OPENING. 1. Call to Order/Roll Call

Transcription

1 Co-Chairs Robert Reed Karim Kahwaji Santa Clara County HIV Planning Council 976 Lenzen Avenue San Jose, CA Executive Committee Meeting Wednesday, May 24, 2017 from 11:00 a.m. 12:30 p.m. 976 Lenzen Avenue, San Jose, CA st Floor, Conference Room 1119 Committee Co-Chairs: Robert Reed and Karim Kahwaji AGENDA In compliance with the Americans with Disabilities Act and the Brown Act, those requiring accommodations in this meeting should notify the Clerk of the HIV Planning Council for Prevention and Care no less than 24 hours prior to the meeting at (408) , or TDD (408) Please note: To contact the Commission and/or to inspect any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to all or a majority of the Board of Supervisors (or any other commission, or board or committee) less than 72 hours prior to that meeting, visit our website at or contact the Clerk at (408) or 70 W. Hedding Street, 10th Floor, San Jose, CA 95110, during normal business hours. Persons wishing to address the Commission on a regularly scheduled item on the agenda are requested to complete a request to speak form and give it to the Deputy Clerk. (Government Code Section ) Individual speakers will be called by the Chairperson and are requested to limit their comments to two minutes. Groups of speakers on a specific item are asked to limit their total presentation to a maximum of twenty minutes for each side of the issue. COMMUTE ALTERNATIVES: The Board of Supervisors encourages the use of commute alternatives including public transit, bicycles, carpooling, and hybrid vehicles. For public transit trip planning information, contact the VTA Customer Service Department at Monday through Friday between the hours of 6:00 a.m. to 7:00 p.m., and on Saturday from 7:30 a.m. to 4:00 p.m. Schedule information is also available on the web at If this Board or Commission does not meet in the County Government Center please contact VTA for related routes. 1. Call to Order/Roll Call OPENING 2. Public Comment This item is reserved for persons desiring to address the Committee on any matter within the subject matter jurisdiction of the Committee that is not on the agenda. Members of the public who wish to address the Committee on any item not listed on the agenda should complete a request to speak form and give it to the Support Staff. The Chairperson will call individuals to speak in turn. Speakers are limited to the following: three minutes if the Chairperson or designee determines that five or fewer persons with to address the Committee; two minutes if the Chairperson or designee determines that between six and fourteen persons wish to address the Committee; and one minute if the Chairperson or designee determines that fifteen or more persons wish to address the Committee. The law does not permit Committee action or extended discussion of any item not on the agenda except under special circumstances. If Committee action or response is requested, the Committee may place the matter on a future agenda. 3. Approve Consent Calendar Notice to the public: there is no separate discussion of consent calendar items, and the recommended actions are voted on in one motion. If an item is approved on the consent vote, the specific recommended action listed on the agenda is approved. Members of the public who wish to address the Committee on any consent items should complete a request to speak form and give it to the Support Staff. Items removed from the Consent Calendar will be considered at the end of the regular agenda, or earlier at the Chairperson s discretion. 4. Review and approve agenda 5. Approve meeting minutes from January 25, Approve workshop notes from February 22, Approve workshop notes from March 22, Approve workshop notes from April 26, 2017 CONSENT ITEMS

2 REGULAR AGENDA ITEMS FOR DISCUSSION 9. Member Comment 10. Receive verbal report from Ad Hoc Committee on the Assessment of the Administrative Mechanism 11. Receive verbal report from PC Structure & Function Ad Hoc Committee and discuss potential changes 12. Receive verbal report from Legislative Ad Hoc Committee 13. Discuss and approve Priority Setting and Resource Allocations agenda to be held August 8, Discuss monitoring of Integrated Comprehensive Plan and Needs Assessment 15. Discuss any communications from HRSA a. HRSA Project Officer Call May 10, Discuss Getting to Zero Silicon Valley 17. Receive May Office of AIDS Report 18. Membership a. Receive May Vacancy Progress Report b. Discuss and approve pending applications, leaves of absence, and/or resignations i. Rigo V. (leave of absence) ii. Lavella B. (pending application) iii. Leslie Perez-Ortiz (resignation Committee only) 19. Review Committee assignments 20. Receive Committee Reports and forward to the full Planning Council a. Council Development Committee (Sen) b. Planning and Resources Committee (Nartker) c. Quality & Standards Committee (Daligga) d. Education & Awareness Committee (Franco) 21. Receive Co-Chairs Report (Reed, Kahwaji) 22. Set agenda for the next Executive Committee meeting on June 28, Announcements 24. Adjourn to the next regular meeting ANNOUNCEMENTS ADJOURN

3 DRAFT Co-Chairs Robert Reed Karim Kahwaji Santa Clara County HIV Planning Council 976 Lenzen Avenue San José, CA (408) Executive Committee Meeting Minutes January 25, :00am 12:30am Conference Room 1119 Opening 1. Call to Order/Roll Call Meeting called to order at 11:07am. A quorum was present. Attendee Name Title Status Arrived Robert (Bob) Reed Planning Council Co-Chair Present Karim Kahwaji Planning Council Co-chair Absent Paul Hepfer Council Development Chair Absent Candelario Franco Education & Awareness Chair Present Rigoberto Valdez Quality & Standards Chair Absent Claire Nartker Planning & Resources Chair Present Chris Baldwin Consumer Representative Present Guests and Staff Jim McPherson Recipient Present Sarah Lewis Recipient Present 11:13am Victoriana (Vicky) Ramirez Recording Secretary Present 2. Public Comment None. 3. Approve Consent Calendar Approved. [Unanimous] o Mover: Baldwin; Seconder: Nartker; Ayes: Franco, Reed. Consent Items 4. Review and approve September 28, 2016 meeting minutes, October 26, 2016, November 23, 2016, and December 28, 2016 workshop notes. 5. Review and approve agenda Approved on consensus. 6. Member Comment None. Regular Agenda Items for Discussion 7. Discuss Integrated Comprehensive Plan Bob reported that the Needs Assessment brief for Partner Services has been sent out for feedback to the Planning Council and interested parties. 8. Discuss any communications from HRSA HRSA Project Officer Call January 31, o Bob reported that the next Project Officer call is upcoming and more information will be provided at the next Executive Committee meeting. o Jim reported that the partial Notice of Award has been received, but a final award amount is still unknown. Page 1 of 3

