1. HIV Planning Council of New York Committee Structure & Progress Report January 2009 Jan Carl Park, MA/MPA, Governmental Co-Chair Soraya Elcock, Community Co-Chair HIV Planning Council of New York Committee Structure & Progress Report January 2009 Jan Carl Park, MA/MPA, Governmental Co-Chair Soraya Elcock, Community Co-Chair

3. People Living With HIV/AIDS Advisory Group AG

4. The mission of the PLWHA AG to the HIV Planning Council is to advocate for the interests and needs of people living with HIV/AIDS in the planning and evaluation of Title I services, and to ensure the empowerment and participation of PLWHA in the Part A planning process. The AG may, in addition, advocate for non-Part A HIV/AIDS issues.

5. AG Accomplished SeptemberOrientation, Co-Chair Nominations OctoberCo-Chair Election, Budget Crisis NovemberMedicaid Part D, By-Laws Ad-Hoc PLWHA Forum Planning DecemberPC Co-Chair Election, CHAIN Co-Morbidities, Community Activism Survey JanuaryHIV Disclosure, Budget Cuts Accomplished SeptemberOrientation, Co-Chair Nominations OctoberCo-Chair Election, Budget Crisis NovemberMedicaid Part D, By-Laws Ad-Hoc PLWHA Forum Planning DecemberPC Co-Chair Election, CHAIN Co-Morbidities, Community Activism Survey JanuaryHIV Disclosure, Budget Cuts

6. AG To Be Accomplished FebruaryNAPWA Community Forums, DOT Transportation, DHS/HASA MarchMedicaid Reforms, Youth Issues, Positive Sex Forum Report April DOE HIV Curriculum May PSRA Process June PLWHA Forum, Planning Council Budget JulyPicnic, October Elections To Be Accomplished FebruaryNAPWA Community Forums, DOT Transportation, DHS/HASA MarchMedicaid Reforms, Youth Issues, Positive Sex Forum Report April DOE HIV Curriculum May PSRA Process June PLWHA Forum, Planning Council Budget JulyPicnic, October Elections

7. Consumer Committee CC

8. The Consumers Committee is charged with the following duties: Ensure meaningful and substantial involvement of PLWHA in all Planning Council activities through decision making process; Collaborate with RMC in recruitment measures, such as outreach efforts, to secure appropriate consumer representation on the PC; Collaborate with RMC in retention measures, including orientation, training and mentoring, to help consumer members stay engaged and participate fully; Work with staff to see that issues of financial support for consumer involvement are addressed appropriately and within CARE Act guidelines.

9. CC Accomplished OctoberConsumer Input, Comprehensive Plan NovemberConsumer Input, CAB Survey, Comprehensive Plan DecemberConsumer Input, CAB Survey, Comprehensive Plan JanuaryExpanded Consumer Focus Groups CAB Guidelines Task Force Accomplished OctoberConsumer Input, Comprehensive Plan NovemberConsumer Input, CAB Survey, Comprehensive Plan DecemberConsumer Input, CAB Survey, Comprehensive Plan JanuaryExpanded Consumer Focus Groups CAB Guidelines Task Force

10. CC To Be Accomplished February Outreach/recruitment for Consumer Focus Groups, CAB Guidelines Task Force MarchConsumer Focus Groups AprilNew Member Recruitment MayNew Member Recruitment JuneFY 10 Budget Review JulyFY 10 Budget Review To Be Accomplished February Outreach/recruitment for Consumer Focus Groups, CAB Guidelines Task Force MarchConsumer Focus Groups AprilNew Member Recruitment MayNew Member Recruitment JuneFY 10 Budget Review JulyFY 10 Budget Review

11. Tri-County Steering Committee Tri-County

12. The Westchester County DOH (WCDOH) is the single local entity responsible for the intra-regional disbursement and administration of Part A funds for the Tri-County (Westchester, Rockland, and Putnam) region. Part A service priorities for the New York EMA, as mandated by the CARE Act, are established annually by the New York HIV Health and Human Services Planning Council. The local Tri-County Part A Steering Committee conducts planning on the Council's behalf for the Tri-County region.

