Compendium of Materials for Planning Council Support Staff

• Introduction and Use of the Compendium (PDF)

• Quick Reference: Legislative Requirements for Planning Councils/Bodies (PDF)

• Expectations for Planning Council Support Staff (PDF)
• Model Position Description for a PCS Director or Manager (PDF)
• Model Personnel Evaluation Form for PCS Staff (MS Word)
• Matrix of PC/B Support Staffing Models: Pros and Cons (PDF)

• How PCS Staff Can Support a Successful Open Nominations Process (PDF)
• Best Practices for Consumer Recruitment and Retention (PDF)
• Best Practices for an Effective Mentoring Program (PDF)
• Tools and Models from Planning Councils
  • Planning Council Frequently Asked Questions (Portland Area HIV Services Planning Council) (PDF)
  • Playbill for Recruitment (North Central Texas HIV Planning Council, Fort Worth) (PDF)
  • Model Contents of a Member Orientation Booklet (Hudson County HIV Planning Council) (PDF)

• Chart of PC, Recipient, and CEO Legislative Roles and Responsibilities (PDF)
• Flow Chart: How a Planning Council Works with the Recipient to Carry Out Its Responsibilities (PDF)
• Quick Definitions and Descriptions for Data-Related Terms and Concepts Used by Ryan White HIV/AIDS Program (RWHAP) Planning Bodies (PDF)
• Model Priority Setting and Resource Allocation (PSRA) Process (PDF)
• Assessing the Effectiveness of the Administrative Mechanism: An Introduction (PDF)
• Tools and Models from Planning Councils
  • Calendar of Timeline-Critical Planning Council Activities (Houston Area HIV Services Ryan White Planning Council) (PDF)

• Tip Sheet: Working Successfully with the Recipient (PDF)
• Sample Memorandum of Understanding (MOU) between the PC and the Recipient (MS Word)
• Responsibilities of the Chief Elected Official (CEO) in Planning Council Operations (PDF)

• Twelve Tips: Providing Interactive Training and Facilitation to Ryan White Part A Planning Councils/Bodies (MS Word)
• Tips for Using Model Training Materials (PDF)
• Model Interactive Training PowerPoints
  • Member Responsibilities (PowerPoint)
  • Quizzes: My Part, Legislation, Planning Councils (MS Word)
  • Answer Sheets for Orientation Quizzes (MS Word)
  • Planning 101: Model Training Session on The Ryan White Part A Planning Cycle (PowerPoint)
  • Understanding and Using Data: Model Planning Council Training Session (PowerPoint)
  • Activities for Interpreting and Using Data Training (MS Word)
  • Understanding and Using Data: Answer Sheet (MS Word)
  • Relationship between the Planning Council and Recipient: What the PC, PCS staff, and Recipient All Need to Know (PowerPoint)
  • Consumer Participation: HRSA HAB Expectations and Best Practices (PowerPoint)
• Training Materials from Planning Councils
  • The Planning Council Member: Responsibilities (Ryan White Part A Boston EMA HIV Services Planning Council) (PDF)
  • Houston HIV Care Continuum: Creating a Seamless System, Improving Personal and Public Health Outcomes (Houston Area HIV Services Ryan White Planning Council) (PDF)
  • Using Data with the Planning Council: Training Poster (Portland TGA - Multnomah County Health Department, HIV Care Services) (PDF)
• Tools and Models from Planning Councils
  • Training Calendar Charts (Houston Area HIV Services Ryan White Planning Council) (PDF)
  • 2017 Training Schedule for Commissioners (Los Angeles County Commission on HIV) (PDF)
  • Phoenix Leadership Academy: Poster (Phoenix EMA Ryan White Part A Planning Council) (PowerPoint)

• Documents to Meet PC/B Administrative Requirements: Best Practices (PDF)
• Typical Responsibilities for Committee and PC/B Meetings: PC/B Leaders and PCS Staff (PDF)
• Tip Sheet: Effective Planning Council/Planning Body (PC/PB) Meetings (PDF)
• Multicultural Competence in HIV/AIDS Planning and Care: Managing Diversity in Part A Planning Councils/Bodies (PDF)
• Best Practice Tips on Using Social Media (PDF)
• Tools and Models from Planning Councils
  • Member Responsibilities, Ground Rules, and Conduct at Meetings (Hudson County HIV Planning Council) (PDF)
  • The Planning Council Chair: Excerpts from the Miami-Dade HIV/AIDS Partnership Orientation Manual (PDF)
  • Cards for Use by Members During Planning Council Meetings (Seattle TGA HIV Planning Council) (PDF)
  • Robert’s Rules of Order Simplified (Cornell University, Cornell Blogs) (PDF)
  • Glossary of Ryan White HIV/AIDS Program-Related Terms (PDF)

• Resources (PDF)

This Compendium includes materials from many sources, some new, some updated and edited to reflect current legislation, regulations, and HRSA/HAB expectations.
EGM Consulting, LLC is particularly grateful for the assistance provided by:

• Sandra Vincent, Project Officer, Metropolitan Atlanta HIV Health Services Planning Council, and Marvin Krieger, Director, Hudson County HIV Planning Council in New Jersey, two experienced Planning Council Support (PCS) managers who played a lead role in the development of several new documents and reviewed and edited others to help ensure their appropriateness for EMAs and TGAs of varying size and region
• Victoria (Tori) Williams, Planning Council Manager, Houston Area HIV Services Ryan White Planning Council, who provided extensive materials, several of which are included or referenced in the Compendium
• Numerous other planning councils whose materials (shared during or after the 2016 planning council/planning body assessment) are included as sample documents in the Compendium or informed preparation of the Compendium, among them Boston, Chicago, Columbus, Fort Worth, Indianapolis, Los Angeles, Memphis, Miami, New Orleans, Norfolk, Orlando, Phoenix, Portland, Sacramento, San Antonio, and Seattle