Application for H-CAP Membership

About the Planning Group

The HIV-Care and Prevention Group is a federally mandated community group appointed by the Mayor of Shelby County, Tennessee to plan the organization and delivery of Ryan White Part A HIV/AIDS services.

Part A funds go to Eligible Metropolitan Areas (EMA) and Transitional Grant Areas (TGA) that have been hit hardest by the HIV/AIDS epidemic. Part A funds are used to meet the health service needs of people living with HIV/AIDS that are not met by any other health care programs.

The goal of the HIV-Care and Prevention Group is, through its needs assessment and planning processes and through the allocation of funding, to create a seamless continuum of care that addresses the unmet needs of the infected and affected populations of the area. The Memphis TGA serves a multi-county, interstate region including Shelby County, TN, but also Tipton and Fayette Counties (TN), Crittenden County (AR), and Desoto, Marshall, Tate and Tunica Counties (MS).

In addition to the efforts of the Group as a whole, members of the Planning Group are expected to serve on at least one (1) committee. These committees are:

Executive Committee is responsible for:

a. Oversee the administration of the full Group in the performance of its ongoing responsibilities
b. Make sure the Group is operating and following current Ryan White and HRSA mandates
c. Set the Planning Group meeting agenda
d. Monitor progress in achieving the goals of the Comprehensive Plan to direct HIV services
e. Establish and maintain the size, composition and membership of each Committee
f. Convene ad hoc Committees as necessary

Community Partnership Committee is responsible for:

a. Recruit, screen, interview and recommend potential candidates for membership to the Planning Group
b. Bring membership recommendations and issues to the Planning Group for approval and action
c. Coordinate community outreach and recruitment events throughout the Memphis area as a way of soliciting new Members
d. Serve as the link between the HIV/AIDS community and the Group
e. Seek input from PLWHA as to needed and desired services through public forums and by recruiting PLWHA to participate in Needs Assessment activities including surveys, focus groups, key informant interviews and satisfaction surveys
f. Coordinate appropriate orientation and training for new Planning Group Members
g. Make certain that the community is aware of the Group, its work and the availability of Ryan White services

Evaluation & Assessment Committee is responsible for:

a. Collaborate with the Grantee on issues regarding quality management, including the development of Standards of Care, Outcomes, Indicators and the Quality Management Plan
b. Oversee the collection of quality data and outcome indicators for use by the Planning Group as part of the decision making process
c. Coordinate and draft the Assessment of the Administrative Mechanism

Priority Setting & Comprehensive Planning Committee is responsible for:

a. Oversee the development and implementation of the community Needs Assessment
b. Review and participate in the development of the Statewide Coordinated Statements of Needs for Tennessee, Arkansas and Mississippi
c. Assess the size and demographics of the PLWHA populations in the Memphis area, merging needs/trends, service gaps and unmet needs
d. Design, develop and coordinate the process used by the Planning Group to decide which services to fund and how much money should be allocated to these services, and to prepare directives to the Grantee
e. Develop and review Service Categories to insure consistency with HRSA/HAB definitions and policies
f. Monitor expenditures and service utilization data by service categories as reported by the Grantee
g. Consider requests and recommendations for reallocating funds during the fiscal year
h. Oversee the development of a Comprehensive Plan for HIV/AIDS service delivery that includes assessing the Memphis area capacity, issues of access and retention in care
i. Seek methods and strategies using Ryan White and other funding mechanisms for coordinating service delivery, addressing disparity in care, filling service gaps, and reducing unmet needs of special populations, especially minorities
j. Explore models to enhance HIV/AIDS service delivery
k. Collaborate with the Evaluation and Assessment Committee by using data and recommending directives for use in priority setting and/or changes to Standards of Care
l. Assess the effectiveness of care strategies based on earlier priority setting and resource allocations

The Application Process

Please complete the following application (pages 3-7) and be sure to sign the Statement of Commitment on page 7. Return the completed form to:
Planning Group Support
Ryan White Part A Program Office
160 N. Main, Suite 250
Memphis, TN 38103
901-222-8987 (fax)

Once your application is received:

• You will receive a letter for receipt of your application.
• The Community Partnership Committee reviews all applications and each applicant with a completed application will be scheduled for a brief interview.
• The Community Partnership Committee will recommend a slate of Nominees and present the slate to the entire Planning Group for approval.
• A list of Nominees and Alternates that represent each of the required categories and adequately reflects the demographics of the epidemic will then be recommended to the Mayor of Shelby County for appointment to the Planning Group.
• Those individuals appointed by the Mayor of Shelby County to the Planning Group will have full membership and voting rights as soon as they have completed the required New Member Orientation.
• Those chosen as Alternates will also need to attend this Orientation, although they do not have permanent membership and voting rights.
• Alternates are invited to all Planning Group meetings, and will sit as voting members in place of absent Planning Group members in order to ensure that quorum is met and voting can occur.
• If your application is not selected for Planning Group membership or as an Alternate, your information will be kept on file and considered in the event that a vacancy becomes available.

If you have any questions or need more information please contact Parrish Oglesby, Planning Group Manager at:

Email: RyanWhiteCouncil@shelbycountytn.gov Phone : 901-222.8996 Fax: 901-222-8987
Address: 160 N. Main, Suite 250, Memphis, TN 38103

Application for H-CAP Membership

  • Contact Information

  • Applicant Information

    The Group must report certain information about the structure of the membership. Please check all that apply to you and for which you self identify.

Please fill out and sign this Statement of Commitment form and email it to RyanWhiteCouncil@shelbycountytn.gov or mail it to:

Planning Group Support, Ryan White Part A Program Office
160 North Main, Suite 250
Memphis, TN 38103