HIV Prevention Planning

The New 2011 State HIV Prevention Planning Group

Background

On March 16, 2010, the Washington State Legislature passed Engrossed House Bill 2360 (EHB 2360), effective January 1, 2011. This bill changed the way the state organizes and delivers HIV services. It eliminated the six regional AIDS Service Networks (AIDSNETS) involved in HIV prevention planning. DOH met with the Statewide HIV Prevention Planning Group (SPG) and other community partners to develop a new approach. After considering community input, DOH recognized the need for a centralized, statewide HIV prevention planning process. The SPG provided insights on how best to begin the new process. They put forth qualities necessary for new planning group members. In early December 2010, the SPG voted to give DOH the option to dissolve the SPG as soon as the new planning group formed.

Application Process

DOH offered an application for membership on the new planning group in December 2010. Applicants submitted the following items: a completed application form, narrative responses to five (5) questions, and a resume (or narrative description of his/her experience). Thirty-seven (37) applications were submitted by the early-January due date.

Application Review and Member Selection

DOH created a four-person committee to review applications and select new planning group members. The committee included:

• Ed Wilhoite – Community Co-Chair for the new planning group.
• Mark Garrett – Immediate Past Community Co-Chair for the SPG.
• Lynne Greabell – Director of Member Service and Leadership Development, National Alliance of State and Territorial AIDS Directors (NASTAD).
• Maria Courogen – Governmental Co-Chair for the new planning group.

In late January, reviewers received completed applications (with confidential information redacted) and a scoring tool. Reviewers had two weeks to complete their reviews. They rated applicants on how completely they responded to the questions. Reviewers turned in their scores to DOH. The scores were collected to rank the applicants. The application review committee met in-person in February 2011. They had an external facilitator. DOH staff assisted, and provided:

• An overview of the goals and vision for the new planning group.
• The member qualities and job description included in the application packet.
• CDC requirements for community planning.
• Current statewide prioritized populations most at risk for HIV.
• A description of the planning group membership structure.

DOH supported reviewers to make the best choices for the group, even if they chose less than the full 20 members. Each reviewer shared his or her reasons for his or her selections. The facilitator presented three applicant categories: Yes, Maybe and No. Reviewers discussed their ratings for the top 15 choices. After each discussion, reviewers categorized each applicant into one of the three categories. The facilitator then asked reviewers to choose additional high-quality applicants. After each additional discussion, the reviewers categorized the new selections. DOH then presented reviewers with demographic information on applicants to make sure the new planning group met CDC’s requirements for representation. These included:

• Race/ethnicity.
• Gender.
• Sexual orientation.
• Age.
• Geography.
• HIV-status.

Reviewers suggested more areas to consider, such as:

• Professional role (e.g., front-line, administrator).
• Agency type (e.g., community-based organization, local health jurisdiction).
• Previous planning experience (e.g., former member of the SPG and/or regional planning groups, no previous planning experience).

The facilitator helped reviewers look over applicants on the Yes list. They identified gaps and unequal demographic representation. Reviewers discussed gaps. When necessary, they replaced applicants on the Yes list with others who met gaps from the Maybe and No lists. All reviewers agreed to the changes. By meeting’s end, the committee selected 12 members for the new planning group. The reviewers agreed on remaining gaps and possible ways to identify people who could fill them. The committee asked DOH to select those who filled these gaps and had the necessary qualities for planning group membership. DOH selected three additional members for the planning group. Total membership came to 18. Twelve were members selected through review, three appointed by DOH and three co-chairs.

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Washington State HIV Prevention Planning Group 2011 Membership Roster

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State HIV Prevention Planning Group Charter and By-Laws (209KB PDF)

State HIV Prevention Planning Group Policies and Procedures Manual (294KB PDF)

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How Do I Join the Planning Group?

The planning group Executive Committee (chairs and immediate past chair) will monitor the 2011 planning group composition, identify additional gaps and possibly appoint additional members this year. If you are interested in applying to become a planning group member, please contact Justin Hahn, HIV Prevention Planner, at 360-236-3466 or email justin.hahn@doh.wa.gov

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