came to consensus that developing its own list is a duplication of effort. It was then asked if the survey could be sent just to HIV service providers.

The question was raised as to what the list will be used for. The needs assessment process will use the list in helping to identify unmet need, and allocations will use this information to determine what resources are available to PLWHA.

There was a discussion of whether to call providers and survey them, mail the survey, mail and follow up with a phone call, or visit providers in person. The committee decided that the method would be on a case by case basis. Committee members from each of their respective HSDAs will look at their portion of the provider list to determine who should be surveyed.

The committee next discussed the state of the needs assessment. The needs assessment for the Central Texas HIV Planning Council was conducted three years ago, and it is time for a new assessment.

Representatives from DSHS as well as some committee members noted that to do the needs assessment, the only tool that was allowable was the survey from SCSN. It was also noted that optional questions could be added in from a question bank, also part of the SCSN.

Discussion of the survey and past experience with it ensued. It was recommended that the committee be provided with a copy of the survey as well as training in facilitation. Several noted it is available on the SCSN web site, www.txscsn.org.

The number of people to survey is a decision of the committee/council. DSHS noted that the more people surveyed, the more accurate the assessment would be. The only requirement thus far is from DSHS to use the SCSN tool. It was requested by some committee members to have the policies of DSHS and/or HRSA relating to conducting the needs assessment, specifically the requirement to use the SCSN tool.

One committee member suggested that the committee should develop a document of roles and responsibilities for itself.

The meeting was adjourned at 10:15 a.m.

Posted by BVCOG-HIV at 08:26 PM | Permalink

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

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

BVCOG staff present: Crystal Crowell, Christopher Hamilton

Rita Castro called the meeting to order at 10:15 a.m.
The committee reviewed the draft agenda. There were no major corrections, changes, or revisions. Ms. Castro stated that the report or update on SCSN would be very brief as there has been little activity in regards to the SCSN program.

Mr. Hamilton explained each of the agenda items and will send to committee chairs summaries of their activities since the last Planning Council meeting.

Ms. Castro asked that the nominees for Chair-elect and Secretary be notified by email prior to the Planning Council meeting. Mr. Hamilton will follow up with that request.

Results from surveys conducted at the June 14 meeting were reviewed. A summary of the results from the Quality Management presentation and a summary of the results from the Council meeting evaluation will be distributed to Council members in their packets. In the future, survey results will be distributed to the Executive Committee prior to its conference call.

It was noted that the David Powell Clinic in Austin has a meeting space that may be used by the Planning Council.

A request was made to have the PowerPoint slides printed out for some members because it is easier to see. Additional feedback about the council meetings was offered. Most noted that meetings were running smoothly and that they are as short as they can be to get everything done.

Committee members were asked to think of cost cutting ideas to save in planning council costs and administrative costs. Ms. Crowell reiterated the DSHS policy of council members carpooling to save on travel reimbursement.
BVCOG was asked to conserve paper with the updated data report at the August meeting.
The Executive Committee was adjourned at 10:40 a.m.

Posted by BVCOG-HIV at 11:42 PM | Permalink