4 DRAFT 9. Discuss potential changes to planning council function and structure A. Review Baton Rouge bylaws o Review deferred to Ad Hoc Committee. B. Receive report from Ad Hoc Committee (Claire, Hilary, Candelario, Lori, Karl) o Committee will be meeting January 26, 2017 at 3:00pm to develop recommendations to be presented to the Planning Council regarding structure and function. 10. Discuss Getting to Zero (GTZ) Initiative Sarah reported that the initial kick-off meetings have been held with the backbone agency, the marketing agency (Better World Advertising), and the action research and evaluation agency (John Snow, Inc). A meeting with GTZ major players will be held once the backbone agency begins coordinating efforts with everyone involved. The GTZ Steering Committee has met to discuss requesting additional resources from the Board in the upcoming budget. Discussed the Education & Awareness Committee s role and dissemination of information to the general public. 11. Receive January State Office of AIDS Report Received. Bob pointed out that the ADAP enrollment portal remains unavailable. 12. Membership a. Receive and approve January Vacancy Progress Report Received and approved on consensus. b. Discuss and approve pending applications and resignations No applications/resignations received. Vicky will be following up with a couple of potential members. 13. Review Committee Assignments Bob clarified that although Committee Only members are able to be Vice Chairs, they are not able to vote in place of the Committee Chair during Executive Committee meetings. a. Ratify appointment of Education & Awareness Committee Chair Candelario Franco Approved on consensus. As Chair of E&A, Candelario is now also a member of the Executive Committee. b. Ratify appointment of Education & Awareness Committee Vice Chair Hollis Kinner Approved on consensus. c. Ratify appointment of Committee Member Only Applicant Jenna Peterson Approved on consensus. 14. Receive Committee Reports and forward to the full Planning Council for consideration a. Council Development (Hepfer) January 5, 2017 o Reviewed Committee Report. b. Legislative Committee (TBA) o Reviewed Committee Report. o Discussed possibility of Council Development absorbing this Committee. c. Planning Council Structure and Function Ad Hoc Committee (Nartker) January 10, 2017 o Reviewed Committee Report d. Planning and Resources Committee (Nartker) January 17, 2017 o Reviewed Committee Report o The HIV Care/Prevention Plans presentation by Mike and Supriya was well received and attendees reported they would like to receive it annually at the regular PC meeting. e. Quality and Standards Committee (Valdez) January 17, 2017 o Reviewed Committee Report Page 2 of 3

5 DRAFT o Bob asked for feedback regarding Q&S meeting every other month versus meeting monthly. Members agreed that due to the workload, it may be beneficial to meet monthly. Jim added that it may be beneficial to merge certain committees that have overlapping work. o The Planning Council received a letter from a consumer detailing his issues with linkage to care upon moving to Santa Clara County. The issues will be discussed at the next Q&S meeting and the letter has been forwarded to Jim (Recipient s Office) for follow-up. o Discussed process involved when providers do not follow Standards of Care. f. Education and Awareness Committee (Franco) January 18, 2017 o Reviewed Committee Report o Bob reported the Systems of Care Roundtable was an exciting, engaging, successful event. 15. Receive Co-chair report (Reed, Kahwaji) None. *Candelario left the meeting at 12:32 lost quorum* 16. Review and approve annual Executive Committee To Do List (work plans) Bob announced To Do Lists will now be referred to as Action Plans. All Committee Action Plans will be reviewed at the next Executive Committee meeting. Discussed Executive Committee Action Plan. Deferred approval to next meeting. o Members suggested removing Review website content (can be handled by Council Development Committee) o Members suggested marks X be made in the months leading up to the item due date (in the months when the work needs to be done). 17. Set Agenda for next Executive Committee Meeting February 22, 2017 Deferred to Executive Committee Co-Chairs. 18. Set Agenda for PC meeting on March 14, 2017 Deferred to next Executive Committee meeting. 19. Correspondence None. 20. Announcements. None. Announcements Adjourn 21. Adjourned at 12:46pm to the next regular meeting on Wednesday, February 22, 2017, at 11:00am in Conference Room 1119, Park Alameda Health Facility, 976 Lenzen Avenue, San Jose. Page 3 of 3

6 Co-Chairs Robert Reed Karim Kahwaji Santa Clara County HIV Planning Council 976 Lenzen Avenue San Jose, CA (408) DRAFT UPDATED Executive Committee Workshop Notes February 22, 2017 at 11:00am 12:30pm Conference Room 1119 Opening 1. Call to Order/Roll Call Bob called the workshop to order at 11:05am. A quorum was not present. Attendee Name Title Status Arrived 1. Robert (Bob) Reed Planning Council Co-Chair Present 2. Karim Kahwaji Planning Council Co-Chair Absent 3. Claire Nartker Planning & Resources Committee Chair Absent 4. Rigoberto Valdez Quality & Standards Committee Chair Present 5. Paul Hepfer Council Development Committee Chair Absent 6. Candelario Franco Education & Awareness Committee Chair Absent 7. Chris Baldwin Consumer Representative Absent Staff and Guests Jim McPherson Technical Assistance Present Victoriana (Vicky) Ramirez Recording Secretary Present 2. Public Comment None. 3. Approve Consent Calendar Deferred. 4. Review and approve agenda 5. Approve meeting minutes from January 25, Member Comment None. Consent Calendar Items Regular Agenda Items for Discussion 7. Discuss Integrated Comprehensive Plan (ICP) and Needs Assessment The Planning & Resources Committee is beginning to localize and monitor the activities of the ICP. 8. Discuss any communications from HRSA a. HRSA Project Officer Call February 07, 2017 Reviewed Conference Call notes. 9. Discuss potential changes to Planning Council structure and function a. Receive report from Ad Hoc Committee (Claire, Candelario, Hilary, Lori, Karl) Jim reported that the Ad Hoc Committee has met 3 times and will have their next meeting this Friday, 2/24/17 at 2:00pm.

