Creating the Kansas Advisory Council on HIV/AIDS (KACHA)

Our Mission:To protect and improve the health and environment of all
Kansans.
Creating the Kansas Advisory
Council on HIV/AIDS (KACHA):
How and Why We Integrated and Some Lessons Learned
NASTADWebinar Integrated Planning: Models fromThree States
Presenters:
Debbie Guilbault Jeni Mulqueen Travis Barnhart
Executive Director RyanWhite Part B and HIV Prevention
Positive Connections ADAP Program Manager Program Manager
Topeka, KS KDHE KDHE
KACHA Community KACHA Care Advisor KACHA State
Co-Chair Co-Chair
February 20, 2013

Kansans.
In this presentation, we’ll talk about:
•The History of Planning Groups in Kansas
•The Integration / Recreation Process
•Where We Are Now and What’s Ahead
• Lessons Learned in Integration
Presentation Overview

Kansans.
History:Two Groups Into One
Prior to August 2011, Kansas had two planning
groups:
• The RyanWhite Part B Planning Body
•The HIV Prevention Community Planning Group

Kansans.
History: RW Planning Body
• Mission: To develop and coordinate an effective and
comprehensive statewide response to Kansans living with
HIV/AIDS.
• Membership: Anyone could vote by showing up at any in-
person meeting.
• In-Person Meetings: 2 per year

Kansans.
Activities:
• Statewide Coordinated Statement of Need (SCSN) –
Every 3 years
• Comprehensive Plan development
• Formulary changes
• Keep membership informed of Prevention, STDs,
Hepatitis,TB, etc.

Kansans.
Committees:
• Steering Committee
• Medical Issues / ADAP Committee
• Case Management Committee
• Membership Development
• Consumer Advocacy Committee
• Strategic Planning Committee
• Quality Management Committee

Kansans.
History: Community Planning Group
• Mission: To develop an ongoing, comprehensive HIV
prevention plan for Kansas that is responsive to community-
identified needs.
• Membership: Up to 25 voting members, voted in by
current membership and reflective of principles of parity,
inclusion, and representation.
• In-Person Meetings: 4 per year

Kansans.
Activities:
• Community Services Assessment (CSA) – Every 3 years
• Analyze CSA and Epi profiles to prioritize populations
most at-risk for HIV in Kansas
• Determine the best prevention activities and
interventions to work with prioritized populations
• Comprehensive Plan development

Kansans.
Committees:
• Executive Committee
• Programs and Strategies Planning Prioritization
• Recruitment
• By-Laws
• Prevention and Care Collaboration

Kansans.
The Integration / Recreation Process
Why Integrate?
• HRSA and CDC urging towards integration
• Similar missions, similar activities, just more narrowly
focused when separate
• Many of the same people on both groups

Kansans.

Kansans.
Why Integrate?
•More economical
• Funding cuts at many levels
• Local agencies only have to send one staff member
to in-person meetings
• Care and prevention can split cost of meetings/calls

Kansans.
Anticipated Barriers
• Possible competing agendas between care and
prevention
• Possible over-dominance by care or prevention
• Possibly more meetings for those who had only been
involved in one group

Kansans.
Anticipated Barriers
• Educating care on prevention and vice versa – some
members may only want to be involved in one or the
other
•Transition process may take a while
• New bylaws, new structure
• Members who have been involved for a while may
feel lost in restructuring
• May be a while before new members can join

Kansans.
HowWe Integrated
• Presented the idea of integrating over time – about two
years – and gauged where groups were at different points
• Engaged leadership from both groups to form an
integration task group
•Took advantage of available tools
• NASTAD’s Toolkit for Integrated Planning
• Other integrated jurisdictions
• CDC and HRSA guidance

Kansans.
HowWe Integrated
• The Back-to-Back Meetings – March 2011
• Encouraged members from each group to attend the
other group’s meeting
• Integration Task Group members presented on the
work they had done to get ready for potential
integration – combination of community members and
state health department presenting
• Asked for vote to combine – passed unanimously

Kansans.
HowWe Integrated
• The Integration Meeting – August 2011
• Suggested by-laws and membership structure
presented
• Detailed explanation of each integration step and
plenty of time allotted – 2 full days
• New leadership and membership structure in place
by end of meeting
• Committees had first meeting during this time to
develop call/meeting schedule and a clear
understanding of future steps

