TANZANIA COMMSSION FOR AIDS. REPORT OF SUPPORTIVE FOLLOW UP OF CMACs - MBEYA REGION

Transcription

1 TANZANIA COMMSSION FOR AIDS REPORT OF SUPPORTIVE FOLLOW UP OF CMACs - MBEYA REGION List of Councils 1. Mbeya City Council 2. Mbeya District Council 3. Mbarali District Council 4. Chunya District Council 5. Ileje District Council 6. Mbozi District Council 7. Kyela District Council 8. Rungwe District Council Facilitators 1. Lucas Munaku 2. Edward Christopher 10 August 2005

2 Introduction TACAIDS coordinated a diligent response to the HIV/AIDS in the country. In collaboration with POLARG, guideline to establish the standing HIV/AIDS multisectoral committees were established and issued to all LGAs. LGA have managed to establish CMACs, WMACs and VMACs. Thereafter TACAIDS with different stake holders developed training modules to build capacity of CMACS so that can implement their roles and responsibilities in their respective councils. The CMACs were then trained countrywide in all councils. After training limiting factors and lessons learnt were observed that needed to be addressed by providing further technical assistance to CMACs. Therefore this supportive follow up was done in order to make the CMAC functional. The concept of supportive follow up was based on field visits whereby each CMAC was visited in its own. With an assessment guideline, four main scopes were addressed. These were; Achievements/strength, Gaps or Challenges, Recommendations basing on the gaps, and then a step for the Way forward. In each, the following field of intervention were of concern; Meeting, Assistance in planning, Stakeholders analysis, HIV/AIDS intervention going on, RFA, Status of CMACs and other HIV/AIDS Multsectoral committees. II

3 Table of contents Page 1. Introduction..i 2. Table of contents...ii 3. Abbreviations and Acronyms...iii 4. Mbeya as a Region (summary) Councils: 5.1 Mbeya City Council Mbeya District council Mbarali District Council Chunya District Council Ileje District Council Mbozi District Council 5.7 Kyela District council. 5.8 Rungwe District Council III

4 Abbreviations and acronyms 1. AIDS Acquired Immune Deficiency Syndrome 2. CMAC Council Multisetoral AIDS committee 3. CSO Civil Society Organization 4. DACC District AIDS Control Coordinator 5. DED District Executive director 6. GTz German Technical cooperation 7. HIV Human Immune Deficiency Virus 8. LGA Local Government Authority 9. M&E monitoring and Evaluation 10. NGO Non-Government Organization 11. FBO Faith Based Organization 12. NMSF national Multisectoral Strategic Framework 13. NPHA National Policy on HIV/AIDS 14. PLHA People Living with HV/AIDS 15. PORALG President s office Regional Administration and Local Government 16. RFA Regional facilitating Agency 17. RS Regional Secretariat 18. TACAIDS Tanzania commission for AIDS 19. VMAC Village multisectoral AIDS Committee IV

5 1 MBEYA AS REGION (SUMMARY) V

6 1. Region 2. Dates of interviews Mbeya 11 th -28 th July Name of the Council /District I. Mbeya City council V. Ileje District Council II. Mbeya District council VI. Mbozi District Council III. Mbarali District Council VII. Kyela District Council IV. Chunya District Council VIII. Rungwe District Council 4. CMAC members interviewed: S/N POSITION IN CMACS MEMBERS INTERVIEWED 1 Chairman (Councillor) 5 2 Council Director 4 3 CHAC 8 4 Youth Representative 6 5 Representative of faith based organisation 6 Representative of PLWHA 7 Sector HIV/AIDS focal person representative 8. CSOs Representative COMMENTS 1. Reason for absentees were:- Safari 10(50%) Not invited, too far to be reached 10(50%) 2. All 2 missed CHACs were also DCDO! This suggests too many roles on the same person thus letting them be less effective on CMAC roles TOTAL 45(70%) 5. Documents seen and analysed by the trainer: Minutes of CMACs meetings Multi-sectoral HIV/AIDS Plan Comprehensive Council Development Plan 7 Councils 7 Councils 6 Councils VI

7 1.0 ACHIEVEMENTS 1.1 Meeting 6 of 8 Council had at least 3 meetings except one (Mbeya District council) which had no any meeting Meeting duration was 2-3 hours depending on the agenda and contribution whereby around 14 (77%) o f members attended each meeting All meetings were organised by the Council Director in collaboration with CHAC In majority of councils members were actively participating In 7 Councils, the meeting cost was fully incurred by the Council. The rest one i.e. Ileje District Council shared the cost with NGO. Where resources were not enough those members having employment were able to volunteer and let the little resources be given to non employee e.g. PLHAs and Youth representatives etc Majority (7) Councils (except Mbeya District Council) had implemented a number of resolutions e.g. verification and capacitating WMAC, situation analysis (mini research), creating awareness to school children, IEC material development, Sports e.g. football, basketball and volleyball grounds. 1.2 Tasks 6 of 8 Councils had conducted Mapping and Assessment of CSOs through RFA (GTZ) initiatives whereby CMAC members were included in the Assessment Team. Mbarali and Chunya District Councils were to be covered in one week to come Other implemented tasks implemented included development of IEC material (standing posters) Support given to CMACs by the council were transport and funds 1.3 Planning Majority (7) Councils developed multisectoral plan except Mbarali District Council Four of all councils submitted their mulsectoral plans to CMACs for analysis VII

