PLANNING COUNCIL Salus Center 3545 Lafayette Ave. Room #1412D

Transcription

1 PLANNING COUNCIL Salus Center 3545 Lafayette Ave. Room #1412D Meeting Date: Wednesday, October 10, 2018 Time: 10:00 a.m. Minutes are recorded Members Attending: M. Butler (co-chair), L. Gilden (co-chair), P. Kojima, L. Mayhew, D. Gassett, N. Myers, B. Malone, E. Williams, E. Burries, J. Brewer, S. Schmidt Guest: L. Friend, W. Bradley, T. Smoker, T. Hampton, S. Etopare, B. Jackson, J. Jones, M. Goudy, K. Jupka, V. Williams, I. Reid, K. Ballard, R. Mosley, S. Moore, J. Jones, G. Taneh, R. Rafter, C. Saurberry, P. Collins Staff Attending: R. November, D. Stepney All members are referred to by first initial and last name. Welcome and Introductions Welcome Moment of Silence Roll call Announcements: B. Malone announced the gate code had changed. The Forum, hosted by Williams and Associates, will take place October 12 th 14 th at UMSL. The Forum is a brave space for open dialogue that focuses on black community members in the Midwest that are impacted and disproportionately affected by HIV and other health disparities. Williams & Associates received a Substance Abuse and Mental Health Services Administration (SAMHSA) Grant to work with Black MSM surrounding substance abuse and to expand current work with Mpowerment. P. Kojima encouraged members to get their flu shot before the end of October and that insurance is not required to get the vaccine. Approval of Minutes 09/12/2018 o Minutes approved by consensus. 1

2 Grants Administration (GA) Report Grants Manager Update o In the process of hiring a new contract compliance officer. o FY2017 Carry-over request received. o FY2019 Ryan White Part A Grant application was submitted. Care Strategy o Case Management Leadership is working with the State Case Management organization to explore options for updating the case management system in the St. Louis Transitional Grant Area. Minority AIDS Initiative (MAI) o The Direct Enrollment Services provider will be changing in FY19. Coalition Member Appoints o DOH Director has inquired with the Mayor s office about state of appointments. o Working with Planning Council Leadership and Support to develop a feedback document for the Mayor. Quality Updates o Client Satisfaction Survey in response to the Assessment of the Efficiency of the Administrative Mechanism (AAM). Site Visits o Subrecipient site visits will begin being scheduled in October and include both fiscal and program implementation. FY2018 Expenditure Report (Balances as of August 31, 2018) Expenditure percentage should be at 50% for 6 months of service delivered. Part A Core Medical Services o Initial Award: $836,746 o Amendments/Adjustments: $2,904,642 o Current Budget: $3,741,388 o Reported Expenditures: $2,042,430 o Available Balance: $1,698,958 o Percentage of funds expended: 54.6% (4.6% over-expended) Support Services o Initial Award: $251,777 o Amendments/Adjustments: $1,020,490 o Current Budget: $1,267,267 2

3 o Reported Expenditures: $637, o Available Balance: $634,755 o Percentage of funds expended: 50.1% (0.1% over-expended) Total: o Initial Award: $1,088,523 o Amendments/Adjustments: $3,925,132 o Current Budget: $5,013,655 o Reported Expenditures: $2,679,942 o Available Balance: $2,333,713 o Percentage of funds expended: 53.5% (3.5% over-expended) Minority AIDS Initiative (MAI) Core Medical Services o Initial Award: $67,276 o Amendments/Adjustments: $212,715 o Current Budget: $279,991 o Reported Expenditures: $124,180 o Available Balance: $155,811 o Percentage of funds expended: 44.4% (-5.6% under expended) Support Services o Adjusted Budget: $16,955 o Amendments/Adjustments: $102,592 o Current Budget: $119,547 o Reported Expenditures: $18,457 o Available Balance: $101,090 o Percentage of funds expended: 15.4% (-34.6% under expended) Total: o Initial Award: $84,231 o Amendments/Adjustments: $315,307 o Current Budget: $399,538 o Reported Expenditures: $142,637 o Available Balance: $256,901 o Percentage of funds expended: 35.7% (-14.3% under-expended) 3

