Tools and Resources for Planning Councils/Planning Bodies

  • Status of Open Meeting Laws During the COVID-19 Emergency 
    Information on the status of open meeting/sunshine laws in the District of Columbia and the 25 states that have at least one Ryan White HIV/AIDS Part A Program.
  • State Laws Regarding Remote Meetings When There Is No State of Emergency 
    Summary of rules for remote meetings under state open meeting or “government in the sunshine” laws that apply when there is no state of emergency. The state summaries here are based on information available online about what open meetings laws – and Attorney General and court interpretations of those laws – say about the allowable use of electronic methods for holding meetings.
  • Memorandum of Understanding (MOU) 
    Suggestions and guidance around developing and maintaining an MOU. The sample MOU word document is a template and is designed to be downloaded and adapted.
  • Expense Reimbursement for Consumers 
    Summary of HRSA HAB guidance and expectations about consumer expense reimbursement, and provides sample bylaws provision, policies and procedures, and forms.
  • PC/PB Meeting Minutes Template  
    Meeting minutes are quicker to write and easier to read if they use the same format every month. This editable Word document provides a customizable template for taking effective minutes. 
  • PC/PB Officer Development Plan Template 
    Use this editable Word template to create a customized training plan for your planning council/planning body officers. Planning and tracking skills training helps support your PC/PB officers and members.
  • Town Hall Meetings: A RWHAP Needs Assessment Tool 
    How-to resource provides an overview of convening town hall meetings to hear from the community about the service needs of people with HIV within the EMA or TGA. Includes steps for planning and running them, including tips for conducting virtual town hall meetings.
  • Focus Groups with People with HIV as a Component of RWHAP Part A Needs Assessment (tool series) 
    How-to tools and templates for planning and conducting focus groups with people with HIV as part of RWHAP Part A needs assessment.  The set includes an overview of focus groups and steps for implementation, a sample participant consent form, a focus group planning template, a sample focus group recruitment plan, a sample focus group discussion guide, a sample demographics questionnaire for participants, an outline for a focus group report, and links to focus group materials from the field.
  • Provider Surveys as a Component of RWHAP Part A Needs Assessment (tool series)
    How-to tools and templates for planning and conducting provider surveys as part of RWHAP Part A needs assessment. The set includes an overview of provider surveys and steps for implementation, a provider survey planning template, sample provider tools, a listing of typical components of a Profile of Provider Capacity and Capability, and a sample format for a Resource Inventory.