8 1.4 HIV/AIDS interventions Four (4) Councils had started providing ARV services. Other interventions were VCT, Supporting orphans, Sensitization on care and treatment for PLHAs, HBC, STI treatment, PMCT, creating awareness. These services are provided by both Government facilities and SCOs Each council had at least five (5) CSOs from which AXIOS, IRDTF and Mango Tree had significant bigger capacities. Two of all councils had CSOs with a networking cluster- MBENGOAIDS and SHIVYAMBE for Mbeya City Council and Mbeya District Council respectively Six (6) of all Councils had started collaborating with CSOs except Mbeya District Council 1.5 Other Committee All 138 wards formed WMACs, 39 (28%) were verified on composition and 26 (19%) all from Mbozi District council were capacitated on Basic facts on HIV/AIDS Each Ward formulated the WMAC on its own after receiving the guideline All Mitaa and Villages had formed VMACs 1.6 Regional Facilitating Agency 6 councils were already visited by RFA (GTZ). Mbarali and Chunya District Councils were to be covered by the end of the first week of August 2005 Assessment Team were already formed in all 6 visited Councils and CSOs were already identified and assessed in all visited Councils The process of capacitating LGAs and CSOs was already started by conducting Training Needs Assessment in all visited Councils The RFA was transparent enough to the CMAC and other stake holders (By participatory Observation) 1.7 Status of CMAC 124 (85%) of members were still the same since the CMAC establishment and were trained Six 6 missed PLHAs, were obtained to take their seats in CMACs Motivating factors were:- o CMAC training provided by TACAIDS o Support from the Council o Regional Secretariat Supervisory visit VIII

9 2.0 GAPS IDENTIFIED 2.1 Meeting The process used by majority of Councils in organising agenda, gave less chance of getting new strong agenda Some agenda in most of councils were just relevant to HIV/AIDS but not matching with the primary CMAC roles MPs had never attended any CMAC meeting in most of Councils Minutes of previous meeting were given to members within too short time before meeting starts in all councils 4 Councils did not have meeting calendar. Some members were being invited by surprise which is very risk against other competitive priorities. 2.2 Tasks CMAC members were not conversant with CMAC roles in all Councils Seven (7) CMACs did not assign specific role(s) to specific member(s) 2.3 Planning HIV/AIDS activities from all sectors and CSOs were cancelled by the Treasure from the Council Development Plan. Only those of health sector survived. This implies that all sectors other than health will be having no HIV/AIDS interventional activities for the whole next financial year unless other measures are taken now. Some CSOs plans submitted to LGAs on time, were not incorporated into CCDP Plans from CSOs and sectors bypassed CMACs. From the CSOs and sectors the plans went directly to the Council Management Team. Majority of members except the Planning officers in all Councils were not aware of planning supporting guidelines. 2.4 HIV/AIDS interventions Majority of CSOs were not informed with the NPHA and NMSF Five 5 CMACs had no any Collaboration with CSOs. CSOs in majority of Councils 6 had no networking cluster VCT and ARV services were not adequate IX

10 2.5 Other Committee Majority 99 (72%) of WMACs had never been verified on their compositions Majority of WMACs had no PLHAs All VMACs had neither been capacitated nor verified All WEOs and VEOs were just given guidelines to form the WMACs and VMACs respectively. That process had risk of being inconsistence in terms of members selected against proper members 2.6 Status of CMAC Twenty (20) members had never been trained including 2 CHACs Challenges and hindrances:- o To be led by CHACs who were not trained o Developing plans without being given budget ceiling o CHAC not being a member in the Council management Team o Shortage of funds and other infrastructures such means of transport, and computer o Criteria for setting payment rates among CMAC members o Getting MPs commitment on CMAC roles 3.0 RECCOMMENDATIONS BASED ON THE ASSESSMENT ANALYSES 3.1Meeting MPs should be involved in developing meeting calendar that will be convenient for them to participate in CMAC meeting. Invitation letters will also be sent as a reminder Minutes of meetings should be sent to members earlier as 7 days before the meeting. This will facilitate the following:- o To remind members on tasks assigned to o To request members to submit the new agenda for the next meeting o To let members organise their contribution for the next meeting Council should keep on setting budget for CMAC activities including meeting Assigned specific tasks to specific members for implementation should be reported in the next meeting X

11 3.2 Tasks Agreed that one hour in each meeting will be spared to reorient the CMAC members on the roles of CMAC and other facilitating subjects In order to facilitate the implementation of CMAC primary roles specific role(s) will be assigned to specific member(s) for implementation Start implementing activities that can be met by using internal (Council) resources 3.4 Planning CMAC should compile the sectors and CSOs HIV/AIDS interventions activities that were cancelled by Treasury from Council comprehensive plan and send them to TACAIDS for funding The council that did not develop a multsectoral plan, has to develop and send to TACAIDS for funding HIV/AIDS Plans developed by CSO and other sectors should also be analysed by CMAC before sent forward CMAC members should get being familiar with planning guidelines (through their meeting). This will facilitate them to provide a valid analytical support to the sent plan. Planning officers will facilitate the idea. The deal will also be involving other important subjects such as NPHA & NMSF CMAC should send feedback to lower levels including CSO for whatever response would have been given to their plans 3.5 HIV/AIDS interventions During capacitating CSOs one of the training area should be NPHA and NMSF Health sector and other responsible stake holders was advised to plan for more VCT and ARV services in order to math with the demand Agreed that one hour in each meeting will be spared to reorient the CMAC members on the NP and NMSF CSOs will be advised to form a networking cluster. The CSOs representatives will take charge in meeting that objective. CMACs were advised to open more room for collaboration with CSOs immediately after being identified, assessed and approved XI