13. Tri-County Accomplished OctoberReview Goals/Objectives of the Comprehensive Plan NovemberReview 1 st Draft Comprehensive Plan DecemberReview Final Draft Comprehensive Plan, CHAIN Co-Morbidities Report Accomplished OctoberReview Goals/Objectives of the Comprehensive Plan NovemberReview 1 st Draft Comprehensive Plan DecemberReview Final Draft Comprehensive Plan, CHAIN Co-Morbidities Report

14. Tri-County To Be Accomplished FebruaryApprove FY09 Scenario Plan MarchApprove FY09 Spending Plan April May Approve FY09 Reprogramming Plan JuneApprove MAI FY09 Spending Plan JulyApprove FY10 Application Spending Plan To Be Accomplished FebruaryApprove FY09 Scenario Plan MarchApprove FY09 Spending Plan April May Approve FY09 Reprogramming Plan JuneApprove MAI FY09 Spending Plan JulyApprove FY10 Application Spending Plan

15. Executive Committee EC

16. The Executive Committee is charged with the following duties: (a) Provide oversight and management of Planning Council. (i)Create an annual Planning Council performance agenda that specifies objectives with deadlines and responsible parties. (ii)Monitor the Council’s progress in meeting its objectives. (iii)Develop and approve agendas for meetings of the Planning Council. (iv)Conduct business on behalf of the Planning Council on an emergency basis or where not assigned to other Committees. (v)Ensure that the structures, policies and procedures of the Planning Council are appropriate to its mandated responsibilities.

17. EC (b)Oversee coordination of committee functions. (i)Monitor the work of each Committee to ensure collaboration. (ii)Review and make final recommendations to the full Planning Council on all reports and motions from standing committees, ad hoc committees and working groups. (iii) Provide guidance and corrective support as necessary to ensure committee success in meeting objectives. (c)Supervise membership composition and disciplinary proceedings. (i)Using recommendations from the Rules and Membership Committee, provide the Mayor with a slate of nominees for Planning Council membership. (ii)Review advice from Rules and Membership Committee concerning disciplinary actions for individual Planning Council members and, if warranted, recommend appropriate corrective action to Planning Council.

18. EC Accomplished OctoberOverview of Comp Plan, Vote MAI Spending Plan NovemberVote on Revision of Base Spending Plan (Emergency Rental Asst. and Outreach) DecemberVote on FY08 Base Carryover Funds Accomplished OctoberOverview of Comp Plan, Vote MAI Spending Plan NovemberVote on Revision of Base Spending Plan (Emergency Rental Asst. and Outreach) DecemberVote on FY08 Base Carryover Funds

19. EC To Be Accomplished FebruaryReview/Approve PSRA FY09 Scenario Plan MarchReview/Approve FY09 Spending Plan Based on Award AprilMeet As Needed May Review/Approve IOC/PSRA FY09 Reprogramming Plan JuneReview/Approve PSRA MAI FY09 Spending Plan JulyReview/Approve PSRA ‘10 Application Spending Plan To Be Accomplished FebruaryReview/Approve PSRA FY09 Scenario Plan MarchReview/Approve FY09 Spending Plan Based on Award AprilMeet As Needed May Review/Approve IOC/PSRA FY09 Reprogramming Plan JuneReview/Approve PSRA MAI FY09 Spending Plan JulyReview/Approve PSRA ‘10 Application Spending Plan

20. Finance Committee Finance

21. The Finance Committee is charged with the following duties: obtain and review fiscal information from the grantee in a timely manner; when necessary, seek clarification of fiscal information from the grantee; evaluate fiscal information from the grantee for completeness and accuracy; access the efficiency of the administering agency in rapidly allocating funds to areas of greatest need; disseminate financial data, as needed, to the Council and its committees.

22. Finance Accomplished OctoberReview 1 st Qtr Base Spending, Review 4 th Qtr MAI Close Out, Disseminate Financial Data to EC and Council Accomplished OctoberReview 1 st Qtr Base Spending, Review 4 th Qtr MAI Close Out, Disseminate Financial Data to EC and Council

23. Finance To Be Accomplished JanuaryReview 2 nd Qtr Base Spending, Review 1 st Qtr MAI Report AprilReview 3 rd Qtr Base Spending, Review 2 nd Qtr MAI Spending JulyReview 4 th Qtr Base Close-Out Review 3 rd Qtr MAI Spending; Assess Administrative Mechanism To Be Accomplished JanuaryReview 2 nd Qtr Base Spending, Review 1 st Qtr MAI Report AprilReview 3 rd Qtr Base Spending, Review 2 nd Qtr MAI Spending JulyReview 4 th Qtr Base Close-Out Review 3 rd Qtr MAI Spending; Assess Administrative Mechanism

24. Policy Committee Policy

25. The Policy Committee is charged with the following duties: Ensure that the Planning Council is informed of and responds to emerging national, state, and local policy concerns and develops recommendations as needed.

