Understanding how the money flows How the grant funds we receive become services for the areas of greatest need.

Organizational Chart Fort Worth – Arlington TGA Not Employed by Tarrant County - Volunteers Chief Elected Official B. Glen Whitley Tarrant County Public Health Tarrant County Auditor’s Office (Fiscal Staff) Tarrant County Public Health Administrative Agency (Drake, Muttiah, Castoreno, Thomas, De Kernion, Admin.) North Central Texas HIV Planning Council Support Staff (Schield, Flores) North Central Texas HIV Planning Council (PC) Subcontractor s Executive Committee Allocations Committee Comprehensive Planning Committee Positive Voices Coalition Evaluation Committee External Review Committee (ERC) External Grievance Committee (EGC)

First. It is a long process from the time we hear about funds being available to spending all the money.

So, let’s look at the timeline Ryan White Part A Cycle Client Need / Assessmen ts / Input received August 2014 FOA is released for 2015 – 2016 funding cycle October 2014 grant submitted for April 2014 Allocations for 2015 – 2016 determined February 2015 NGA Received for October 2014 RFP Released for 2015 funds November 2014 ERC reviews and scores applications for 2015 February 2015 Re-allocations and contracts for year determined March – 2016 Grant Cycle Begins March 2015 – February 2016 Monitoring and Auditing June 2015 – Jan 2016 Reallocations and Redistributions April 2015 Allocations for 2016 – 2017 determined August 2015 FOA is released for 2016 – 2017 funding cycle October 2015 grant submitted for February – 2016 Grant Cycle Ends March – 2017 Grant Cycle Begins November Unspent / Rollover Funds received February Contracts executed for 2015

Add all the grants to the cycle January February September March August HOPWA PART C PART A PART D PART B STATE SERVICES

Planning Council Responsibilities The Planning Council does not fund agencies. They fund service categories

Administrative Agency Responsibilities

The Planning Process Determining Need Positive Voices Input Surveys Agency Feedback Council Questions Needs Assessment Comprehensive Plan and Plans to Address Needs Establishing Priorities Services What are critical service are needed? Standards for the Services Special emphasis or instructions What resources does it take to meet the priorities? Assessment of the Process Annual Assessment of the Mechanism(s) used to distribute funds rapidly to the priority areas

Planning Council Allocations Initial total allocations for service (NOT AGENCIES) category needs Submit to AA and to funding source Revise based on funding reward received Throughout year, funds originally allocated to a category, might get returned … or the region receives additional funds from a funding source. The funds get REALLOCATED into service categories which have demonstrated or potentially show increased need ALLOCATION S COMMITTEE

The Funding and Contract Process Clearing up lingo confusion The Administrative Agency submits a grant application for a Funding Opportunity Announcement (FOA) to receive area funding. The Administrative Agency seeks Requests for Proposals (RFP) from potential service providers to the AA funding announcement.. AA grant applications are submitted annually for each FOA RFPs from agencies are submitted in “tiers”

Funding Decisions for Agencies Actual funding for a service category is based on the ideal funding requested and its percentage of the actual funding received Non-conflicted, County Judge appointed, community External Review Committee (ERC) members review and score RFP applications (Supplemental Score) Technical Review of the RFP are completed by the AA RFP applications are given a score based on percentage of clients retained in Medical Care (Formula Score) Factors which determine the funding received by agencies CONTRACTS PROCESS BEGINS

The Contracts Awards sent to agencies Assurances and Budgets Submitted to AA Corrections, Revisions, Final Approvals written into Contract Agencies approve and sign contracts Contracts Sent to District Attorney Office DA approved signed contracts sent to Commissioners Court Contracts fully executed and signed by County Judge Awards sent to agencies Within 3 days of receiving allocations Within 1 week of agency award announcement Within 2 weeks of agency submitting budget Within 2 weeks Within 1 day Within 2 weeks ~ 2 weeks

And That’s the Way the Money Goes WE HOPE THIS HELPS MAKE $ENSE