MN HIV Services Planning Council
Meeting Minutes for October 14, 2003
Redeemer Missionary Baptist Church

 

 

I.       Welcome and introductions; lighting of the candle

Paul called the meeting to order at 9:05 a.m.  Introductions were made.  Dave Rompa introduced Loren Hollman, Assistant Commissioner of DHS, who gave members a brief overview of his background and interest in the Planning Council’s work.

 

Paul announced that Sarah is beginning her leave of absence, anticipating the arrival of her baby so Andrea is taking her seat as acting co-chair.  He then asked Andrea to light the candle.  She started by saying that it is an honor to serve the Council as co-chair.  She continued by saying that she is lighting the candle to remember those in our state who are living with AIDS and to remember why the Planning Council is here.

 

II.     Review the minutes and proposed agenda

The minutes were approved by unanimous consent.

 

III.   Prioritization presentation

A.                Brief data presentation

Becky handed out abbreviated SAR information for emergency financial assistance and emergency housing assistance then reviewed the information. 

 

B.       Provider presentation, Emergency Financial Assistance and Emergency Housing Assistance

Paul explained the process for the presentation.  Megan added that worksheets were handed out to all Planning Council members so they could take notes during the presentations.  Planning and Priorities will review the worksheet to finalize the information and questions included.  Ken then began the presentation by reintroducing himself and Regina, his supervisor.  Provider information sheets were also passed out for members to review.  All presentations are being audio taped and members can contact the office to arrange to hear check out the tapes.

 

B.                 Discussion

Ken and Regina then fielded questions from members.

 

IV.              Election

Debra updated members on the election process.  Gary Novotny had not been interviewed prior to the last election so his nomination is being forwarded for a vote this month.  Likewise, LeMonte Graham’s nomination for co-chair of the Operations Committee is being forwarded for a vote today.

 

Election results: LeMonte Graham was voted in as co-chair of the Operations Committee and Gary Novotny was voted in as a new member.  Welcome Gary and congratulations to LeMonte.

 

V.                  Co-chair update

Paul gave the update.  He reported that the Council is coming up on its prioritization process and today’s presentation was the first in preparing for the process.  Megan reported that Planning and Priorities will be conducting a mock prioritization in the Planning Council so members can give feedback and get familiarized with the new process.

 

Last week Care Systems Assessment Demonstration (CSAD) project officers were in town for a two-day site visit.  Jonathan reported that approximately 60 African born individuals were present for the first day of the visit.  There are two parts of the study – 1) comprehensive assessment of the service system and 2) rapid assessment, detailed qualitative information.  The information will be used to address gaps in services and develop strategies for getting folks in to care.  The next phase is to hire staff – there are multiple positions available and job descriptions have gone out.  Applications are due by October 27^th.  Training for the team coordinators will be in the first week of December.  Members asked questions clarifying the process.  Jonathan reported that the job descriptions are being posted widely, including throughout the African community and to all those who attended the site visit amongst others.  Members of the CSAD advisory committee will be involved in the interviews.

 

VI.     Title I update – Jonathan Hanft

Jonathan handed out information for the update.  He reported that HRSA has approved our carryover request.  Grantee staff also submitted conditions of award for Minority AIDS Initiative (MAI) funds to HRSA.  Jonathan passed out additional information on the background of MAI funding and members asked clarification questions.  Grantee staff is also continuing to work on the application, which is due in late October.

 

MDH will be conducting a service utilization update 9:00 am to 12:00 noon on October 29^th including a CLRS overview and Supplemental HIV/AIDS Service (SHAS) update.  Please RSVP to Tina Kline by next Tuesday, her number is 612-6765-5232.

 

The next all vendor meeting will be December 10^th at Snelling Office Park in the Mississippi Room.  Care providers and prevention providers will be there.  This is an all day event; Planning Council members are invited.

 

VII.   Title II update – Dave Rompa

Dave handed out a written update.  DHS has not heard about their carryover proposal but hope to soon.  DHS is still in the running for the SAMHSA grant and hope to have a final decision by the end of the month.  This is a five-year grant for $2.5 million dollars, working with community agencies in four counties that MDH and DHS collaborated on.

 

Dave also reported that the Office of Refugee Resettlement (ORR) grant closes at the end of February 2004.  Currently DHS is applying for additional funding, with much assistance from MDH, to continue working with African populations focusing on the Liberian, Sudanese, Ethiopian and Oromo populations. 

 

Changes in Minnesota health care programs became effective October 1^st.  DHS is still waiting to see what the full impact of those changes will be.  There are some system changes that continue to be implemented so it’s difficult to know when people reach their maximum coverage, etc.  Amy suggested that members notify anyone they know with HIV who may have one of the state health insurance plans to call the DHS program line as soon as possible to try to make sure there are no gaps in coverage.

 

Currently there is no movement on with ADAP at a congressional level.  In Minnesota, money will start to run out in December.  Until the next allocation rebate money will be used to cover medication costs until ADAP becomes available again. 

 

Dave reported staff changes.  Jody Smeby is now working for HCMC; Brian Jorgenson has been hired to take her place.  Ama Sabah is now working as a refugee coordinator.