12 3.6 Other Committee CMACs were advised to start/continue with verification of the formation and composition of WMAC and then the VMAC CMACs were advised to include WMAC capacitating activity in their plan More sensitization will be done through SHIDEPHA+ and other PLHAs stakeholders in order to get PLAs in WMACs and VMACs Stakeholder will be advised to put more priority on social economic, and care and support for PLHAs in their plans.this will motivate more PLHAs to declare their sero status then be advised to join the WMACs and VMACs 3.7 Status of CMAC Twenty (20) members were not trained The twenty (20) untrained members will be capacitated by CMAC members since important resources such as modules and facilitators are within their capacity Shortage of funds and other infrastructures e.g. car, computers CMACs were advised include in their plans the required fund by activities and other infrastructures National election will bring new untrained CMAC members TACAIDS should organise training for new elected CMAC members Developing of HIV Interventions plan without being given the ceiling The responsible authority will be enquired to provide budget ceiling so that planners will be able to prioritise their activities according to the budget 4.0 ACTION TAKEN BY TRAINERS 4.1 Meeting Suggested the agenda to be in line with the CMAC roles Asked to see the meeting minutes to verify the meeting agenda Accepted the idea of setting meeting calendar Where possible internal sources to be used to cover the expenses. Suggested Council to set budget for CMAC activities including meeting (Already done for this financial year budget plan) Suggested to assign specific resolution to specific members Suggested to Assign specific tasks to specific members for which its implementation should be reported in the next meeting XII

13 4.2 Tasks Suggested to reorient the CMAC members on the role of CMAC Suggested to Start implementing activities that can be met by using internal resources Accepted the idea of asking the needed affordable support Suggested to use the schedule meeting unless for emergence cases 4.3 Planning Agreed on the idea of mini budget for the omitted HIV/AIDS intervention activities for the non health sectors and CSOs Suggested to compile the cancelled sectors and CSOs HIV/AIDS interventional activities and send that plan to TACAIDS for funding Suggested to adherence planning protocol where by the all HIV/AIDS intervention activities should be analysed by CMAC Suggested that CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan Plans CMAC should send feedback to lower levels including CSO for whatever response would have been given to their 4.4 HIV/AIDS interventions Suggested that CMAC Members to reorient with NP and NMSF as one of their challenges in implementing their roles During capacitating CSOs one of the training area should be NP and NMSF Suggested that CMAC to introduce to CSO through their cluster MBENGOAIDS in the process of building parternaship Suggested that Council Official should involve CMAC in providing support to CSO working against HIV/AIDS this will enhance collaboration between CMAC and CSOs 4.5 Other Committee Suggested CMAC to start with verification of the formation and composition of WMAC and then the VMAC since it requires minimal resource which can incurred by Council Suggested CMAC should include WMAC capacitating activities in their plans XIII

14 4.6 Regional Facilitating Agency Agreed that CMAC should organise a forum of introduction between CMAC and RFA 5.0 ACTIVITIES IN COLLABORATION WITH RFA RFA is still in introductory phase 6.0 LESSONS LEARNT There is significant difference in distribution of VCT centres among the Councils (Rungwe had 30-4 = 26 range) Very few stake holders are directly focusing on social and economic support (one of the thematic areas) for orphans and PLHAs A good number of recorded CSOs in almost all councils gives opportunity for capitalizing the multisectoral response in the fight against HIV/AIDS There is direct association between DED s commitment and CMAC effectiveness Majority of the councils are relatively committed in HIV/AIDS interventions ( indicator is amount of recourses invested) The Council Directors meeting held in Dodoma had significant impact on the achievement of CMACs The CMACs training had significantly contributed to the achievements CHACs who are also DCDO have too much responsibilities which let them being less effective on CMAC roles There is good chance of CMACs being effective and bring significant change in fighting against HIV/AIDS in the Councils 7.0 STEPS TO THE WAY FORWARD 7.1 Meeting CMAC to develop meeting calendar which will guide the frequency and when meeting will be conducted. This calendar should be incorporated into Council meeting calendar 7.2 Tasks CMAC should call meeting and assign specific role(s) to specific member(s) as it was instructed and practised by four co-opted members during mainstreaming training XIV

15 CMAC should identify and start implementation of activities that can be done by using internal resources 7.3 Planning CMAC should either develop a mini budget for the omitted interventional activities and send them to Treasure or send them to TACAIDS for funding TACAIDS should start mobilizing fund for those sectors and CSOs HIV/AIDS intervention activities which were cancelled by the Treasury from the Council comprehensive development plan. 7.4 HIV/AIDS interventions TACAIDS should send copies of NPHA,NMSF and IEC materials to Council Whenever resources are very limited, peripheral District Councils should be given first priority than Town, Municipal and City Councils. This is because of its geographical dispersion and minimal revenue compared to other group of Councils (Mbarali District covers 46.7% of Mbeya Region) 7.5 Other Committee TACAIDS should prepare training package for WMAC and other important support such as fund and facilitators 7.6 Regional Facilitating Agency TACAIDS should instruct RFAs that one of focal area when capacitating CSOs should be on National HIV/AIDS policy and NMSF 7.7 Status of CMAC T he coming National election will probably affect the composition of CMACs (Councillors & MP). TACAIDS therefore should organise and facilitate training for new CMAC members. XV