7 DRAFT UPDATED The Ad Hoc Committee is working on drafting ordinance language, which includes duties of the planning council and membership composition. Once that is established, the bylaws will be edited. Final documents will be presented to the Planning Council at the May regular meeting. 10. Approve Psychosocial Support Services Standard of Care Approval will be deferred to the Planning Council. 11. Discuss Getting to Zero initiative The backbone agency, the Health Trust, held its first meeting on Thursday 2/16/17 with other agencies involved, including Better World Advertising, John Snow, Inc., and the Public Health Department. Discussed the Planning Council s level of involvement in Getting to Zero activities. 12. Receive February Office of AIDS Report Discussed continuing ADAP Enrollment Portal unavailability. The most significant impact is probably on enrollment workers and clients enrolling for the first time. 13. Discuss 2017 State of the County Address Discussed. 14. Membership a. Receive February Vacancy Progress Report Bob reported that there are no changes to membership since the last Vacancy Progress Report. b. Discuss and approve pending applications and resignations No applications or resignations received. 15. Review Committee assignments Vacancies have been added to the Committee Member List due to a Bylaw phrase that states Committees must have at least 5 Planning Council members. Discussed possible issues with meeting quorum. *Rigoberto left the meeting at 11:59am* 16. Receive Committee Reports and forward to the full Planning Council for consideration. Discussed low attendance and lack of quorum at Committee meetings. Bob stressed the need to make available opportunities for input. Discussed matrix being developed to track all mechanisms being used to obtain input. Jim suggested including all available venues for input and created a diagram. a. Council Development Committee b. Legislative Committee (TBA) c. Planning Council Structure and Function Ad Hoc Committee (Nartker) d. Planning & Resources Committee (Nartker) e. Quality & Standards Committee (Valdez) f. Education & Awareness Committee (Franco)

8 DRAFT UPDATED Receive Co-Chairs Report (Reed, Kahwaji) Bob reported that the San Jose TGA will be submitting a request for waiver of the core medical services requirement. Vicky is drafting a letter of support which will be presented at the March Planning Council meeting. 18. Approve FY18 SCC Commission Work Plan Deferred approval to Planning Council. 19. Approve 2017 Committee Action Plans Discussed. 20. Set agenda for next Planning Council meeting on March 14, 2017 Discussed agenda and deferred to Co-Chairs and Recipient s Office. 21. Set agenda for next Executive Committee meeting on March 22, 2017 Deferred to Planning Council Co-Chairs. 22. Announcements None. Announcements Adjourn 23. Adjourn to the next regular meeting Bob adjourned the meeting at 12:24pm to the next regular meeting on March 22, 2017.

9 Co-Chairs Robert Reed Karim Kahwaji Santa Clara County HIV Planning Council 976 Lenzen Avenue San Jose, CA (408) DRAFT UPDATED Executive Committee Workshop Notes March 22, 2017 at 11:00am 12:30pm Conference Room 1119 Opening 1. Call to Order/Roll Call Bob called the workshop to order at 11:05am. A quorum was not present. Attendee Name Title Status Arrived 1. Robert (Bob) Reed Planning Council Co-Chair Present 2. Karim Kahwaji Planning Council Co-Chair Absent 3. Claire Nartker Planning & Resources Committee Chair Present 4. Rigoberto Valdez Quality & Standards Committee Chair Present 5. Paul Hepfer Council Development Committee Chair Absent 6. Candelario Franco Education & Awareness Committee Chair Absent 7. Chris Baldwin Consumer Representative Absent Staff and Guests Jim McPherson Technical Assistance Present Victoriana (Vicky) Ramirez Recording Secretary Present 2. Public Comment None. 3. Review and approve agenda Deferred. 4. Approve meeting minutes from January 25, 2017 Deferred. 5. Approve workshop notes from February 22, 2017 Deferred. 6. Member Comment None. Regular Agenda Items for Discussion 7. Discuss Integrated Comprehensive Plan and Needs Assessment Jim reports that food vouchers are now being used to supplement the ongoing need for food/nutrition. The Planning & Resources Committee is beginning to localize and monitor the activities of the Integrated Comprehensive Plan. The State has requested that we submit our language for the Substance Use Brief. 8. Discuss any communications from HRSA a. HRSA Project Officer Call The HRSA Project Officer call is scheduled for March 28, 2017 at the same time as the HRSA Webinar on Planning Councils/Planning Bodies. The Project Officer call will need to be rescheduled. 9. Discuss potential changes to Planning Council structure and function a. Receive report from Ad Hoc Committee (Claire, Candelario, Hilary, Lori, Karl) Bob reported that the Ad Hoc Committee has discussed approaching Board Member s Health Board Aides, specifically Ken Yeager s and Joe Simitian s, since they are on the Health & Hospital Committee.