Our Mission: To protect and improve the health and environment of all
Kansans.
WhereWe Are Now - Membership
Standing Membership:
• State Co-Chair
• Ryan White Quality Manager
• One representative from
each KDHE-funded HIV care
and/or prevention site
(currently 11 agencies)
• Total: 13

Kansans.
At-Large Membership:
• Representatives from each
Region of the State – 9 regions
• Reflects the diversity of the
epidemic across the State
• At least 5 HIV-positive
members and 1 Hepatitis
representative
• Total: Up to 22

Kansans.
Total Potential Membership: 35

Kansans.
WhereWe Are Now - Committees
KACHA Committees:
• Steering
• Executive
• By-Laws
• Community Advisory
• Evaluation and
Planning
• Membership
• Quality Management

Kansans.
Associate
Membership:
• Interested parties
who are not voting
members on Steering
Committee
• Can participate in
(sub)committees and
vote at (sub)-
committee level

Kansans.
What’s Ahead - Activities
What’s Ahead for KACHA?
• Combining the various plans required by HRSA and
CDC into one “mega” plan
• Finishing up the new member orientation training and
bringing in more at-large members
• More fully developing more detailed Standard Operating
Procedures
• Bringing the Community Advisory Committee back on
board
• Figuring out how to get other key stakeholders more
involved – RW Parts, SA/MH, Corrections, Education

Kansans.
Lessons Learned in Integration
What HaveWe Learned?
• Meet folks where they are and take the time to educate,
reiterate, and explain in different ways to get everyone on
the same page
• Use resources already available – NASTAD, other
jurisdictions, CDC and HRSA guidance
• Focus on the National HIV/AIDS Strategy – this is our
state’s response and engagement in NHAS

Kansans.
What HaveWe Learned?
• Engage community (non-state) partners in the process in
meaningful ways – give them a sense of ownership and try
to spread workload out
• State responsibility v. Community responsibility
• KDHE Liaisons for each committee – maintain email
lists, ensure agenda/minutes are on website, call in as
leader for conference calls
• Liaisons do not lead the meetings/calls and do not
take minutes, but do participate
• Agendas developed by Chairs and Liaisons with input
from committee members

Kansans.
What HaveWe Learned? Some Challenges:
• People don’t necessarily come to the table with
unbiased and objective perspective (always a bit true
before and now)
• At times it felt like we had to start from scratch, even
partway through a process to catch people up – new
members or with care folks trying to understand
prevention and vice versa
•Workload for individual members can feel overwhelming
at times
• Engagement of “true” community members

Kansans.
What HaveWe Learned? Some Successes:
• Increased communication between care and prevention
– both at state health department and in community
• Increased big picture understanding of prevention-care
continuum for all involved
• Increased community knowledge of the federal
requirements placed on state health department and
increased community engagement in helping meet those
requirements
• Less travel for full-group meetings. More committee-
level calls and work with much more engagement

Kansans.
Resources
CDC Guidance www.cdc.gov/hiv/topics/funding/PS12-
1201/planningguidance.htm
HRSA Guidance
http://ask.hrsa.gov/detail_materials.cfm?ProdID=241
NASTAD’sToolkit for Integrated Planning Processes
www.nastad.org/Docs/Public/Publication/200786_NASTAD%2
0Toolkit%20May%202007.pdf
KACHAWebsite www.kdheks.gov/hiv/kacha.htm

Kansans.
Questions?

Kansans.
Contact Information
Debbie Guilbault, Community Co-
Chair
Executive Director
Positive Connections, Inc.
debbieg@pcneks.org
785-232-3100
Jeni Mulqueen, Care Advisor
Ryan White Part B / ADAP Program Manager
Kansas Department of Health and Environment
jmulqueen@kdheks.gov
785-368-8218
Travis Barnhart, State Co-Chair
HIV Prevention Program Manager
Kansas Department of Health and Environment
tbarnhart@kdheks.gov
785-296-1037

Our Mission: To protect and improve the health and environment of all Kansans.
www.kdheks.gov/hiv

Creating the Kansas Advisory Council on HIV/AIDS (KACHA)

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