26. Policy Accomplishments OctoberOrientation, Work Plan NovemberLetter re: Lift HIV Travel Ban DecemberProtocol for sign-on letters; Letter re: Reauthorization; Letter re: National AIDS Strategy; Letter re: Drug Czar Appointment; Letter re: FY09 Appropriations JanuaryLetter re: Reauthorization; Report on CAEAR Coalition Activities Accomplishments OctoberOrientation, Work Plan NovemberLetter re: Lift HIV Travel Ban DecemberProtocol for sign-on letters; Letter re: Reauthorization; Letter re: National AIDS Strategy; Letter re: Drug Czar Appointment; Letter re: FY09 Appropriations JanuaryLetter re: Reauthorization; Report on CAEAR Coalition Activities

27. Policy To Be Accomplished FebruaryFollow-up Obama “First 100 Days” Transition Requests, Reauthorization MarchReview Impact of 2009-2010 City Budget, Reauthorization AprilReview Impact of 2010 State Budget, Reauthorization; Report on CAEAR Coalition Activities May Reauthorization JuneReauthorization JulyReauthorization; Report on CAEAR Coalition Activities To Be Accomplished FebruaryFollow-up Obama “First 100 Days” Transition Requests, Reauthorization MarchReview Impact of 2009-2010 City Budget, Reauthorization AprilReview Impact of 2010 State Budget, Reauthorization; Report on CAEAR Coalition Activities May Reauthorization JuneReauthorization JulyReauthorization; Report on CAEAR Coalition Activities

28. Needs Assessment NA

29. The Needs Assessment Committee is charged with the following duties: (a) Manage all required needs-assessment activities, which include data gathering and analysis: – (i) select topics to investigate to contribute to the Planning Council’s assessment of local needs for treatment and care services – (ii) review epidemiological and service utilization data; – (iii) estimate and assess unmet need and service gaps; – (iv) inventorying available resources including identification of other funding streams that support HIV/AIDS care; and – (v) review information on the capacity and capability of the system of care.

30. NA (b) Ensure that the other committees receive objective information, in user-friendly formats, required to fulfill their duties. (c) Collaborate with the Integration of Care Committee in the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for the comprehensive plan by HRSA. (d) Participate in development of the statewide coordinated statement of need. (e) Assess the effectiveness of funded services in addressing the Planning Council’s priorities and allocations. (f) Collaborate with grantee in assessing the cost effectiveness and outcome effectiveness of funded services.

31. NA Accomplished SeptemberReview HRSA Comp Plan Guidance (Goals & Objectives) OctoberReview Evaluation Component of Comp Plan NovemberReview 1 st Draft Comp Plan DecemberReview Final Comp Plan; CHAIN TRT Update; Co-Morbidity Report JanuarySpecial Populations: Transgender Accomplished SeptemberReview HRSA Comp Plan Guidance (Goals & Objectives) OctoberReview Evaluation Component of Comp Plan NovemberReview 1 st Draft Comp Plan DecemberReview Final Comp Plan; CHAIN TRT Update; Co-Morbidity Report JanuarySpecial Populations: Transgender

32. NA To Be Accomplished FebruarySpecial Populations (Women of Color), Needs Assessment MarchSpecial Populations (MSM of Color), Needs Assessment AprilSpecial Populations (Over 50), Needs Assessment, Data Day Planning May Special Populations (Immigrant Populations), Needs Assessment, Data Day JuneRecommendations to PSRA JulyRecommendations to PSRA To Be Accomplished FebruarySpecial Populations (Women of Color), Needs Assessment MarchSpecial Populations (MSM of Color), Needs Assessment AprilSpecial Populations (Over 50), Needs Assessment, Data Day Planning May Special Populations (Immigrant Populations), Needs Assessment, Data Day JuneRecommendations to PSRA JulyRecommendations to PSRA

33. Integration of Care IOC

34. The Integration of Care Committee is charged with the following duties: (a) Review and recommend ways to strengthen the system of care in the New York EMA so that PLWHA remain in care, and PLWHA who are outside the care system are returned to and maintained in care. (b) Describe services that address needs identified by the NA Committee and that will ensure access to and maintenance in HIV- related primary care and supportive services. (c) Coordinate with other HATMA programs and AIDS/HIV services. (d) Oversee the development of a comprehensive plan for the organization and delivery of HIV services following the distribution of a guidance for a comprehensive plan by HRSA.

