MN HIV Services Planning Council Meeting
Council Members Present:
|
|
Ron Schut
|
LeMonte Graham
|
Eric Meininger
|
Rae Frank
|
|
Francis Mark |
Dean Halland
|
Jim Lawser
|
Bob Hansen
|
Gary Novotny
|
Sarah Senseman
|
Andy Ansell
|
Ephraim Olani
|
Antonio Marante
|
Aaron Keith Stewart
|
Dan Capouch
|
Susanne Pfeil
|
Gilbert Achay
|
|
Council Members Absent:
|
|
Lois Crenshaw - LOA
|
Lee Lewis - excused
|
|
John Cyzon -
excused |
Ojuolape Olagbaju - LOA |
|
Gwendolyn Velez
– unexcused |
Willie Wesley - unexcused |
|
Ama |
|
|
Consultant: |
|
|
Allison Rojas – CCG |
Becky Kroll - CLEAR |
|
Guests: |
|
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Kathleen Anderson |
Ron Kemmet |
|
Rob Pioli |
Allain Hankey - |
|
Stephen Poljack |
Roger Henley |
|
Karin Sabey |
Jerry Moss |
|
Reverend G. Allen Foster |
Jody Smeby |
|
Ben Ostrom |
Trudy Cariveau |
|
David Jewison |
Joan Othieno - CSAD |
|
S. Marie Graham |
|
|
G-HAT: |
|
|
John Suhr - |
Julie Hanson Pérez – MDH |
|
Eduardo Parra - |
Dave Rompa - DHS |
|
Jonathan Hanft - |
Redwan Hamza –
DHS |
|
Sheila Murphy - |
|
Staff:
|
|
Wendi Kistner
|
Lori Lippert
|
Tim Sullivan
|
|
I.
Welcome
and Introductions; Lighting of the Candle
The meeting was called to order at
II.
Review
the Minutes of May 9, 2006 Meeting and Proposed Agenda
The meeting minutes were approved by unanimous consent. The agenda was approved by unanimous consent.
III.
Open
Forum
·
Joan Othieno, CSAD Project Wrap-up – Joan
attended the meeting to present two articles she wrote about the CSAD report. The full, national report will be released in
February. Joan directed the Planning Council
to several pages in the articles and discussed its content. Joan is trying to get the site report
finished by the end of June. Joan
thanked everyone on the Planning Council and those who she interviewed for
their help and support.
o
Jody Smeby, Impact of Cost Share Closures on
HCMC Patients – Jody is the Ryan White benefits counselor at
IV.
Co-chair
Report
·
ADAP Forecast Meeting with Assistant
Commissioner Coleman – Aaron Keith, Andy, Dave, Debra, and Jonathan met
with Shirley York, DHS Division Director and DHS Assistant Commissioner Loren Coleman
to talk about the ADAP forecast. As long
as there are no major bumps in the road, the ADAP program will be solvent
through June, 2009.
·
Meeting with Title II Grantee Re: MOU and
Roles & Responsibilities in Title II Planning – The Title I and II
grantees, Council co-chair Andy Ansell and Council interim staff coordinator
Lori Lippert met recently to discuss creating a more formal mechanism for
defining the roles and responsibilities of the Council and the Title II
grantee. The meeting went well in terms
of laying the ground work for creating a process to do this work. The Co-chairs will keep the Council informed
as to the development of this work.
V.
Staff
Report
· Staffing Update –
o
Welcome Tim - Tim Sullivan is the new Planning
Council Coordinator. His first day was
o
Coordinator Transition – Lori is planning to give
transitional support to Tim and the Council through the allocations process. Lori will also be working with the Council in
the future to develop and deliver Council trainings and orientations.
VI.
Title
I Update, Jonathan Hanft,
·
Staffing Update – Welcome Sheila. Sheila Murphy is the new Quality Management Coordinator. Her first day was
·
Title I Grant Conditions of Award Submitted
–On
·
2005 Final Expenditure Report – Jonathan
walked the Planning Council through the final expenditure report for 2005. Title I FY 2005 ended
VII.
Title
II and ADAP Update, Dave Rompa, DHS
·
Formulary committee update and waitlist
decisions – The formulary committee met last week to look at the
recommendations made to DHS for having a waitlist. Although the committee did not support the
waitlist concept they put forth a model of how they would like the waitlist
system to work should it need to be implemented. DHS agrees with the committee recommendations
and will get a final report to the Planning Council. The thing to remember is this will only be
implemented if needed and it is a working document that can change based on
information as it becomes available.
·
Program HH staff changes – Steven Pojack
has joined the team. Insurance
Specialist Duane Bandel reduced his hours and Eligibilty Specialist Mary
Halvorsen resigned. Steven will be
helping with Mary’s responsibilities until her position is replaced. Then he will take on the responsibilities of
an Insurance Specialist.
·
AIDSline Planning –AIDSline funding from
the Dept. of Health was cut in Feb/March by 47%. DHS sees the AIDSline as being a useful means
of directing people to the DHS programs, particularly people in Greater MN and
were concerned about this cut. DHS met
with MDH and pulled resources together to find funding so MAP can continue
operating this program for another year.