10 DRAFT UPDATED Discuss Getting to Zero initiative The backbone agency has not hired a project manager yet, but an interim program manager has been assigned. 11. Receive March Office of AIDS Report Discussed ADAP eligibility and enrollment services, which are now being handled by the California Department of Public Health. 12. Membership a. Receive March Vacancy Progress Report Bob reported that there are no changes to membership since the last Vacancy Progress Report. b. Discuss and approve pending applications and resignations One application has been received. Bob will be meeting with the applicant. 13. Review Committee assignments Discussed Committee vacancies. 14. Receive Committee Reports and forward to the full Planning Council for consideration. a. Council Development Committee b. Legislative Committee (TBA) c. Planning Council Structure and Function Ad Hoc Committee (Nartker) d. Planning & Resources Committee (Nartker) e. Quality & Standards Committee (Valdez) f. Education & Awareness Committee (Franco) Discussed purpose of Education & Awareness Committee 15. Receive Co-Chairs Report (Reed, Kahwaji) Bob shared the President s 2018 Budget Blueprint, specifically the page that mentions Ryan White HIV/AIDS Providers. Bob shared an newsletter from the AIDS Education & Training Center (AETC), specifically the Prevention IS Care campaign and the notice that April is STD Awareness Month. 16. Set agenda for the next Executive Committee meeting on April 26, 2017 Deferred to Planning Council Co-Chairs. 17. Announcements None. Announcements Adjourn 18. Adjourn to the next regular meeting Bob adjourned the meeting at 12:17pm to the next regular meeting on April 26, 2017 at 11:00am.

11 Co-Chairs Robert Reed Karim Kahwaji Santa Clara County HIV Planning Council 976 Lenzen Avenue San Jose, CA (408) DRAFT UPDATED Executive Committee Workshop Notes April 26, 2017 at 11:00am 12:30pm Conference Room 1119 Opening 1. Call to Order/Roll Call Bob called the workshop to order at 11:06am. A quorum was not present. Attendee Name Title Status Arrived 1. Robert (Bob) Reed Planning Council Co-Chair Present 2. Karim Kahwaji Planning Council Co-Chair Absent 3. Claire Nartker Planning & Resources Committee Chair Present 4. Rigoberto Valdez Quality & Standards Committee Chair Absent 5. Paul Hepfer Council Development Committee Chair Absent 6. Candelario Franco Education & Awareness Committee Chair Absent 7. Chris Baldwin Consumer Representative Absent Staff and Guests Jim McPherson Sr. Program Manager (Technical Assistance) Present Victoriana (Vicky) Ramirez Assoc. Management Analyst (Recorder) Present 2. Public Comment None. 3. Approve Consent Calendar Deferred. 4. Review and approve agenda 5. Approve meeting minutes from January 25, Approve workshop notes from February 22, Approve workshop notes from March 22, Member Comment None. Consent Items Regular Agenda Items for Discussion 9. Discuss Planning Council Retreat that was held on April 20, 2017 Discussed low attendance at Retreat. Discussed Retreat presentations. Discussed scorecard presentation, which was well-received. Discussed the use of it to replace portions of the Priority Setting and Resource Allocation presentations. 10. Discuss Nomination/Election of new Co-Chairs Discussed whether the nominations and elections should be held on the same month (July) or on separate months (May and July). Deferred decision to Co-Chairs. 11. Discuss and appoint Ad Hoc Committee for the Assessment of the Administrative Mechanism (AAM) Discussed possible revisions of the questions used for the AAM. Jim suggested looking at questions that other similar sized TGA s are using in their AAM. Deferred appointment of Ad Hoc Committee to Co-Chairs.

12 DRAFT UPDATED Discuss Priority Setting and Resource Allocations (PSRA) day to be held on July 11, 2017 Discussed PSRA schedule. Jim suggested holding the Epi presentation in July and the PSRA in August as a special meeting. 13. Discuss Integrated Comprehensive Plan and Needs Assessment No discussion. 14. Discuss any communications from HRSA a. HRSA Project Officer Call The next project office call is scheduled for May 10, Discuss potential changes to Planning Council structure and function Bob reported that he and Vicky had a call with the Charlotte TGA program manager a. Receive report from Ad Hoc Committee (Claire, Candelario, Hilary, Lori, Karl) No discussion. b. Review any comments from County Counsel regarding proposed Ordinance language and edit accordingly Final feedback has not been received from County Counsel yet, although Bylaws have been strongly recommended. Deferred edits to Co-Chairs. 16. Develop and approve plan for Planning Council/Committee participation in Getting to Zero initiative Discussed the role of the Education & Awareness (E&A) Committee in Getting to Zero Silicon Valley. 17. Receive April Office of AIDS Report No discussion. 18. Membership a. Receive April Vacancy Progress Report Discussed update to Vacancy Progress Report. b. Discuss and approve pending applications, leaves of absence, and/or resignations o Bob reported that an application has been received from a non-aligned consumer, Lavella Benton. Bob and Vicky have met with her. Next steps deferred to Co-Chairs. i. Omar N. (resignation) o Member Nunez has resigned from his position with the Planning Council and E&A Committee. ii. Rigo V. (leave of absence) o Member Valdez has requested a leave of absence. 19. Review/revise Committee assignments Discussed Committee vacancies. 20. Receive Committee Reports and forward to the full Planning Council a. Council Development Committee (Hepfer) b. Legislative Subcommittee (TBD) c. Planning & Resources Committee (Nartker) d. Quality & Standards Committee (Valdez)

13 e. Education & Awareness Committee (Franco) DRAFT UPDATED Receive Co-Chairs Report (Reed, Kahwaji) No report. 22. Set agenda for the Planning Council meeting on May 9, 2017 Deferred to Planning Council Co-Chairs. 23. Set agenda for the next Executive Committee meeting on May 24, 2017 Deferred to Planning Council Co-Chairs. Announcements 24. Announcements The Center for Living with Dying is hosting a Rejuvenation Retreat on Friday, April 26, Adjourn 25. Adjourn to the next regular meeting Bob adjourned the meeting at 12:16pm to the next regular meeting on May 24, 2017 at 11:00am.