4 Grants Administration provided the Monthly Recipient Fiscal Narrative Report. Fiscal Summary Part A services: Expenditures for the year to date as expected is $2,679,942 for total Service allocation for Part A. Part A- MAI services: Expenditures for the year to date are lower than expected, $142,367 due to unprocessed invoices, staff vacancies, lower demand during this part of the year. This situation is not expected to result in under-expenditures sufficient to require reallocations. The Planning Council has asked for information on service categories that are 15% over or under expected expenditures. PART A: Part A expenditures are 53% and should be 50%. Service Category expenditures Service Category expenditures more than 15% below the more than 15% above the expected 50% expected 50% Ex: Oral Health-ILL. Spending at Oral Health MO spending at about 33.60% less than projected. about 44.50% more than projected. Hygiene Kits- MO: Spending at about 50% less than projected because no invoices have been received. Hygiene Kits-IL: Spending at about 50% less than projected because no invoices have been received. Medical Transportation-ILL. Spending at about 50% less than projected because no invoices have been received. Health Insurance pre./cost sharing assistance-ill. Spending at about 43.50% less than projected. Food Bank/Home-delivered meal (ILL.). spending at about 19.30% less than projected because of high demand for services. Emergency Financial Assist (MO). Spending at about 39.6% more than projected because of high demand. Other Professional Services spending at about 27.20% more than projected because of high demand for services. 4

5 PART A-MAI: MAI Expenditures are 36% and should be 50%. Service Category expenditures more than 15% below the expected 50% Emergency Housing Services. Spending at about 32% below projections Referral for Healthcare/Support Services Spending at about 44% below projections because we have only received one invoice. Service Category expenditures more than 15% above the expected 50% Funding Allocations Funds have been allocated in accordance with the service category allocations approved by the Planning Council and the subsequent revised allocations which were approved by the Planning Council in June, 2018 based on the Final Notice of Award. An amendment was done to increase the Emergency financial assistance allocation for Illinois by $5000. The additional $5,000 would pay for 8 more Ryan White clients who need assistance with their utilities. There is currently no other funding available to cover these costs. FY2017 Carryover When the fiscal year ends, any money that is remaining, a report is sent to HRSA to request Carryover funds and show how the Carryover funds will be spent. PC approved the estimate and allocation of the FY2017 Carryover Request and Grants Administration sent the report to HRSA in July The request was approved and the funds have been received. Now, the money must be spent before the end of the contract year which is February 28, The Executive Committee made the following recommended allocations for FY2017 Carryover and brought to Planning Council for approval. 5

6 Part A: $82,647 Sources for FY2017 Part A Unobligated Funds Reported by the Recipient Ryan White Part A FY2017 Part A Formula: Administration FY2017 Part A Formula: Quality Management FY2017 Part A Formula: Core and Support Services (Total) Total Part A Formula Unobligated Funds: $6, $59, $16, $82, Medical Transportation: $15,600 o The Executive Committee recommended $15,600 to provide bus passes for clients in emergency housing to assist them in finding stable housing. [Bus pass ($78) x 40 clients x 5 months]. Food Bank/Home Delivered Meals (MO): $20,000 o The Executive Committee recommended $20,000 for hot meals/groceries. Food Bank/Home Delivered Meals (MO): $14,250 o The Executive Committee recommended $14,250 to provide clients with a second hygiene kit consisting of toiletries and household cleaning supplies. [$15 per kit x 950 clients = $14,250] o The provider is on track to purchase all the items for both kits. Food Bank/Home Delivered Meals (IL): $2,250 o The Executive Committee recommended $2,250 to provide clients with a second hygiene kit consisting of toiletries and household cleaning supplies. [$15 per kit x 150 clients = $2,250]. Emergency Financial Assistance (MO): $10,884 o The Executive Committee recommended $10,884 to provide clients with utility assistance. Other Professional Services (MO): $19,663 o The Executive Committee recommended $19,663 to provide clients with legal services. Legal services include: disability appeals, power of attorneys, social security appeals, living wills, and permanency planning. o Currently, Other Professional Services is overspending for the year. July had the most referrals to date showing the demand is there. 6

