Southwest Florida Regional HIV/AIDS Council (RHAC)

Date: May 23rd , 2012 Time: 9:30AM – 11:30 AM Place: Charlotte County Health Department Attendees: Attached list

I. Dr. Hartner called meeting to order at 9:30. Dr. Hartner skipped the Consent Agenda due to not having quorum at that time. The meeting began with reports.

II. HOPWA and Ryan White Part B Grant- Peggy Brown announced that the Health Planning Council of SW Florida was awarded both the HOPWA and the Ryan White Part B contracts for the next grant cycle beginning October 1 2012, with a three year renewal. The amounts of both contracts have not been announced yet. HPC will send out the details as it receives them.

III. Dr. Hartner went back to the Consent Agenda after Peggy gave her report. The Consortia now had quorum. Dr. Hartner asked the Consortia if anything needed to be pulled from the Consent Agenda, the Client Satisfaction Survey Results were pulled. Motion for approval A. Gallager. Second R.Bobo.

Dr. Hartner discussed the Client Satisfaction Survey Results. She would like to see the next results be arranged by gender, race and ethnicity. P. Brown stated that the results were very similar across the board with 95% approval overall and no significant difference for any demographic. If individual agencies would like to see a breakdown of their results and they had more than ten responses, they can e-mail [email protected].

IV. Financials – M. Waite presented the contract year 4/1/11-3/31/12. M. Waite explained the under spending and return to the State of $19,899.15 was due to dental that was encumbered but not delivered. One dental provider had a new dentist come on board near the end of the Ryan White 11-12 contract, and was not comfortable providing the dental services on the client’s dental plans of care without him personally seeing the client and re-doing their plans. These services will probably be re-authorized during the contract extension or in the next fiscal contract year. HPC spent over 98% of their contracted dollars, so we were in compliance with the State. Dr. Hartner asked if there is a way to avoid the dental spending spree at the end of the contract. J. Flores stated that HPC has a plan to do more revisions throughout the year instead of one large revision at the end. J. Flores stated that when looking at the 1/12 spending from the States perspective, the billing is actually 30-45 days behind. R. Bobo brought up the way HPC provides a Guidance for ancillary services, especially dental, and asked if areas stay below the dental guidance can it change? M. Cuffage said many months they roll over clients to the next month , and could HPC move to a 1/10 instead of the 1/12? Dr. Hartner suggested the subcontractors be less cautious in spending. S. Craig asked if they can

1 Southwest Florida Regional HIV/AIDS Council (RHAC)

authorize/bill more than there 1/12. M. Waite said as long as the agencies were looking at their guidance’s. Ancillary spending will be discussed at the next case managers meeting. There was nothing to report on the contract extension, spending was on track. HOPWA Financials- M. Waite presented the current snapshot. Area 8 is currently 27% underspent. Client counts are significantly down from last year at this time. A. Johnston discussed the limits on the Food and Transportation due to restrictions. Dr. Hartner asked about the $15.00 limit on the food cards. S. Barrows stated that since HPC had just opened up these line items this year, and only 2% of the Support Services funding was used for it, HPC limited the amount to ensure the cards would last through the contract year. HPC currently has Winn Dixie and Publix cards. K. White stated that U-Save had closed in Hendry County. R. Bobo stated that Save-A-Lot was the only other store within the area which could be used J. Flores suggested to A. Johnston that HPC re-looks at Save A Lot. K. Hustad asked A. Johnston if it was possible to get the cards in bulk, instead of one at a time. As long as there was sufficient documentation in the client file and a log is kept with all the MIP numbers the cards were issued to this would be acceptable. A. Johnston explained the documentation is necessary for audit purpose. K. Hustad also discussed reasons why Area 8 is not spending all their allotted HOPWA money. She felt we were being penalized for following all the program guidelines including leveraging funds, section 8 not having a wait list, and we are serving less clients. R. Bobo asked about issues in the rural areas. K. White explained that many landlords in the rural communities do not want to sign a W-9 because they do not want the rent monies as income. Without a W-9, HPC cannot pay a landlord. This includes DeSoto, Glades and Hendry counties. R. Bobo asked J. Flores to ask HUD for technical assistance in regards to the rural areas. Dr. Hartner felt R. Bobo had a valid request. Dr. Hartner then asked if HPC HOPWA program knew what the other small counties were doing to implement the HOPWA program. J. Flores will get information from Craig Reynolds, our Bureau HOPWA contact. K.Hustad then asked about Tenant Based Rental Assistance (TBRA) and other types of supportive housing. P. Brown stated that no new TBRA programs were allowed unless the counties already were implementing it. Currently only Jacksonville and Monroe county implement TBRA. The current HOPWA guidelines were discussed. K. Hustad said her agency has the HOPWA clients attend a budget class to teach them budget vs. expenses. J. Flores talked about the limit on the 147 days. S. Craig said that many clients are on the Patient Assistance Programs (PAP) which free up client dollars so they do not need HOPWA. S. Garcia brought up the fact that anyone with a felony cannot access Section 8 housing. AICP budget- M. Waite briefly went over the current budget. There are no clients on a waitlist at this time.

Clinical Committee- No report

Ad Hoc Survey Committee –S. Craig presented the new draft Client survey. The new condensed survey is for both HOPWA and Ryan White. It is actionable and a reasonable length. Dr. Hartner asked that HOPWA be added to the last question on the survey.

Motion was made to begin using the survey 6/1/12 by S. Craig. Second by Cheryl Adams. The survey will in English and Spanish. It will be emailed out as well as added to the HPCSWF website.

PCPG- No update

V. Prevention Update – – J. Acevedo reported the prevention committee did meet on April 12, 2012. The CBO’s have a plan to collaborate on a response to the grant proposals. The state is expected is issue the Request for Proposals (or Agreements) in late June or July. It is still unknown what the parameters or dollar amounts for the grants will be. The committee has prepared for a number of possibilities. The plan covers all of the counties without overlap. It combines elements of a number of different interventions and strategies. There are different variations for the rural versus urban areas. The committee is continuing to prepare for the grant cycle.

VI. HOPWA Update - J. Flores reported he has the HOPWA contract amendment for HPC and will email as soon as he returned to the office.

Proper Use of HOPWA Funds- HOPWA funds cannot be used to off-set insurance premiums. The HOPWA rule states that the need must be “unexpected and unbudgeted”. It must be part of the HOPWA clients Plan of Care. J. Flores stated that HUD is coming to Florida sometime in the near future to do an audit.

VII. Mac Update –A. Zamot said that 6/27/12 is National HIV/AIDS testing day. A faith based initiative called “ Our Church Lights the Way” will be all throughout the month of June. Many churches will be opening their doors and provide free HIV testing. A. Zamot asked if each county could get 1-2 faith based sites to participate it would help. Each counties DIS will also be participating. Prevention dollars Are being spend innovatively on these initiatives per county. Charlotte, Collier DeSoto, and Hendry PTC wrote a draft plan on how the dollars are being spent. A. Zamot stated that there are talks to do a Man Up Event in Sarasota.

VIII. Public Comment- Comprehensive Care Clinic has a new site in Northport that will be opening in the next 3-4 months. This site will have a doctor and case management twice a week. IX. Charlotte, DeSoto and Sarasota are submitting a Part C application.

X. DR. Hartner adjourned the meeting.

The next RHAC Meeting will be July 25th, 2012 at The Charlotte County Health Department.