14 SPECIAL WORKSHOP :00 PM 5:30 PM Opening 1. Call to Order/Roll Call. 2. Public Presentations. Regular Agenda Items for Discussion 3. Receive presentation from the Planning and Resources Committee relating to the Priority Setting and Resource Allocation Process. a. Priority Setting and Resource Allocation Process (10/12/2010) 4. Receive brief presentation from the Santa Clara County Public Health Department, Data Management and Epidemiology Unit, relating to HIV epidemiology in Santa Clara County. a HIV/AIDS Epidemiology Presentation 5. Receive presentation relating to 2018 Ryan White HIV/AIDS Program Priority Setting and Resource Allocation. a Priority Setting and Resource Allocation Presentation b. Conflict of Interest Policy c. Conflicts of Interest (COI) Declaration & Agreement to Abide by COI Policy d. PSRA Process Policy e. National HIV/AIDS Strategy for the United States Updated to 2020 f. Laying the Foundation for Getting to Zero: California s Integrated HIV Surveillance, Prevention, and Care Plan ( ) g HIV Services Quality Management Plan h. Ryan White HIV/AIDS Program Service Definitions (2017) i. HRSA Performance Measures j. HIV Care Continuum Work Plan (2016) k. CY2016 Clients per Service Category by Income Level l Part A + MAI Expenditures m Part B + MAI Expenditures n. FY2017 General Fund Expenditures o. 2017/2018 Other Funding p Post Award Allocations q Grantee Directives r. Sample 2018 Priorites Score Ballot s Priorities Ballot Certification Announcements and correspondence 6. Announcements and Correspondence: a. Commissioners' Announcements. b. There are currently nine vacancies on the Commission. For Internet access to the vacancies list and applications visit Adjourn 7. Adjourn to the next regular meeting on Tuesday, August 8, 2017 at 6:00 p.m. in Conference Room A/B, Park Alameda Health Facility, 976 Lenzen Avenue, San Jose.

15 SPECIAL MEETING :00 PM 8:00 PM Opening 1. Call to Order/Roll Call. 2. Public Presentations. Regular Agenda Items for Discussion 3. Receive presentation relating to Ryan White HIV/AIDS Program Priorities and Allocations and approve 2018 Service Category priorities, Part A funding allocations and Part B funding recommendations. (Roll Call Vote) Possible action: i. Approve 2018 Service Category Priorities. ii. Approve 2018 Ryan White HIV/AIDS Program Part A and Part A Minority AIDS Initiative allocations based on flat, five percent decrease, and five percent increase funding scenarios. iii. Approve recommendations for 2018 Ryan White HIV/AIDS Program Part B and Part B Minority AIDS Initiative allocations based on a flat funding scenario. iv. Approve delegation of authority to the Grantee to implement allocations based on the scenario most closely related to the actual amount of funding awarded, and to adjust categorical allocations between the flat, five percent decrease and five percent increase scenarios to balance the final allocations with the funding awards. a Grantee Resource Allocation Presentation b Resource Allocation Scenarios 4. Consider recommendations relating to Grantee Directives. Possible action: i. Discuss and propose Grantee Directives. ii. Refer proposed directives to the Planning and Resource Committee to report on recommended Grantee directive at the September 2017 Planning Council Meeting. a. FY_16_17_Grantee_Directives_ PC APPROVED Discuss and propose recommendations relating to the PSRA Process. Announcements 6. Announcements and correspondence Adjourn 7. Adjourn to the next regular meeting on Tuesday, September 12, 2017 at 6:00 p.m., in Conference Room A/B, Park Alameda Health Facility, 976 Lenzen Avenue, San Jose.

16 Co-Chairs Bob Reed Karim Kahwaji 976 Lenzen Avenue San Jose, CA (408) HRSA TGA Conference Call Notes May 10, 2017 at 10:00am 11:00am ATTENDEES: Jose Ortiz HRSA Project Officer Jim McPherson Recipient s Office Bob Reed Planning Council Co-Chair Ryanrae Tapia Recipient s Office Vicky Ramirez Planning Council Support AGENDA ITEM DISCUSSION Intro o Vicky joined the call at 10:00am. o Jim introduced new staff member, Ryanrae Tapia, Health Care Program Analyst I. Her primary focus will be working with invoices and claiming. Report on HIV Planning Council activities and membership efforts o Bob reported the Planning Council has 17 current member. This past month the Council received one resignation, and will be receiving another in the coming weeks. There is also one application that has been received from a non-aligned consumer the application is pending appointment. o Bob reported that an Ad Hoc Committee has been established to start the process of the Assessment of the Administrative Mechanism. o Bob reported that the PSRA agenda is being prepared. The Epidemiological presentation will occur in July, and the data presentations along with priorities and allocations will occur in a special meeting in August. o The Planning Council has been participating in the local Getting to Zero initiative, and will be working in conjunction to gather community input. o Bob stated that formal Ordinance language has been developed and approved by County Counsel, which will dissolve the HIV Planning Council and establish an HIV Commission (planning body). Jim stated that the Ad Hoc Committee tasked with exploring this transition and developing Ordinance language has kept many of the Planning Council duties in place, including legislative requirements. The main change will be in the membership makeup. New bylaws will be developed after the establishment of the planning body. Jose stated that he informed Gary and Sonia about the potential changes to the San Jose TGAs structure. Jim reported on the timeline for transition. If all goes as planned, the new planning body will be established in late July. Bob and Vicky had a call with the Charlotte TGA program manager to discuss their planning body. Adjourn Call ended at 10:28am. Next call Wednesday, June 28, 2017 at 10:00am. 1