16 2 MBEYA CITY COUNCIL XVI

17 1. Name of the Council /District 2. Dates of interviews Mbeya City council 11 th -12 th July CMAC members interviewed: Nr Position in CMACs 1 Chairman (Councillor) Safari 2 Council Director Safari 3 CHAC 4 Youth Representative 5 Representative of faith based organisation 6 Representative of PLWHA 7 Sector HIV/AIDS focal person representative 8. CSOs Representative Safari 4. Documents seen and analysed by the trainer: Minutes of CMACs meetings Multi-sectoral HIV/AIDS Plan Comprehensive Council Development Plan XVII

18 1.0 ACHIEVEMENTS 1.1 Meeting CMAC managed to meet three (3) times Time duration was 2-3 hours depending on the agenda and contribution 80% of members attended The meeting was organised by the Council Director in collaboration with CHAC The cost was fully incurred by the Council for all meetings 1.2 Tasks Mapping and Assessment of 16 CSOs was done by GTZ by including one CMAC member in the Assessment team 1.3 Planning Councils sectors and four CSOs were involved in development of mult-sectoral plan Situational analysis was considered Participation/people s priorities were given chance since planning was done by all sectors starting at lower levels 1.4 HIV/AIDS interventions These included VCT, Supporting orphans, Sensitization on care and treatment for PLHAs, HBC, STI treatment, ARV and PMCT. These were done by both Government facilities and NGOs Others were KIHUMBE, GTZ, AXIOS, SHIDEPHA+, KIWOHEDE, Open heart, OK Tree Fund, IRTF, SETA etc. Their activities were those mentioned in current intervention above. Networking among CSO was MBENGOAIDS 1.5 Other Committee All 17Wards had formed WMACs Each Ward formulated the WMAC on its own after receiving the guideline XVIII

19 1.6 Status of CMAC 17 (89%) of members were still the same since the CMAC establishment and were trained The challenges were:- -Developing of HIV Interventions plan without being given the ceiling -Competing priorities 2.0 GAPS IDENTIFIED 2.1 Meeting Members said they had three meetings so far, however only one minute for one meeting of 1 st October 2004 was presented. Were relevant to HIV/AIDS but not matching with the CMAC roles Minutes of previous meeting are not given to members before meeting No meeting calendar was set that some members were being invited by surprise although this had never caused any member to miss the meeting, but it was subjected to risk due to competitive priorities. No any facilitation was given to members since no member has been assigned major CMAC role(s) that could enquire assistance. 2.2 Tasks No any facilitation was given to members since no member was been assigned major CMAC role(s) that could enquire assistance. Members were not aware of the CMAC roles No specific role(s) were assigned to specific member(s) No support was given since no specific role assigned to individual member 2.3 Planning HIV/AIDS activities from all sectors and CSOs with the exception of health sector were cancelled by the Treasure from the Council Development Plan. Only those of health sector survived. This implies that all sectors other than health will be having no HIV/AIDS interventional activities for the whole next financial year unless other measures are to be taken now. Plans from CSOs and sectors bypassed the CMAC. From the CSOs and sectors the plans went directly to the Council Management Team. The situational analysis of the plan was not sure because the plans were not analysed by CMAC Members were not aware of planning supporting guidelines. XIX

20 Feedback to the lower levels was not given. 2.4 HIV/AIDS interventions CSOs were not aware of the NP and NMSF No collaboration established between CMAC and CSOs, each part was working independently. There was disconnection between the Council and CMAC. The council was supporting some CSOs without involving CMAC 2.5 Other Committee WEOs were instructed to form the committee - Subjected to inconsistence The composition was not known on whether was adhered to guidelines Support/ capacity building was not done VMACs formation was just assumption on their existence 2.6 Regional Facilitating Agency Members were not aware Linkage and networking was not established Relationship building was not also established 3.0 RECCOMMENDATIONS BASED ON THE ASSESSMENT ANALYSES 3.1 Meeting Distinction should be made between the CMAC and CMAC incorporated meeting Minutes of meetings should be kept in such a way that can be referred/available when needed Issues should be in line with the primary roles and responsibilities of CMAC Develop meeting calendar Submit previous minute to members before next meeting Council should set budget for CMAC activities including meeting Assign specific tasks to specific members for implementation Assigned specific tasks to specific members for which its implementation should be reported in the next meeting XX

21 3.2 Tasks Reorient the CMAC members on the roles of CMAC Assign specific tasks to specific members for implementation Start implementing activities that can be met by using internal resources Ask for the needed affordable support Call meeting for feedback 3.4 Planning CMAC should either develop a mini budget for the omitted interventional activities and send them to Treasure or send them to TACAIDS for funding HIV/AIDS Plans developed by CSO and other sectors should also be analysed by CMAC before sent forward CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan Plans CMAC should send feedback to lower levels including CSO for whatever response would have been given to their 3.5 HIV/AIDS interventions CMAC Members to reorient with NP and NMSF During capacitating CSOs one of the training area should be NP and NMSF CMAC to introduce themselves to CSO through their cluster MBENGOAIDS Council Official should involve CMAC in providing support to CSO working against HIV/AIDS this will enhance collaboration between CMAC and CSOs 3.6 Other Committee CMAC should with verification of the formation and composition of WMAC and then the VMAC CMAC should include WMAC capacitating activity in their plan 3.7 Regional Facilitating Agency CMAC should organise a forum of introduction between CMAC and RFA XXI