7 Minority AIDS Initiative (MAI): $69,110 Sources for FY2017 MAI Unobligated Funds Reported by the Recipient Minority AIDS Initiative (MAI) FY2017 MAI: Administration $7, FY2017 MAI: Quality Management $7, FY2017 MAI: Core and Support Services (Total) $55, Total Part A Formula Unobligated Funds: $69, Housing: $25,000 o The Executive Committee recommended $25,000 to provide an additional month of rental assistance for MAI clients in MAI emergency housing. [$500 (avg. per month) x 50 clients] (50 clients is the number of clients served in MAI emergency housing). Early Intervention Services (EIS)(MO): $27,508 o The Executive Committee recommended $27,508 to fund EIS in FY2018 at the same level of funding as FY2017. Early Intervention Services (EIS)(MO): $16,602 o The Executive Committee recommended $16,602 to fund needs assessment lostto-care surveys to be administered by Disease Intervention Specialists (DIS) workers. Motion: The Planning Council made a motion to approve FY2017 Carryover Allocations. o Discussion: No discussion o Vote: 9 yes 0 no o Outcome o FY2017 Carryover approved. 7

8 Committee Reports Executive Committee o The Executive Committee brought forward FY2017 Carryover Request recommendations. o Executive Committee representatives met on October 9 th to do a mock resource allocation and to develop a process to complete allocations for the flat-funded budget. Care Strategy Committee o No current updates. Needs Assessment and Comprehensive Planning Committee o The Needs Assessment Committee is working on getting surveys out and will be looking at the revised client survey next month. Membership and Training Committee o The Membership and Training Committee reviewed Planning Council attendance. o The Membership and Training Committee are preparing for technical assistance to discuss recruitment. o The Membership and Training Committee discussed the HIV Coalition Training timeline. Policies and Procedures Committee o The Policies and Procedures Committee did not meet. Priority Setting and Resource Allocation (PSRA) Committee o The PSRA Committee brought forward the FY2019 Planning Council timeline. Consumer Advocacy Committee (CAC) o The CAC reviewed complaints and grievance processes. o Had a meeting via video chat with HRSA consultant Hila and Atlanta Planning Council to discuss recruitment and ways to make the meetings more consumer friendly. Regional Prevention Advisory Group (RPAG) o Meeting tomorrow at 10 am at the Thomas Dunn Learning Center Prevention and Care Subcommittee (PACC) Update o The Prevention and Care Subcommittee brought forward revised HIV Coalition Bylaws. o Motion: The Planning Council made a motion to approve revised HIV Coalition Bylaws. 8

9 Discussion: o No discussion Vote: o 9 yes o 0 no Outcome The HIV Coalition Bylaws were approved. Planning Council Support Staff Update o Planning CHATT (Community HIV/AIDS Technical Assistance and Training) Technical Assistance Update PC is moving into Phase II of the Technical Assistance (TA). The next phase will focus primarily on consumer engagement and recruitment. Phase II will end in November. The next onsite site visit is scheduled October In addition to CAC members, PC Co-chairs and Membership and Training Committee will be participating. The TA will cover the following topics: CAC Roles and Responsibilities Implementation of CAC Roles and Responsibilities Development of a Framework for a Recruitment Plan Structure and Content of CAC Meetings Roles and Responsibilities of Individual CAC Members Public Comment Time was allowed for Public Comment. New Business No new business Adjourn L. Gilden adjourned the meeting. Next Meeting: November 14, 2018 at 10:00 a.m. at the Salus Center- Room #1412D 9