17 California Department of Public Health, Office of AIDS Monthly Report May 2017 Office of AIDS Division/Cross Branch Issues On Thursday, May 11, 2017, Governor Edmund G. Grown Jr. will release his revised state budget proposal. The California Department of Public Health (CDPH), Office of AIDS (OA) will provide a summary of the OA specific items on its website at as soon as possible after the budget proposal is released. In April 2017, CDPH launched a new website layout and look. The changes are designed to maximize user friendliness, enhance search capability, and to ensure compliance with the Americans with Disabilities Act. The new website is accessible at and CDPH s old website is still accessible at Documents will be migrated to the new website over time, and most OA forms and documents will not be migrated from the old to the new website until sometime after the launch of the new site. In the meantime, OA forms and documents can be accessed on the archived OA site at Laying a Foundation for Getting to Zero: California s Integrated HIV Surveillance, Prevention and Care Plan (Plan) During this first quarter of the Plan s implementation, OA has identified which branch will take the lead for each strategy and activity. An approach to measure progress toward reaching each objective has been developed and baseline data are being assembled. A template for annual reporting to stakeholders is also being developed. Questions or comments about the Plan activities may be directed to the Integrated Plan Implementation Specialist, Kevin Sitter at kevin.sitter@cdph.ca.gov. Ryan White (RW) Part B: AIDS Drug Assistance Program (ADAP) Staffing Update Anissa Hussman started on May 1 st as the new manager of the ADAP Call Center Data Processing and Eligibility Section. Anissa has over 20 years of management experience, including prior experience managing call centers and data processing centers. 1

18 ADAP Enrollment Site Payment Allocation As part of ADAP s enrollment site contracts with CDPH, sites were to be paid based on the number of ADAP services performed. Due to issues with the A.J. Boggs enrollment site portal, ADAP has not been able to obtain the appropriate report needed to determine payment. The interim solution for this fiscal year is for ADAP to pay sites according to A.J. Boggs data pulled in January 2017 displaying total ADAP caseload at each site. Starting April 20 th, CDPH mailed a letter to each site outlining their allocated payment amount. The allocations are also posted on the ADAP webpage of the archived OA site at %20Site%20Allocations% pdf. Eligibility Data Transfers Effective April 20 th, the transfer of client eligibility data from the ADAP Enrollment System to ADAP s Pharmacy Benefits Manager (Magellan) occurs every 15 minutes between the hours of 8 a.m. and 6 p.m. Pacific Standard Time, Monday through Friday. If an enrollment worker submits an ADAP application via the ADAP Enrollment System anytime between 8 a.m. and 6 p.m. Monday through Friday, the client will have access to their ADAP formulary prescriptions at the pharmacy in 15 minutes. Magellan Client ID Cards Starting on May 5, Magellan began mailing new client ID cards to all ADAP clients. The cards include the ADAP Call Center phone number instead of the A.J. Boggs Customer Service phone number (which is currently being forwarded to the ADAP Call Center phone number). Magellan will mail the cards in weekly batches, by client last name. The anticipated project completion date is July 20 th. ADAP Enrollment System The ADAP Enrollment System was initially developed with the minimum functionality needed to ensure clients had ongoing access to medications and health insurance. OA is continuing to ensure that the ADAP Enrollment System can meet the full range of needs. Current efforts are aimed at ensuring that the ADAP Enrollment System can support efficient and timely collection and management of client eligibility, medication assistance, and insurance coverage information. Ultimately, ADAP also needs a system that can support ongoing monitoring, evaluation, and improvement of its programs. 2

19 The ADAP Enrollment System is being developed in stages, with releases of features and improvements every four weeks to support eligibility management, system navigation, data exchange, reporting, quality assurance, and data security. ADAP coordinates each release with training and outreach to ensure enrollment workers and other users are aware of changes and can correctly use any new features. RW Part B: HIV Care Program (HCP) All Fiscal Year 2016/17 HCP and Minority AIDS Initiative (MAI) invoices and/or supplemental invoices for the billing period of April 1, 2016, through March 31, 2017, must be submitted to OA by Monday, May 15, The Ryan White Part B HCP and MAI Year-End Report is due to Care Operations Advisors by May 31, The reporting period is from April 1, 2016, to March 31, The HIV Care Branch is pleased to announce that Jessica Heskin was promoted to Chief, Care Housing Unit and Denise Absher has joined the Care Housing Unit as the newest housing specialist. They will provide oversight and support to the Housing Opportunities for Persons With AIDS (HOPWA) Program, the HCP Housing Plus Project, and other housing services. RW Part B: Clinical Quality Management Program OA s Clinical Quality Management (CQM) committee continues to meet on a monthly basis to ensure that the State continues to have a CQM program that matches the scope of RW Part B funding and services. The CQM staff has been participating in the National Quality Center s end+ disparities Learning Exchange. By using tools from this 9-month national initiative, the CQM committee has prioritized viral load suppression in youth (ages 13-24) as the initial focus for statewide RW Part B quality improvement interventions. To prepare, HCP contractors have been asked to quality check their ARIES data for this population. OA s CQM program in conjunction with the University of California, San Francisco is implementing a pilot project to increase extragenital gonorrhea/chlamydia screening in two RW Part B clinical settings (Ampla Health and Orange County Health Care Agency) to improve STD screening for men who have sex with men who are living with HIV. o On Tuesday, May 16, 2017, 11:00 am to noon, OA in collaboration with California Prevention Training Center, will host a webinar titled 3