22 4.0 ACTION TAKEN BY TRAINERS 4.1 Meeting Suggested the agenda to be in line with the CMAC roles Asked to see the meeting minutes to verify the meeting agenda Accepted the idea of setting meeting calendar Where possible internal sources to be used to cover the expenses. Suggested Council to set budget for CMAC activities including meeting (Already done for this financial year budget plan) Suggested to assign specific resolution to specific members Suggested to Assign specific tasks to specific members for which its implementation should be reported in the next meeting 4.2 Tasks Suggested to reorient the CMAC members on the role of CMAC Suggested to Start implementing activities that can be met by using internal resources Accepted the idea of asking the needed affordable support Suggested to use the schedule meeting unless for emergence cases 4.3 Planning Agreed on the idea of mini budget for the omitted HIV/AIDS intervention activities for the non health sectors and CSOs Suggested to compile the cancelled sectors and CSOs HIV/AIDS interventional activities and send that plan to TACAIDS for funding Suggested to adherence planning protocol where by the all HIV/AIDS intervention activities should be analysed by CMAC Suggested that CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan Plans CMAC should send feedback to lower levels including CSO for whatever response would have been given to their 4.4 HIV/AIDS interventions Suggested that CMAC Members to reorient with NP and NMSF as one of their challenges in implementing their roles During capacitating CSOs one of the training area should be NP and NMSF Suggested that CMAC to introduce to CSO through their cluster MBENGOAIDS in the process of building partnership. XXII

23 Suggested that Council Official should involve CMAC in providing support to CSO working against HIV/AIDS this will enhance collaboration between CMAC and CSOs 4.5 Other Committee Suggested CMAC should with verification of the formation and composition of WMAC and then the VMAC since it requires minimal resource which can incurred by Council Suggested CMAC should include WMAC capacitating activities in their plans 4.6 Regional Facilitating Agency Agreed that CMAC should organise a forum of introduction between CMAC and RFA 5.0 ACTIVITIES IN COLLABORATION WITH RFA RFA is still in introductory phase 6.0 STEPS TO THE WAY FORWARD 6.1 Meeting Develop CMAC meeting calendar which will guide the frequency and when meeting will be conducted. This calendar should be incorporated into Council meeting calendar 6.2 Tasks CMAC should call meeting and assign specific role(s) to specific member(s) as it was instructed and practised by four co-opted members during mainstreaming training CMAC should identify and start implementation of activities that can be done by using internal resources 6.2 Planning CMAC should either develop a mini budget for the omitted interventional activities and send them to Treasure or to TACAIDS for funding XXIII

24 TACAIDS should start mobilizing fund for those sectors and CSOs HIV/AIDS intervention activities which were cancelled by the Treasury from the Council comprehensive development plan 6.3 HIV/AIDS interventions TACAIDS should instruct RFAs that one of area of focus when capacitating CSOs should be on National HIV/AIDS policy and NMSF 6.4 Other Committee TACAIDS should prepare training package for WMAC and other important support such as fund and facilitators XXIV

25 3 MBEYA DISTRICT COUNCIL XXV

26 1. Name of the Council /District 2. Dates of interviews Mbeya District council 13 th -14 th July CMAC members interviewed: Nr Position in CMACs 1 Chairman (Councillor) 2 Council Director Safari 3 CHAC 4 Youth Representative X 5 Representative of faith based organisation X 6 Representative of PLWHA X 7 Sector HIV/AIDS focal person representative 8. CSOs Representative X 4. Documents seen and analysed by the trainer: Minutes of CMACs meetings Multi-sectoral HIV/AIDS Plan Comprehensive Council Development Plan Other documents: o Two letters requesting fund for CMAC meeting o Report of 4 co-opted members after attending mainstreaming training XXVI

27 1.0 ACHIEVEMENTS 1.1 Meeting It was conducted once on the day of the visit The cost was fully incurred by the Council for all meetings 1.2 Planning Councils sectors and 13 CSOs had just been involved in development of mult-sectoral plan The plans were brought to CMAC for analysis then would be sent to TACAIDS for funding Participation/people s priorities were given chance since planning was done by all sectors starting at lower levels 1.3 HIV/AIDS interventions MYDO, SIACA, GTZ, etc. There was a CSOs networking cluster (SHIVYAMBE) 1.4 Other Committee All 17Wards had formed WMACs Each Ward formulated the WMAC on its own after receiving the guideline 1.5 Regional Facilitating Agency Appointment has been received from RFA to meet CMAC 1.6 Status of CMAC 17 ( 89%) of members were still the same since the CMAC establishment and were trained XXVII

28 2.0 GAPS IDENTIFIED 2.1 Meeting No any meeting had ever been done for more than a year except the one which coincided by facilitators visit. The agenda was relevant-analysing the sectors and CSOs submitted plans. The time duration took one and half an hours No meeting calendar was organised Some members were just passive not looking the issues analytically No any issue implemented that could be presented since no resolution made since CMAC got trained No any facilitation was given to members since no member has been assigned major CMAC role(s) that could enquire assistance. 2.2 Tasks Members were not aware of the CMAC roles No specific role(s) was assigned to specific member(s) No support was given since no specific role assigned to individual member 2.4 Planning No Stakeholders were involved. Meeting to analyse the CSOs plans sat after new financial year had started Situation analysis was not detected because the CMAC meeting was just approving the plan rather than start by analysing them Members were not aware of planning supporting guidelines. 2.5 HIV/AIDS interventions CSOs were not aware of the NP and NMSF The current submitted plans did not include activities to support PLHAs Collaboration among CSOs and CMAC was not yet established, CSOs were working independently. There was disconnection between the Council and CMAC. The council was supporting some CSOs without involving CMAC XXVIII