DHS will be contributing rebate funds for this purpose until
·
Cost share questions – In the last 18
months there have been a variety of closures.
The 29 clients mentioned in the HCMC report do not come close to the
numbers DHS has (DHS has a much lower count of cases that have been closed due
to failure to pay cost-share.) These
clients could have closed for reasons other than cost share. Cost share program
is a permanent policy for all MN Healthcare Programs and will not go away when
budget crises go away. DHS is planning
to present the Planning Council with a cost share report each August. Lori asked if cost share report could come at
a time that would be more in sync with Planning Council planning cycle—every
other August the Council will be busy with allocations. Dave stated that this is not possible as a
report cannot be generated before the state’s fiscal year ends on June 30th. The Council referred the matter of working
with DHS to develop a helpful reporting format for this annual report to the
Needs Assessment and Evaluation Committee.
One suggestion is to get accurate projections of the hardship the cost
share is causing.
·
Redwan gave a cost share program update. In phase III, 107 clients were identified as
being in arrears but only four cases were closed. DHS will extend people’s coverage if there
are circumstances that prevent them from getting their forms filled out in time. A member asked, if there are sufficient
rebate funds available to support the AIDSLine, can’t these funds be used to
increase the support for cost share?
Dave said no—rebate money is not a reliable source of on-going funding
and is better used for “one-time” needs.
He suggests the Council reallocate unspent Title I and II funds that are
being unspent throughout the year towards cost-share assistance, if it is
needed. Redwan said that as of May, 2006
over $14,000 has been refunded to clients when the program identified
over-payments.
·
Program HH forecast – The forecast looks
good through June, 2009. DHS HIV/AIDS
Programs staff are working to get an allocation from the legislature to
partially support the Drug Program. They
will have a better read of their chances for success by January/February. Program changes due to Medicare Part D and
MCHA are things that could cost more money.
VIII.
Committee
Reports (Community Participation Committee on hiatus)
Planning & Priorities
·
ACTION
ITEM – approval of carry-over budget. The carry-over amount from FY 2005 is
$316,767. Planning & Priorities and
Executive committees have approved of this proposal. A motion was made to approve the carry-over
proposal. A member asked, in light of
the cost-share discussion, if there was a way to give some of the money for
health care. There is already an
allocation for primary care and these funds can be used for co-pays. Jonathan said that it is hard to allocate
carry-over for cost-share without having a clear idea of what is going to be
needed. The concern was raised that
doing mid-year re-allocations next year doesn’t cover people who are being
closed right now. An amendment was made
to use some of the 2005 carry-over for cost share assistance in order to increase
the cap and lift the rule that people can only use cost share assistance 8 out
of 12 months every year. Lori asked if
we know there is not enough money or if there is money there but people are
maxing out their limits. Yes – they are
maxing out their limits. Jonathan asked
if the motion could be written to allow the grantee flexibility to put the
funds towards either primary medical care or cost-share assistance, depending
on the grantee’s analysis of need. Ron
made an amendment that the top two items be lumped together so funds can be
administered to these based on need. The
motion was approved by unanimous consent.
·
ACTION
ITEM – care advocacy definition changes – The committee wanted
to add clarity where there was confusion.
Information regarding Quick Connect is being removed from care
advocacy. (motion and approval of item
includes all definition changes and appears below)
·
ACTION
ITEM – primary care definition changes – Language will be added so
that funds can be used to pay for co-pays and co-insurance costs. Sarah made an amendment to add deductibles to
this list. (motion and approval of item
includes all definition changes and appears below)
·
ACTION
ITEM – outreach definition changes – Examples were added because
people were confused what inreach and outreach are. (motion and approval of item includes all
definition changes and appears below) [PLEASE NOTE: Following the Council meeting, staff realized
that we inadvertently used a form of this definition that had come out of the
P&P committee, not the definition as it was later amended and approved by
the Executive Committee. The definition
that was supposed to be presented to the Council did not list “tables at
festivals” as an example of allowable outreach activities since this is
expressly NOT allowed by HRSA. The
correct definition will be presented to the Council for another vote at the
July meeting.]
·
ACTION
ITEM – referral definition changes – The information removed
from care advocacy regarding Quick Connect will be added in this
definition. The name “Quick Connect”
will not be used. A motion was made to
accept all the definition changes with amendment. The motion was approved by unanimous
consent.
·
ACTION
ITEM – changes to allocation process – During this
Prioritization & Allocation process some suggestions were made on how the
allocations process will be run and facilitated. Francis made a clarification that although
the meeting will be open and there will be an open forum time anyone who is not
a Planning Council member will not be able to speak unless specifically
asked. A motion was made to accept the
allocation process. Sarah asked if there
has always been an open forum time. In
the past there has not been an open forum but since there is open forum
scheduled at each Planning Council meeting it made sense to give that
time. The Council and guests had a brief
discussion about how to handle the open forum time, both at the August meeting
and all PC meetings. The Operations
Committee will work on this issue—specifically, procedures for open forum and
making those procedures publicly known (suggestions: posting on the website and including in the
memo that is mailed out with meeting notices).