20 Improving STD Screening in HIV Care, by Dr. Julie Stoltey. This webinar is open to all healthcare professionals providing HIV prevention and care services. Additional information is available in the two attachments (Improving STD Screening in HIV Care Webinar Flier and Instructions for Participating). AIDS Medi-Cal Waiver Program (MCWP) MCWP staff are conducting onsite Program Compliance Reviews and follow up technical assistance to Waiver Agencies. Twelve Waiver Agencies are scheduled for a Program Compliance Review and/or follow up technical assistance in Project Directors will be contacted a month prior to their site visit with further instructions. HIV Prevention The California Syringe Exchange Supply Clearinghouse will expand availability of naloxone, the lifesaving overdose-reversal medication. Syringe Exchange Programs (SEPs) with established naloxone distribution programs and that are operated by nonprofit organizations will be able to participate immediately. SEPs that want to establish naloxone distribution programs or that are not operated by 501(c)(3) organizations will be provided with capacity-building and technical assistance in the second phase of the project. This initiative aligns with California s comprehensive strategy for addressing the opioid epidemic, which includes naloxone distribution as one of its five main priorities. Surveillance, Research, and Evaluation Deanna Sykes, PhD, recently joined the OA HIV Surveillance Section as the Section Chief. Deanna most recently served as the interim Surveillance Chief as OA worked to fill the position, and she has a long history and a breadth of knowledge about HIV and the work of OA. With her history in prevention research, Deanna will be an excellent resource as OA seeks to increase collaboration and coordination between prevention and surveillance and move forward with implementing data to care. For questions regarding this report, please contact: michael.foster@cdph.ca.gov. 4

21 Co-Chairs: Robert Reed Karim Kahwaji 976 Lenzen Avenue, 2 nd Floor San Jose CA p f May 19, 2017 Jose Ortiz Project Officer Health Resources and Services Administration Division of Services 5600 Fishers Lane, Room 7A-55 Rockville, MD Re: Planning Council Vacancy Progress Report Dear Mr. Jose Ortiz: Pursuant to Item 15 of the terms and conditions of award, we are notifying you of changes in Planning Council composition that impact legislative compliance with reflectiveness or the mandated membership category, and submitting this letter signed by the Planning Council Co- Chairs. We report that 12% of the council members are non-conflicted persons living with HIV/AIDS (PLWH/A) and are receiving Part A funded HIV related services. Revised Planning Council composition and reflectiveness tables are also attached. Since our last report dated April 25, 2017, we have had no change in membership. There is currently one non-aligned consumer applicant who is pending appointment by the Board of Supervisors. The Planning Council has 17 of its 29 positions filled. Although the Planning Council continues to strive for full membership, we have been notified that we are out of compliance with our grant terms and conditions due to low membership. Recruitment is ongoing via efforts from Planning Council members as they speak to consumers informally in the community. We are happy to report that the Planning Council support staff is learning to assist with recruitment efforts. We continue to maintain regular contact with the Board of Supervisors, their aides, and the Clerk of the Board regarding each potential applicant submitted for appointment. Currently, there are four non-planning Council Committee members that participate in committee activities. In addition, the Council is taking a close look at the appointment process with the goal of making recommendations to increase efficiency. One of the recommendations is to reduce the number of Council positions in order to maximize its efficiency. The Council has moved forward with a transition to a 17 member planning body and the proposal will be presented to the Board of Supervisors on June 6, 2017.

22 Vacancies as of May 19, 2017 # Vacant Positions Progress and Plans for filling vacant positions 8 Affected Community/Nonaligned Consumers We are planning to fill these positions via word of mouth at the Food Basket and the HIV Clinic. Ongoing discussion at Committee and Council meetings. We are continually looking for Consumers who are interested in serving on the Planning Council. 1 Part D/children/youth Our current Part D member resigned due to changes in his job, which eliminated his qualification. We are planning to recruit someone from the Youth Program for LGBTQ youth. 1 State Medicaid Agency We are planning to recruit from ACA Providers for this position. 1 Part B Representative State Office of AIDS is planning to fill the part B seat upon hiring additional staff. Currently a State Office of AIDS (SOA) representative is present via teleconference and gives a written and verbal report at each Planning Council meeting. 1 Non-Elected Community Leader We are planning to fill this position via word of mouth and ongoing discussion at Committee and Council meetings. Conclusion The San José, CA TGA has always strived to achieve full Planning Council membership. We report our consumer membership is at 12%. We are reporting a total membership of HIV positive individuals at 41%. We are actively recruiting new members and working with our Project Officer. Sincerely, Robert Reed, Co-Chair Santa Clara County HIV Planning Council For Prevention and Care Karim Kahwaji, Co-Chair Santa Clara County HIV Planning Council for Prevention and Care

23 Roster Part A Planning Council Members TGA: San Jose, CA (Santa Clara County) 1. What is the total authorized/prescribed number of Planning Council members according to council by laws? 2. How many individuals were officially serving as Planning Council members on 05/19/17? 3. Of the members identified in #2, what percentage are PLWH? 4. Of the number of members identified in #2, what percentage are non aligned consumers? 5. Do at least two members of the Planning Council publicly disclose their HIV status? % 12% YES NO Seat # Representative: Category of Representation: Date of Appointment: First Name Last Name (Within 15 designated categories) (Month and year, beginning and ending dates) 1 Vacant Affected Community/Non aligned Consumer 06/ Robert Reed Affected Community/Member at Large 12/2013, 06/ / Chris Baldwin Affected Community/Non aligned Consumer 04/2008, 11/2010, 06/ / Claire Nartker Affected Community/Non aligned Consumer 12/2012, 08/ / Vacant Affected Community/Non Aligned Consumer 06/ Karim Kahwaji Affected Community/Member at Large 06/2014, 06/ / Vacant Affected Community/Non aligned Consumer 06/ Vacant Affected Community/Non aligned Consumer 06/ Vacant Affected Community/Non aligned Consumer 06/ Vacant Affected Community/Non aligned Consumer 06/ Gabrielle Antolovich CBO 11/ / Vacant Affected Community/Non aligned Consumer 06/ Vacant State part B Agency 06/ Vacant Non Elected Community Leader 06/ Vacant Affected Community/Non aligned Consumer 06/ Vacant Part D Grantee or Youth and Family 06/ Rigoberto Valdez Social Services Provider 03/2011, 06/2011, 06/ /2017 (LOA) 18 Robert Smart Formerly Incarcerated 10/ / Soma Sen Health Care Planning Agency 03/ / Lori Salmiery FQHC 01/ / Hilary Armstrong CBO 08/2010, 06/21/2011, 06/10/ / Romida Magnampo Part C 06/ / Paul Hepfer Federal HIV/AIDS Program 02/2011, 06/2013, 06/ / Teddy Daliga Local Public Health 06/ / Candelario Franco CBO 06/ / Deborah Styner Substance Abuse Treatment Provider 03/2013, 06/ / Leslie Bannerman Mental Health Provider 11/2010, 06/2011, 06/ / Vacant State Medicaid Agency 06/ Karl Vidt Affected Community/Member at Large 04/2008, 01/2010, 05/2013, 06/ /2019

