New Member Orientation
Welcome to the Planning Council
Thank you for choosing to serve our community. As a Planning Council member, you are joining a diverse group of people who work together to help ensure that HIV services respond to the needs of people living with HIV across our community.
You do not need to be an expert in the Ryan White HIV/AIDS Program to get started. Your experience, perspective, questions, and participation are all valuable.
This orientation will introduce you to the Planning Council, how it is organized, and what you can expect as a new member.
How Is the Planning Council Organized?
The full Planning Council is supported by committees that focus on different areas of its work.
Planning Council
The full Planning Council brings members together to review information, hear recommendations, discuss community needs, and make Planning Council decisions.
Executive Committee
Provides leadership, coordination, and oversight for Planning Council activities.
NA/CPCC Committee
Needs Assessment & Comprehensive Planning/Continuum of Care
Helps identify community needs and gaps in services and supports comprehensive HIV planning.
FMRA Committee
Fiscal Monitoring & Resource Allocation
Reviews Ryan White spending and service information and helps guide resource allocation.
MNE Committee
Membership, Nominations & Elections
Supports membership, recruitment, nominations, member development, and efforts to ensure the Planning Council reflects the community it serves.
People's Caucus
Provides a welcoming space for people affected by HIV services to connect, learn, share experiences, and provide feedback to the Planning Council.
Committees are an important part of the Planning Council structure because much of the detailed work is discussed and developed at the committee level before recommendations are brought forward for Planning Council action. The national Primer similarly describes committees as a central part of Planning Council operations.
Your First Few Months
Starting something new can come with a lot of information. You are not expected to learn everything immediately.
As you get started, focus on becoming familiar with the Planning Council and participating in its work.
Complete Your Training
Your new member training includes:
1. New Member Orientation
Learn how the Planning Council is organized and what to expect as a new member.
2. Ryan White 101
Learn the basics of the Ryan White HIV/AIDS Program and Part A.
3. Member Roles & Responsibilities
Learn what is expected of you as a Planning Council member.
The Primer emphasizes both orientation for new members and continued training so members can effectively participate in Planning Council responsibilities.
Getting Ready for Meetings
Planning Council meetings may feel unfamiliar at first. That's okay.
Before a meeting, take a few minutes to:
Review the agenda.
This will tell you what will be discussed and whether any decisions are expected.
Read the meeting materials.
Review minutes, reports, presentations, or other information provided before the meeting.
Write down your questions.
If something doesn't make sense, ask. Questions are an important part of the planning process.
Attend and participate.
Listen to different perspectives and contribute when you have questions, information, or experiences that may help the discussion.
The onboarding material you provided similarly emphasizes reviewing agendas and meeting materials, attending regularly, asking questions, and using the information provided when participating in Planning Council decisions.
Where Does the Work Happen?
As a member, you'll see several different types of Planning Council activities throughout the year.
Planning Council Meetings
The full Council meets to receive information, discuss issues, consider recommendations, and take action when needed.
Committee Meetings
Committees allow members to take a closer look at specific areas of Planning Council work.
Priority Setting & Resource Allocation
During PSRA, members use community needs, service information, and other available data to help determine service priorities and how Ryan White Part A resources should be allocated among service categories.
Training
Members participate in training throughout the year to strengthen their understanding of Ryan White Part A and Planning Council responsibilities.
The national Primer identifies Needs Assessment, Priority Setting, Resource Allocation, comprehensive planning, coordination, and other planning activities as core components of Planning Council work.
Helpful Resources
You don't have to memorize everything.
The Planning Council website is your central resource for information you may need throughout your term.
Use the website to find:
Meeting Calendar — Upcoming Planning Council and committee meetings
Agendas & Minutes — Meeting materials and records
Committees — Information about each Planning Council committee
Governance & Bylaws — The rules and procedures that guide Planning Council operations
Ryan White 101 — An introduction to Ryan White Part A
Training Resources — Additional information and member education
Client Services — Information about HIV services available in the community
Questions Are Encouraged
There will be acronyms, reports, procedures, and terminology that may be unfamiliar when you first join.
Ask questions.
You are not expected to understand everything immediately, and asking questions helps ensure that everyone has the information needed to participate meaningfully.
Planning Council Support is available to help you understand meeting materials, locate resources, and navigate your role as a member.
You're Ready for the Next Step
You've completed your New Member Orientation.
You should now have a basic understanding of:
✓ What the Planning Council is
✓ How the Planning Council is organized
✓ How committees support the Council's work
✓ What to expect when attending meetings
✓ Where to find Planning Council resources
✓ Where to go when you have questions
Next: Ryan White 101
Now it's time to learn how the Ryan White HIV/AIDS Program works and how the Planning Council fits into Ryan White Part A.