San Antonio Area HIV Services Planning Council: Committees

Standing Committees

Standing committees shall meet regularly and report on their recommendations at each regular meeting of the Planning Council. Standing committees may be comprised of Planning Council members, as well as advisors and non-Planning Council members. Each standing committee shall be encouraged to recruit at least one (1) person living with HIV/AIDS (PLWHA). All committee meetings are open to the public, and interested parties are encouraged to attend. The standing committees of the San Antonio Area HIV Health Services Planning Council include:

Executive (EXEC) Committee

Meets the 3rd Wednesday of the month at 10:30 a.m.

Shall consist of the officers of the Planning Council and the Chair/Co-Chairs of each standing committee.

The following are the Executive Committee core responsibilities:

  • Ensuring the work of standing committees progresses in an orderly and integrated fashion;
  • Coordinating the efforts of all standing committees involved in the development of the Ryan White Grant Application;
  • Coordinating the work of the Planning Council with the Administrative Agency;
  • Reviewing the performance of the Administrative Mechanism;
  • Establishing a Grievance Committee, when needed, as set forth in Addendum B attached to these Bylaws;
  • Receiving reports from Committee Chairs;
  • Reviewing and investigating any violations of the Code of Conduct, and if warranted, recommending the removal of a Member for cause;
  • Setting the date and agenda for each Planning Council meeting; and
  • Performing other duties as may be required or assigned by the Co-Chairs of the Planning Council or by vote of the Planning Council.

Needs Assessment (NA) Committee

Meets the 1st Thursday of the month at 10:30 a.m.

The following are the NA Committee core responsibilities:

  • Developing and implementing a needs assessment strategy that will provide data that guides the development of the TGA continuum of care, contents of grant applications, and the intent and strategic direction of the Comprehensive Plan.
  • Developing an assessment strategy in collaboration with the Grantee (Administrative Agent).
  • Participating in the Statewide Coordinated Statement of Need; and
  • Performing other duties as may be required or assigned by the Planning Council.

Fiscal Monitoring and Reallocation (FMRA) Committee

Meets the 2nd Thursday of the month at 2:30 p.m.

Membership of the SPSA Committee shall be limited to persons living with HIV/AIDS (PLWHA) and service providers not funded under any Ryan WhitePart A program. Ryan White Part A programs can be given the opportunity to come before committee and present pertinent information. The following are the SPSA committee core responsibilities:

  • Monitor priorities and expenditures and recommend to the Planning Council any reallocation of funds;
  • Requesting pertinent data and information from the Grantee (Administrative Agent) to assist the Planning Council in making decisions for the priority setting among service categories and distribution of funds to these service categories in accordance with RWHATEA procedures;
  • Providing guidance regarding the purchase of services that will be used in developing Requests for Proposals; and
  • Performing other duties as may be required or assigned by the Planning Council.

Comprehensive Planning and Continuum of Care (CPCC) Committee

Meets the 1st Thursday of the month at 2:30 p.m.

The following are the CPCC Committee core responsibilities:

  • Developing the TGA’s Continuum of Care, service category Standards of Care, service category definitions, and defining service category Units of Service;
  • Reviewing and developing a Comprehensive Plan every three years in accordance with the RWHATEA, in collaboration with the Grantee (Administrative Agent);
  • Reviewing biannually the progress of Comprehensive Plan goals and objectives, in collaboration with the Grantee (Administrative Agent);
  • Designating a member of the CPCC Committee to serve on the Quality Management Committee and report progress reports to both the CPCC Committee and the Planning Council; and
  • Performing other duties as may be required or as assigned by the Planning Council.

Membership/Nominations/Elections (MNE) Committee

Meets the 1st Thursday of the month at 1:00 p.m.

The following are the MNE committee core responsibilities:

  • Recruiting, screening and recommending potential candidates for Membership to the Planning Council;
  • Tracking Planning Council membership classifications and demographics, as well as changes in population affected by HIV/AIDs;
  • Recommending appropriate Membership classification and representation modifications;
  • Notifying the Planning Council of vacancies;
  • Ensuring all Planning Council members, including new Members, receive orientation and training provided by the Planning Council in coordination with the Administrative Agent;
  • Recommend to the Executive Committee that a person be removed from the Planning Council for failing to fulfil his/her responsibilities in accordance with these Bylaws or Planning Council Code of Conduct;
  • Reviewing the nomination process;
  • Creating a public relations process;
  • Establishing a mentoring program;
  • Tracking member attendance at Planning Council and Committee meetings; and
  • Performing other duties as may be required or as assigned by the Planning Council.

People’s Caucus (Caucus) Committee

Meets the 1st Friday of the month at 12:00 p.m.

The People’s Caucus was established to strengthen full and effective participation of people with HIV/AIDS, provide feedback on Planning Council activities, and provide input into Planning Council processes. The Caucus will have one community-elected Chair, as well as one appointed by the Planning Council Co-Chairs.

The following are the Caucus core deliverables:

  • Assisting the other committees of the Planning Council to assure that the work of the Planning Council is performed in a culturally sensitive manner;
  • Identifying traditionally underserved and hard to reach populations, and creating relationships with each; and
  • Performing other duties as may be required or as assigned by the Planning Council.