24 Table 4: Reflectiveness of Non-aligned Consumers and Planning Council Members by Demographic Group EMA/TGA: San José, CA (Santa Clara County) Total Members as of 5/19/17 17 Total Non-aligned Consumers 2 NOTE: Modes of transmission should be considered when be considered constructing a reflective PLWH membership, Percent Non-aligned Consumers 12% Race/Ethnicity Living with HIV Disease (inc. AIDS) in the TGA through 12/31/15 Members of the Planning Council Non- Aligned Consumers on Planning Council Number Percentage Number Percentage Number Percentage White, not Hispanic % % % Black, not Hispanic % % % Hispanic % % 0 0.0% Asian/Pacific Islander % % 0 0.0% Other/Unknown % 1 5.9% 0 0.0% Total % % % Gender Number Percentage Number Percentage Number Percentage Male % 9 53% % Female % 8 47% % Total % % % Age (Years) Number Percentage <13 years 0 0.0% years 0 0.0% years % % Total %

25 Committee Member List Updated 05/17/2017 EXECUTIVE COMMITTEE 1. Bob Reed, Co-Chair 2. Karim Kahwaji, Co-Chair 3. Claire Nartker, Chair, Planning and Resources 4. Teddy Daligga, Interim Chair, Quality and Standards 5. Soma Sen, Chair, Council Development 6. Candelario Franco, Chair, Education and Awareness 7. Chris Baldwin, Consumer Representative PLANNING & RESOURCES 1. Claire Nartker, Chair 2. Lori Osorio 3. Karl Vidt 4. Romida Magnampo 5. Vacant Jim McPherson, Recipient Technical Support ( ) COUNCIL DEVELOPMENT 1. Soma Sen, Chair 2. Paul Hepfer (LOA) 3. Hilary Armstrong 4. Claire Nartker 5. Vacant Mike Torres, Recipient Technical Support ( ) QUALITY & STANDARDS 1. Rigoberto Valdez, Chair (LOA) 2. Teddy Daligga, Interim Chair 3. Deborah Styner 4. Robert Smart 5. Vacant Beth Orero, Recipient Technical Support ( ) Supriya Rao, Recipient Technical Support ( ) Mike Torres, Recipient Technical Support ( ) EDUCATION & AWARENESS 1. Candelario Franco, Chair 2. Leslie Bannerman 3. Gabrielle Antolovich 4. Chris Baldwin 5. Vacant 6. Hollis Kinner*, Vice Chair 7. Jenna Peterson* 8. Dan Herrera* Positive Voices (Community Caucus) Legislative Subcommittee- TBA, Chair Grievances Subcommittee- Bob Reed & Karim Kahwaji, Chair Jim McPherson, Recipient Tech Support Raj Gill, Recipient Technical Support ( ) Patty Cerrato, Recipient Technical Support ( ) * = Committee Only P:\Main\PH Admin\HIV\2013 PC \Committee Assignments

26 Santa Clara County HIV Planning Council 976 Lenzen Avenue San Jose, CA (408) Committee Reports for May 2017 Co-Chairs: Robert Reed and Karim Kahwaji Quality & Standards Committee, Teddy Daligga, Interim Chair 1. Committee meets on even months only. 2. Next meeting June 7, 2017 at 12:30pm. Council Development Committee, Soma Sen, Chair, May 04, Committee meeting began at 3:40pm. A quorum was present. 2. Discussed results from Retreat evaluation. 3. Discussed low attendance at PC and Committee meetings. 4. Discussed Consumer Input interviews. Legislative Ad Hoc Committee, Soma Sen, Chair, May 04, Committee meeting began at 4:35pm. A quorum was present. 2. Discussed Action Alerts, which are distributed by SF AIDS Foundation. 3. Discussed vulnerability of Ryan White funding with the current Federal administration. 4. Discussed methods to re-engage and re-energize the Council. Planning & Resources Committee, Claire Nartker, Chair, May 16, Committee meeting began at 3:08pm. A quorum was present. 2. Received report from Recipient on Oral Health, Mental Health, and Food Voucher targeted assessments. 3. Reviewed changes to dashboard and provided feedback. 4. Discussed PSRA schedule to be held in July (regular meeting - Epi presentation only) and August (special workshop/special meeting). 5. Discussed new service categories. Education & Awareness Committee, Candelario Franco, Chair, May 17, Committee meeting began at 3:15pm. A quorum was present. 2. Bob reported on the status of the planning council to planning body transition. 3. Discussed Getting to Zero (GTZ) Initiative. Candelario invited all E&A members to attend the GTZ Community Engagement Team. 4. Reviewed three goals/priorities set. This Committee will be recommending these goals to the Community Engagement Team. Executive Committee, Robert Reed & Karim Kahwaji, Co-Chairs, April 26, 2017 Planning Council Structure & Function Ad Hoc Committee, Claire Nartker, Chair, May 31, 2017