29 2.6 Other Committee WEOs were instructed to form the committee - Subjected to inconsistence The composition was not known on whether was adhered to guidelines Support/ capacity building was not done VMACs formation was just assumption on their existence 2.7 Regional Facilitating Agency Members were not aware Linkage and networking was not established Relationship building was not also established 2.8 Status of CMAC 2 members (CSO representative and CHAC) were new and had never received any CMAC training. The challenges were on how the new members were going to be trained and the CHAC office being too far from the CD office 3.0 RECCOMMENDATIONS BASED ON THE ASSESSMENT ANALYSES 3.1 Meeting Develop meeting calendar Minutes of meetings should be kept in such a way that can be referred/available when needed The meeting agenda should be sent to members before meeting commencement CHAC should remind the chairman and Secretary on CMAC meeting and other activities as long as funds for CMAC plan will be allocated Council should set budget for CMAC activities including meeting Assign specific tasks to specific members for implementation Assigned specific tasks to specific members for which its implementation should be reported in the next meeting 3.2 Tasks Reorient the CMAC members on the roles of CMAC XXIX

30 Assign specific tasks to specific members for implementation Start implementing activities that can be met by using internal resources Ask for the needed affordable support Call meeting for feedback 3.3 Planning CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan CMAC should send feedback to lower levels including CSO for whatever response would have been given to their plans 3.4 Other Committee CMAC should start with verification of the formation and composition of WMAC and then the VMAC CMAC should include WMAC capacitating activity in their plan 4.0 ACTION TAKEN BY TRAINERS 4.1 Meeting Suggested the agenda to be in line with the CMAC roles Asked to see the meeting minutes to verify the meeting agenda Advised that minutes of meetings should be well organised in such a way that can be referred/available when needed Suggested that the meeting agenda should be sent to members before meeting commencement Accepted the idea of setting meeting calendar Where possible internal sources to be used to cover the expenses. Suggested Council to set budget for CMAC activities including meeting(already done for this financial year budget plan) Suggested to assign specific resolution to specific members Suggested to Assign specific tasks to specific members for which its implementation should be reported in the next meeting 4.1 Tasks Suggested to reorient the CMAC members on the role of CMAC Suggested to Start implementing activities that can be met by using internal resources Accepted the idea of asking the needed affordable support XXX

31 Suggested to use the schedule meeting unless for emergence cases 4.2 Planning Agreed on the idea of mini budget for the omitted HIV/AIDS intervention activities for the non health sectors and CSOs Suggested to compile the cancelled sectors and CSOs HIV/AIDS interventional activities and send that plan to TACAIDS for funding Suggested to adherence planning protocol where by the all HIV/AIDS intervention activities should be analysed by CMAC Suggested that CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan Plans CMAC should send feedback to lower levels including CSO for whatever response would have been given to their 4.3 HIV/AIDS interventions Suggested that CMAC Members to reorient with NP and NMSF as one of their challenges in implementing their roles During capacitating CSOs one of the training area should be NP and NMSF Suggested that CMAC to introduce to CSO through their cluster SHIVYAMBE in the process of building partnership Suggested that Council Official should involve CMAC in providing support to CSO working against HIV/AIDS this will enhance collaboration between CMAC and CSOs 4.4 Other Committee Suggested CMAC to start with verification of the formation and composition of WMAC and then the VMAC since it requires minimal resource which can be incurred by Council Suggested CMAC should include WMAC capacitating activities in their plans 4.5 Status of CMAC Agreed that some roles should be omitted from CHAC in order to facilitate her with more time to concentrate on CMAC activities XXXI

32 CHAC to be provided with offices within head office to simplify communication with Chairman and CD DPLO, DACC, and other capable members should reorient the two new members to all trainings covered by CMAC 5.0 ACTIVITIES IN COLLABORATION WITH RFA 5.1Planning TACAIDS should start mobilizing funds for multsectoral HIV/AIDS plans which were not incorporated into Comprehensive Council development Plan 5.2 Other Committee TACAIDS should prepare training package for WMAC and other important support such as fund and facilitators 6.0 NEXT STEP TO THE WAY FORWARD 6.1 Meeting Develop CMAC meeting calendar which will guide the frequency and when meeting will be conducted. This calendar should be incorporated into Council meeting calendar 6.2 Tasks CMAC should call meeting and assign specific role(s) to specific member(s) as it was instructed and practised by four co-opted members during mainstreaming training CMAC should identify and start implementation of activities that can be done by using internal resources 6.3 Planning TACAIDS should start mobilizing fund for those sectors and CSOs HIV/AIDS intervention activities which were not included in the Council comprehensive development plan Whenever there is limited resources, District Councils should be given first priority than Town, Municipal and City Councils. This is because of XXXII

33 its geographical dispersion and minimal revenue compared to other group of Councils 6.4 HIV/AIDS interventions TACAIDS should instruct RFAs that one of area of focus when capacitating CSOs should be on National HIV/AIDS policy and NMSF 6.5 Other Committee TACAIDS should prepare training package for WMAC and other important support such as fund and facilitators 6.6 Status of CMAC TACAIDS should mobilize infrastructures such as computers and means transport to support the CMAC actors TACAIDS should improve its way of communicating to CMACs. XXXIII

