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Standing Committees
Standing committees shall meet regularly and report on their recommendations at each regular meeting of the Planning Council. They may be composed 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 (PLWH/A). 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, but are not limited to the following:
Executive (EXEC)
Meets the 2nd Monday of the month at 3 p.m.
Shall consist of the officers 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 in the development of the Grant Application
- Coordinating the work of the Planning Council with the Administrative Mechanism
- Reviewing the performance of the Administrative Mechanism
- Defining Planning Council Grievance Procedures
- Reviewing filed grievances
- Setting the agenda for each Planning Council meeting
- Performing other duties as may be required or assigned by the Chairs of the Planning Council or by vote of the Planning Council
Needs Assessment and Priority Setting (NAPS)
Meets the 1st Wednesday of the month at 2 p.m.
The following are the NAPS committee core responsibilities:
- Developing and implementing a needs assessment strategy that will provide data that guides: the development of the EMA continuum of care, service needs priority setting, funding allocations, contents of grant applications, and the intent and strategic direction of the Comprehensive Plan.
- Assessment strategy will be developed in collaboration with the Grantee (Administrative Agent)
- Performing other duties as may be required or assigned by the Planning Council.
Service Allocations and Evaluations (SAE)
Meets the 1st Thursday of the month at 2 p.m.
Membership of the committee shall be limited to persons living with HIV/AIDS (PLWH/A) and service providers not funded under any Ryan White Title I program. Ryan White funded Title I programs can be given the opportunity to come before committee and present pertinent information.
The following are the SAE committee core responsibilities:
- Making recommendations to the Planning Council for the distribution of funds among service categories in accordance with committee policy and procedures.
- Drafting guidance regarding the purchasing of services. Such guidance shall be used in developing Requests for Proposals.
- Reviewing and evaluating the performance of the Administrative Mechanism.
- Performing other duties as may be required or assigned by the Planning Council.
Comprehensive Planning and Continuum of Care (CPCC)
Meets the 1st Tuesday of the month at 2 p.m.
The following are the CPCC committee core responsibilities:
- Developing the EMA's Continuum of Care, service category Standards of Care, Service category Definitions, and defining service category Units of Service.
- Assuring and coordinating the development of the Comprehensive Plan.
- Serve as the host committee for the sub-committee of Case Management (CM) which will be responsible for the definition of and qualifications for case management services in the EMA.
- Participating in and utilizing information of the Statewide Coordinated Statement of Need.
- Performing other duties as may be required or as assigned by the Planning Council.
Membership/Nominations/Elections (MNE)
Meets the 1st Tuesday of the month at 12 p.m.
The following are the MNE committee core responsibilities:
- Responsible for 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.
- Recommend appropriate Membership classification and representation modifications.
- Notifying the Planning Council of vacancies.
- Responsible to ensure that each new member and alternate receives adequate orientation and training for effective Planning Council participation.
- Responsible for establishing a training curriculum.
- Reviewing the nomination process.
- Creating a public relations process.
- Establishing a mentoring program.
- Tracking member attendance at Planning Council and Committee meetings.
- Performing other duties as may be required or as assigned by the Planning Council.
People's Caucus (Caucus)
Meets the 1st Friday of the month at 12 p.m.
The People's Caucus was established to strengthen full and effective participation of people with HIV/AIDS, and to provide feedback on Planning Council activities and regular input into Planning Council processes. The Caucus will have one community elected Chair and 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/or hard to reach populations.
- Creating liaisons and/or relationships within the traditionally underserved and hard to reach populations.
- Performing other duties as may be required or as assigned by the Planning Council.
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