A motion was made to accept the proposal, with amendment about the
process for getting on the open forum.
The motion was accepted by unanimous consent.
o
A motion was made to divide open forum time for
the allocations day meeting among the number of people who come to the
meeting. There was one opposition and
one abstention. The motion passed by
majority.
Needs Assessment and Evaluation
·
ACTION
ITEM – approve process for 2006 assessment of administrative
mechanism – Every year an assessment of the grantees is done. The NA&E committee has developed a plan
to improve this process but there isn’t time to implement those changes this
year. More information on the new
process will be presented at a later date.
A motion was made to accept the current proposal. The motion was accepted by unanimous consent.
Operations
·
Recruitment Reminder – The Planning
Council is still recruiting. Interviews
are being held June 29th and 30th.
Community Voice
·
Recruitment Luncheon Report – The luncheon
went well. Community Voice committee
members did an outstanding job. There
were eight invited guests who came to learn about the Planning Council.
IX.
Prioritization
Instructions
Prioritization packets were distributed to Planning Council members. Lori explained the information included in the packet. A member asked if all Council members would be given a master list showing how each Planning Council member voted. Overall members felt it was not a good idea to have names attached to the master list but breaking the total votes out by individuals (indicated by a number, not by name) voted is okay.
X.
Learning
Stations
Planning Council members rotated in groups through learning stations,
receiving service area/activity data at each stop.
·
Substance Abuse & Mental Health Services
·
Health Education / Risk Reduction & Psychosocial Support Services
·
Treatment Adherence & Legal Services
·
Other Support Services
XI.
2006
Consumer Needs Assessment – Preliminary Report, Allison Rojas, CCG/POI
Allison, from CCG, attended the meeting to provide some preliminary data to the Planning Council on the Needs Assessment survey. Allison presented the data to the Planning Council and asked for feedback on how to better present the final data. 390 surveys were completed and 379 surveys were analyzed. Allision asked for suggestions on how to best present the data in the final report.
Suggestions:
· State clearly if someone went to get services and wasn’t able to vs. someone who needed services but didn’t try to get them.
· Becky asked to add non-metro EMA data to the report
·
There was a brief discussion about how to
identify/classify people who were not born in the
· Keep age groupings consistent with the HRSA categories.
·
It would be helpful to see how dental
information compares to the general population.
XII.
2005
HIV/AIDS Epidemiology Update, Luisa
Pessoa-Brandao, MN Dept. of Health
Luisa Pessoa-Brandao, from MDH,
attended the meeting to give current 2005 epi data. The full data is available on the MDH website
for review. There are 7824 HIV
infections in MN as of
XIII.
Announcements,
Evaluation, Next Agenda
·
The July Planning Council meeting will be held
at the
·
Dan Capouch will be resigning his Council
position because he is moving to
Meeting Adjourned at
Meeting Summary:
·
Joan Othieno gave a final report during the open
forum on the CSAD project. Once the
· Tim Sullivan, the Planning Council Coordinator, and Sheila Murphy, the Quality Management Coordinator, were both hired since the last Planning Council meeting.
· Jonathan walked Council members through the Year 10 final expenditure report.
· Dave gave an update on the formulary committee’s decision regarding a waitlist, the changes to Program HH staff, a cost share update, and the AIDSLine funding.
·
ACTION
ITEMS: (Action item #1) The carryover proposal, in the amount of $316,767
was approved as proposed by the Planning & Priorities and Executive
committees. (Action items #2-5) Minor changes were made to some of the service
area/activity definitions. (Action item #6) The allocations process was approved, with an
amendment regarding how one signs up to be on the open forum. (Action
item #7) Open forum time at the allocations meeting will be divided among
the number of people who request to speak during the open forum. The motion was passed by majority with one
abstention and one opposition. (Action item #8) The process for evaluating the Title I grantee
will remain the same as last year.
·
The prioritization sheets were handed out to
Planning Council members. Forced choice
sheets are due back to the Planning Council office by
·
Planning Council members attended learning
stations.
·
Allison Rojas reported preliminary data on the
needs assessment surveys. There were 390
surveys collected and 379 of them will be used.
·
Luisa Pessoa-Brandao reported on the current
2005 epi data. In 2005 there were 7824
HIV infections.
Documents Distributed
Before the Meeting:
· Agenda
·
Meeting minutes from
· Meeting summaries
· Action items for: FY 2005 carry-over spending plan and supporting documentation, care advocacy definition change and supporting documentation, primary care definition change and supporting documentation, outreach definition change and supporting documentation, referral definition change and supporting documentation, 2006 allocations process and supporting documentation, evaluation of the administrative mechanism and supporting documentation.
· Evaluation of the grantee form
·
Final spending report
Documents Distributed
At the Meeting:
· HIV/AIDS MDH 2005 Epi Update
·
CSAD Findings and Recommendations for The Journal of Health Care for the Poor and
Underserved
·
CSAD Context for the Project in the Twin Cities
for The Journal of Health Care for the
Poor and Underserved
· Funding and Cost Projections for MN Program HH and Insurance Programs
·
DHS HIV/AIDS Division Final Cost Share Closure
Update – Phases I-III
WK/tds/lgl