 

Guidance for the Title II application has not been received yet.  The application is due in March.

 

VIII.MHSPC staff updates

·        Meeting logistics

Mary Doyle mentioned that there have been several comments from individuals who are HIV Positive who cannot attend meetings during the day.  The Executive Committee is suggesting one evening meeting, tentatively set for May, so that those who can’t regularly participate could attend.  MOTION:  Lois moved Lee seconded holding the May meeting in the evening to allow for those who cannot attend day meetings to have access to attend a meeting.  Passed with one opposed.

·        Grantee Evaluation Results

Mary Doyle handed copies of the grantee results that were compiled.  Overall the responses were very positive.

 

Mary Doyle then updated members on a catch up training for new members and those who missed the July retreat on Wednesday, November 19^th from 9:00 a.m. to 11:00 a.m. at Hennepin/Powderhorn Partners.  Anyone who has an interest is welcome to attend.  The Operations Committee also decided to conduct a follow up session from the retreat on January 12^th from 11:30 a.m. to 4:30 p.m. location to be announced, lunch will be provided.

 

David B. said that 9:00 a.m. meetings are very difficult for him to make because of the travel time involved.  Consensus of the group is that this new location works well and the Council will continue to meet here for the time being.

 

IX.     Continuum of Prevention and Care for approval

Julie passed out copies of the Continuum of Prevention and Care (COPC), along with copies of her presentation.  She began by giving a brief history of the document.  The Continuum of Care was originally established by the Planning Council and is a model of an ideal system of care regardless of potential funding sources.  Last fall prevention services were added to create the combined document.  These changes were reviewed and approved by the Planning and Priorities Committee and sent to the Executive Committee for approval. 

 

There are three main elements: populations, disease states, and service categories.  She briefly reviewed the populations identified and states of the disease.  With respect to service categories, three were identified: essential care and prevention (formerly called core) services, essential access services, and HIV additional services.  The COPC is intended to assist the Task Force and Planning Council in determining what priority prevention and care services should be implemented; inform various groups, agencies, and providers about which services are needed throughout the continuum and help identify areas for collaboration; and inform the general community beyond the HIV world about the needs of the community.  Historically the document is revisited, reviewed and potentially revised every few years – the assumption is that would continue.  The Task Force will be reviewing the document for approval in November.

 

MOTION:  Megan moved David B. seconded approving the Continuum of Prevention and Care as presented.  Passed unanimously.

 

X.                Committee  – written reports, time for questions, discussion

Due to time constraints written committee reports were presented with all actions items being tabled.

·        Planning and Priorities Committee

·        HIV Positive Committee

·        Needs Assessment and Evaluation Committee

·        Community Participation Committee

·        Operations Committee

Action items

·        By-laws presentation and discussion

MOTION:  Bob N. moved Megan seconded approval of the revised by-laws that were mailed out to members.  AMMENDED MOTION:  approval of the by-laws with the following changes:  to hold elections one month prior to the beginning of terms (instead of two months prior); to add the Title I representative to the list of mandated representatives; PC co-chairs be appointed by Board of Commissioners and Commissioner of DHS as new members are officially appointed; and clarification of the attendance policy for those with 80 or less points will be asked to resign.  Passed unanimously.

 

XI.     Prioritization presentation

A.                Brief data presentation

Becky handed out utilization data for the home health care service area.  Note after the meeting:  An error was found on the Home Health Care SAR - a "7" was missing on the epi for transmission category.  The correction has been made on the SAR and copies of the corrected SAR will be available at the November meeting.

 

B.                 Provider presentation Home Health

Mary Magnuson gave an overview of Family & Children’s Services and the services they provide.  Mary Stoltz gave members written information.  She then gave an overview of the services provided.  This presentation is also being audio taped for future review.

 

C.                 Discussion

Members asked clarification questions. When the providers had left the meeting Debra Smith raised the question of equity in terms of provider materials distributed to Planning Council members.  The Planning and Priorities Committee reiterated their intent that all providers be limited to distributing their answers to the presentation format form developed by the committee.   The Planning Council staff collected the extra written information distributed by Family and Children’s Services.

 

XII.   Announcements, next agenda, meeting evaluation

There were no announcements.

 

Documents distributed at or before the meeting:

·        Agenda and September 9, 2003 meeting minutes

·        Revised by-laws

·        Title I update outline

·        Minority AIDS Initiative (MAI) FAQ Report & Allocation summary

·        Abbreviated Home Health Care SAR

·        Service provider information regarding Home Health Care (which was collected by staff in an effort to keep materials distributed by providers limited to the one page presentation format sheet).

·        Abbreviated Emergency Financial Aid SAR

·        Abbreviated Emergency Housing Assistance SAR

·        Service provider information regarding Emergency Housing Assistance and Emergency Financial Aid

·        Provider presentation feedback forms

·        Service area presentation worksheet

·        Continuum of Prevention and Care (COPC)

·        COPC presentation handout

·        Title II report

·        Committee meeting summaries

·        Grantee evaluation results

·        Ballots for supplemental election

·        Meeting evaluation

 

MOTION:  David moved Randy seconded adjournment of the meeting.  Passed unanimously.

Adjourned at 12:00 noon