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Executive Committee

The Executive Committee is responsible for governance tasks of the Planning Council and acts on behalf of the Council in special circumstances. The Executive Committee shall consist of the Planning Council Chair, Chair-Elect, Secretary, Chairs of standing committees, a Part A and Part B Grantee Representative, and two (2) PLWH/A Representatives at large. The Part A Grantee Representative shall be a non-voting member of the Executive Committee. Standing Committee Vice Chairs have voting privileges at the Executive Committee only if they are attending in the absence of their committee’s Chair. The responsibilities of the Executive Committee include:

  • Act as a governance committee, delegating Planning Council standing and ad hoc committee responsibilities in order to ensure coordination and compliance with all administrative deadlines.
  • Preside over all disciplinary processes.
  • Review and approve plans, actions and recommendations of standing and ad hoc committees prior to ratification by the full Planning Council.
  • The Executive Committee shall finalize the Planning Council agenda prior to each Planning Council meeting.
  • Accept nominations and recommend a ballot of officers to be elected by the Planning Council.

The Executive Committee shall appoint Planning Council ad hoc committees as necessary, such as Bylaws, Comprehensive Plan, and Ethics. Ad hoc committees are short term with specific tasks and are time limited.

View Executive Committee meeting agendas and minutes.

Planning Committee

Membership in the Planning Committee is open to all Planning Council Members. The Planning Committee is responsible for the following:

  • Create and update the EMA’s Comprehensive Plan for HIV/AIDS Services in collaboration with the Grantee Office.
  • Identify un-met needs and gaps in services and the needs of special populations, and develop plans for response.
  • Identify emerging policy issues and adjust the Comprehensive Plan to minimize disruption of services.
  • Work with Planning Council Support to ensure an annual update of the EMA Needs Assessment in order to identify emerging needs, and recommend response strategies to the full Planning Council.
  • Oversee the development of an annual priority setting process, to include data presentations.
  • Facilitate collaborative planning between all parts of the Ryan White Program and other governmental and community-based agencies.
  • Report to the Council the level of funding in the EMA for Part A funded services from other government agencies, private foundations and other sources.
  • Review and update as necessary the Memorandum of Understanding between the Grantee and the Planning Council.
  • Recommend, develop and prioritize special studies and projects based in the Comprehensive Plan.
  • Organize quarterly Town Hall meetings.

View Planning Committee meeting agendas and minutes.

Resource Allocation Committee

Resource Allocation Committee membership is restricted to un-conflicted and unaligned Planning Council members, except the Chair-Elect of the Planning Council who serves as Chair of the Committee. The Resource Allocation Committee is responsible to the Planning Council and the community for the following:

  • Review and recommend allocating funds under Ryan White Part A.
  • Assist in the establishment of priorities to be funded.
  • Assist in determining Part A funding allocations for each of the ranked service priorities.
  • Maintain input and information exchange with the PLWH/A Caucus.
  • Report quarterly expenditures to the Planning Council.
  • Develop the Ways to Best Meet Needs (directives).
  • Develop strategies for the optimal use of resources.
  • Recommend to the Council a plan for distribution or reallocation of Part A funds between the approved service categories.
  • Identify services that are no longer necessary to be funded with Part A funds due to underutilization or services are been provided another funding source.

View Resource Allocation Committee meeting agendas and minutes.

Evaluation Committee

Evaluation Committee membership is open to all Planning Council members. The Evaluation Committee is responsible for the following:

  • As may be determined to be necessary by the Planning Council, assess the effectiveness of the service delivery system within the EMA in meeting identified needs via aggregated data provided by the Grantee; and make strategic recommendations for improvement.
  • Monitor and assess the efficiency of the Administrative Mechanism in rapidly allocating funds to the areas of greatest need within the EMA.
  • Monitor and assess the processes of the Planning Council.
  • Monitor and assess the impact of Part A funds and programs within the EMA as outlined in the current Comprehensive Plan.
  • In collaboration with the Grantee, develop and maintain standards of care in accordance with best practice standards where available for the relevant service category.

View Evaluation Committee meeting agendas and minutes.

Membership Committee

The Membership Committee is open to all Planning Council members. The Membership Committee is responsible for the following:

  • Maintain Membership Matrix of the Planning Council.
  • Maintain parity, inclusion and representation among Planning Council membership.
  • Recruit applicants as mandated by HRSA's guidelines.
  • Interview and recommend membership applications for nomination.
  • Develop and oversee ongoing training, leadership development.
  • Develop strategies for membership retention.
  • Develop the Planning Council's Marketing Plan, recruitment strategies and materials.
  • Recommend committee assignments for all members.
  • Verifying Council members qualifications to hold office.

View Membership Committee meeting agendas and minutes.