35. IOC Accomplished Oct./Nov.Reviewed Vision/Values, Goals/Objectives/Action steps of Comp Plan To Be Accomplished Jan.-Apr.Review Service Category Guidance for RFP (Home Care, Housing, Food & Nutrition, Outreach) Apr/MayAdopt Service Category Guidance Develop Reprogramming Items Accomplished Oct./Nov.Reviewed Vision/Values, Goals/Objectives/Action steps of Comp Plan To Be Accomplished Jan.-Apr.Review Service Category Guidance for RFP (Home Care, Housing, Food & Nutrition, Outreach) Apr/MayAdopt Service Category Guidance Develop Reprogramming Items

36. Priority Setting & Resource Allocation PSRA

37. The Priority Setting and Resource Allocation Committee is charged with the following duties: (a) Periodically review the tool used to establish priorities (b) Set priorities for services provided by HATMA based on: – (i) Needs assessment data; – (ii) Cost-effectiveness and outcome-effectiveness data; – (iii) Priorities in HIV-infected communities; and – (iv) The availability of other governmental and nongovernmental resources (c) Allocate resources based on needs and existing services

38. PSRA Accomplished OctoberMember Orientation; Vote on MAI Carryover NovemberVote Revision of ‘09 Base Spending Plan DecemberVote ‘09 Base Carryover Plan JanuaryScenario Planning for FY09 Award Accomplished OctoberMember Orientation; Vote on MAI Carryover NovemberVote Revision of ‘09 Base Spending Plan DecemberVote ‘09 Base Carryover Plan JanuaryScenario Planning for FY09 Award

39. PSRA To Be Accomplished FebruaryFinalize FY09 Scenario Planning MarchConfirm FY09 Spending Plan Based on Award, Begin FY10 Priority Setting Process AprilConfirm FY09 MAI Reprogramming Plan, Continue FY10 Priority Setting Process MayConclude FY10 Priority Setting Process; Begin FY10 Resource Allocation Process JuneConclude FY10 Resource Allocation Process JulyAdopt FY10 Budget To Be Accomplished FebruaryFinalize FY09 Scenario Planning MarchConfirm FY09 Spending Plan Based on Award, Begin FY10 Priority Setting Process AprilConfirm FY09 MAI Reprogramming Plan, Continue FY10 Priority Setting Process MayConclude FY10 Priority Setting Process; Begin FY10 Resource Allocation Process JuneConclude FY10 Resource Allocation Process JulyAdopt FY10 Budget

40. Rules & Membership Committee RMC

41. The Rules and Membership Committee is charged with the following duties: (a) Implement open-nominations proceedings (b) Participate in member recruitment efforts (c) Collaborate with Consumers Committee in outreach and member recruitment efforts. (d) Collaborate with Consumers Committee in member orientation, training and development. (e) Manage, interpret, enforce, review and update Planning Council By-Laws. (f) Oversee all conflict-of-interest policies and manage grievance proceedings.

42. RMC To Be Accomplished FebruaryAttendance Review, By-Laws Update, Develop New Member Recruitment Plan MarchAttendance Review, By-Laws Update, Implement New Member Recruitment Plan AprilAttendance Review, Submit to EC By-Laws Recommendations, Conclude New Member Recruitment Plan MayAttendance Review, Review PC New Member Applications JuneAttendance Review, Interview PC New Member Applicants JulyAttendance Review, Submit nominations to EC To Be Accomplished FebruaryAttendance Review, By-Laws Update, Develop New Member Recruitment Plan MarchAttendance Review, By-Laws Update, Implement New Member Recruitment Plan AprilAttendance Review, Submit to EC By-Laws Recommendations, Conclude New Member Recruitment Plan MayAttendance Review, Review PC New Member Applications JuneAttendance Review, Interview PC New Member Applicants JulyAttendance Review, Submit nominations to EC

43. Planning Council Mission Statement The vision of the Planning Council is that people living with HIV disease in the New York Eligible Metropolitan Area will have access to appropriate, quality services across the continuum of care, resulting in the best possible health and quality of life. Members of the Committees and of the full Planning Council work together to ensure that this goal is achieved.