34 4 MBARALI DISTRICT COUNCIL XXXIV

35 1. Name of the Council /District 2. Dates of interviews Mbarali District Council 15 th -16 th July CMAC members interviewed: Nr Position in CMACs 1 Chairman (Councillor) 2 Council Director 3 CHAC 4 Youth Representative 5 Representative of faith based organisation 6 Representative of PLWHA 7 Sector HIV/AIDS focal person representative 8. CSOs Representative 4. Documents seen and analysed by the trainer: Minutes of CMACs meetings Multi-sectoral HIV/AIDS Plan Comprehensive Council Development Plan X XXXV

36 1.0 ACHIEVEMENT 1.1 Meeting CMAC managed to meet Seven (7) times Maximum time duration was 1.30 hours depending on the agenda and contribution 17(94%) of members attended The meeting was organised by the Council Director in collaboration with CHAC CMAC had Meeting calendar incorporated in the Council meeting program The cost was fully incurred by the Council for all meetings The resolutions such as Visiting WMACs was made from the meeting 1.2 Tasks Each individual was aware for those tasks assigned to, and she /he was clear of them although being unaware that they are part of CMAC primary roles Mapping and Assessment of CSOs was done by GTZ by including one (1) CMAC member in the Assessment Team Support such as funds, transport, and Stationeries were given by the Council Other infrastructures bought were Generator and video set The review system used for the assigned task was through meetings 1.3 HIV/AIDS interventions The interventions running in the council were VCT, Supporting orphans, HBC, STI treatment. These are done by both Government facilities and NGOs Stakeholders were INUACO, KRADO, YOWIFO, SKUVI, and SHIDEPHA+. The CMAC supported 23 groups by taking 1 participant from each group for 2 days through GTZ initiative The CMAC created awareness to deaf and dumb in 2 wards Sensitization of 2 Ward Development committee XXXVI

37 1.4 Other Committee All 11 (100%) Wards had formed WMACs and 7 of them were verified Each Ward formulated the WMAC on its own after receiving the guideline CMACs were a bit oriented during verification exercise 92 VMACs had been formed to all Village in the Council 1.5 Regional Facilitating Agency Some were aware and had stated collaborating in some activities like assessing CSO and call for plans 1.6 Status of CMAC 15 ( 79%) of members were still the same since the CMAC establishment and got trained Replacement of two new members Motivating factors for the achievements were support from the Council and Sense of urgency among the members 2.0 GAPS IDENTIFIED 2.1 Meeting Other members were not consulted for identifying new meeting agendas Too short time was spent indication of either having no new of strong issues led some members fill guilty conscious receiving the allowance MP attended only two out of seven meeting Minutes of previous meeting were presented just at too short time before meeting started participation was less active because of repetitive issues being presented 2.2 Tasks Members were not aware of the CMAC roles Some roles were not assigned to specific member(s) XXXVII

38 2.3 Planning HIV/AIDS activities were not mainstreamed there was no current multicultural plan No any plan was presented to CMAC for analysis Members were not aware of planning supporting guidelines. 2.4 HIV/AIDS interventions CSOs were not aware of the NP and NMSF Networking among CSO was not yet established There was no strong collaboration between CMAC and CSOs. each part was working independently. 2.5 Other Committee CMAC should start with verification of the composition of WMACs and then the VMACs CMAC should include WMAC capacitating activity in their plan CMAC suggested to verify first all WMACs then followed by VMACs 2.6 Regional Facilitating Agency Introduction Meeting forum was already organised by RFA 2.7 Status of CMAC CHAC should request to present CMAC issues in CMT 3.0 ACTION TAKEN BY TRAINERS 3.1 Meeting Trainers suggested that agenda should be in line with the CMAC roles They also asked to see the meeting minutes to verify the meeting agenda They suggested that CMAC members should present the agenda 7 days before the meeting sitting day They all accepted the idea of setting meeting calendar XXXVIII

39 Trainers also suggested that previous minute should be submitted to members 3 days before next meeting They also commented that, where possible internal sources should be used to cover the expenses. Also they suggested that Council should continue in facilitating CMAC activities including meeting Trainers suggested that CMAC members should assign specific resolution to specific members They also suggested that CMAC members should assign specific tasks to specific members for which its implementation should be reported in the next meeting 3.2 Tasks Trainers suggested to reorient the CMAC members on the role of CMAC They also suggested to Start implementing activities that can be met by using internal resources They all accepted the idea of asking the needed affordable support Trainers suggested also that CMAC members should use the schedule meeting unless for emergence cases 3.3 Planning Trainers suggested that CMAC members should compile the cancelled sectors and CSOs HIV/AIDS interventional activities and send that plan to TACAIDS for funding They suggested on the adherence planning protocol where by the all HIV/AIDS intervention activities should be analysed by CMAC They also suggested that CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan CMAC plans should send feedback to lower levels including CSO for whatever response would have been given to their plans 3.4 HIV/AIDS interventions Trainers suggested that CMAC Members should reorient with NP and NMSF as one of their challenges in implementing their roles During capacitating CSOs one of the training area should be NP and NMSF XXXIX

40 They also suggested that CSO representative should sensitise other CSOs on the importance of having cluster for easier collaboration with CMAC 3.5 Other committee Trainers suggested that CMAC should start with verification of the formation and composition of WMAC and then the VMAC since it requires minimal resource which can incurred by Council Also they suggested that CMAC should include WMAC capacitating activities in their plans 3.6 Status of CMAC Trainers suggested that CHAC being not a member of CMT may request to present CMAC issues in CMT where necessary 4.0 NEXT STEP TO THE WAY FORWARD 4.1 Planning TACAIDS should start mobilizing fund for multsector and CSOs HIV/AIDS intervention activities which were not incorporated in the Council comprehensive development plan 4.2 HIV/AIDS Interventions TACAIDS should instruct RFAs that one of area of focus when capacitating CSOs should be on National HIV/AIDS policy and NMSF 4.3 Other committee TACAIDS should prepare training package for WMAC and other important support such as fund and facilitators 4.4 Regional Facilitating agency TACAIDS should advice RFAS to have good approach before start business XL

