Members Present: Rita Castro (Chair), Eric Todd, Janet Cates, Leatrice Bines, Sissy Riffin

BVCOG Staff Present: Christopher Hamilton, Crystal Crowell

The meeting came to order at 1:10 p.m.

Mr. Hamilton briefed the committee on the progress of the assessment. The Institutional Review Board at Texas A&M was taking some time in reviewing and approving the plan. Upon further assurance from the School of Rural Public Health (SRPH) that the project is a programmatic requirement and not research that was initiated by SRPH or BVCOG, they agreed that IRB approval was not needed; however, the plan should be sent to the A&M system lawyers for review. The A&M system lawyers reviewed the plan and had no issues.

All letters from providers to be sent to clients have been received and are being copied and stuffed into envelopes this week. A question was asked as to how recipients were identified in ARIES. The query was run to check if the client indicated they are willing to receive mail. If the client agreed, then they were added to the list. An issue was raised about sharing of information. Since BVCOG is mailing the letters to clients, on behalf of providers, and referring clients to the survey, information is not being shared outside of consented boundaries.

Survey administrators have begun training on administering the survey. They are doing practice interviews with a number of people to prepare in administering face to face or over the telephone.

The survey will be conducted in the Bryan - College Station, Concho Plateau, Temple - Killeen, and Waco HSDAs by March 31. If they are not all completed by that time, work may continue over, and there will not be any extra cost associated. Surveying of the Austin HSDA, the five counties outside of the EMA, as well as the report analysis and writing, will begin in April, in the new contract year.

All contracts between BVCOG and SRPH are prepared and awaiting signatures.

The committee had no further questions or comments.

The meeting adjourned at 1:20 p.m.