41 5 CHUNYA DISTRICT COUNCIL XLI

42 1. Name of the Council /District 2. Dates of interviews Chunya District Council 18 th -19 th July CMAC members interviewed: Nr Position in CMACs 1 Chairman (Councillor) Not invited 2 Council Director 3 CHAC Safari 4 Youth Representative 5 Representative of faith based organisation 6 Representative of PLWHA Not invited 7 Sector HIV/AIDS focal person representative 8. CSOs Representative Not invited 4. Documents seen and analysed by the trainer: Minutes of CMACs meetings Multi-sectoral HIV/AIDS Plan Comprehensive Council Development Plan XLII

43 1.0 ACHIEVEMENT 1.1 Meeting Three (3) times, 1 in last year, and 2 quarterly Valid agenda e.g. verification of WMAC, developing of CMAC plans for requesting fund from the council 2-3 Hours depending on the agenda and contribution (73%) of members attended except MPs did not attend Cost was incurred by the Council for all meetings Resolutions were implemented e.g. verification and capacitating WMAC 1.2 Tasks Some were aware of CMAC roles Mapping and Assessment of CSOs was done by GTZ by including CMAC member in the Assessment team Support was given e.g. Transport, Funds as allowances (3 Millions TShs) 1.3 Planning Councils sectors developed mult-sectoral plan CMAC analysed the sector HIV/AIDS plans 1.4 HIV/AIDS interventions 13 VCT, Supporting orphans, Sensitization on care and treatment for PLHAs, HBC intervention at work place (Health sector), These are done by both Government facilities and NGOs Theatre group formed by Health sector MECCO, RC, CARITAS and, CSDO. There activities are those mentioned in current intervention above. 1.5 Other Committee All 23 (100%) Wards had formed WMACs 18(78%) presented the members list 6 WMACs members had been verified and capacitated on communication and basic facts on HIV/AIDS 1.6 Regional Facilitating Agency Some (AT members) were aware XLIII

44 1.7 Status of CMAC 15 ( 78%) of members are still the same since the CMAC establishment and were trained Religious representative replaced Motivating factors were Support from the Council Training given to CMAC and Regional secretariat supervisory visit 2.0 GAPS 2.1 Meeting No mechanism of collecting new agenda among the members before meeting MPs did not attend meeting Minutes of previous meeting are not given to members before meeting 2.2 Tasks Majority are not aware of the CMAC roles Some members were assigned tasks without knowing that those tasks were among CMAC primary 2.3 Planning HIV/AIDS activities from all sectors were cancelled by the Treasure from the Council Development Plan. Only those of health sector survived. This implies that all sectors other than health will be having no HIV/AIDS interventional activities for the whole next financial year unless other measures are to be taken now. No any CSO plan submitted that could part of multi- sectoral plan Majority of Members are not aware of planning supporting guidelines. CSOs are not aware of the NP and NMSF Networking among CSOs not established Collaboration among CSOs and CMAC not yet established. CSOs are working independently. 2.4 Other Committees Some WMACs are not yet being verified WEOs were instructed to form the committee - Subjected to inconsistence XLIV

45 Composition for non-verified wards, still not known if adhered to guidelines The information on VMACs are just assumption on their existence 2.5 Regional Facilitating Agency Majority were aware No formal linkage and networking established 2.6 Status of CMAC Youth representative (FE) not yet replaced New Christian representative not trained Developing of HIV Interventions plan without being given the ceiling Criteria for rates of allowances that has to be paid to committee members Councilors: SA 15,000 ; posho 40,000 (20,000 x 2) + Nauli Outsiders : 5,000 Council sector representatives : Not paid Too big coverage of the District area (46.7%) of Mbeya Region Lack/shortage of resources such as fund and transport Less commitment of MP Partnership building with CSOs Recognition differences between CMAC members and co-opted members 3. O RECCOMMENDATIONS BASED ON THE ASSESSMENT ANALYSES 3.1 Meeting Maintain the quarterly meeting calendar which has been developed Minutes of meetings should be sent to members earlier. This will facilitate the following:- -To remind members on tasks assigned to -To request members to submit the new agenda for the next meeting -To let members organise their contribution for the next meeting The meeting calendar should be not be colliding with other MPs National tasks Submit previous minute to members before next meeting Council should keep on setting budget for CMAC activities including meeting Keep on assigning tasks to specific members for implementation XLV

46 Assigned tasks to specific members for implementation should continue being reported through meeting 3.2 Tasks Reorient the CMAC members on the roles of CMAC Reorient the CMAC members on the roles of CMAC Assign specific tasks to specific members for implementation in line with the primary roles of CMAC Continue implementing by starting with activities that can be met by using internal resources 3.3 Planning CMAC should compile the multisectoral HIV/AIDS plan and send to TACAIDS for funding HIV/AIDS Plans developed by CSO and other sectors should continue being analysed by CMAC before sent forward to the relevant authorities such as RFA, TACAIDS and Council development plan CMAC members should make sure that they are familiar with planning guidelines in order to provide a sound support to the sent plan CMAC should send feedback to lower levels including CSO for whatever response would have been given to their plan 3.4 HIV/AIDS interventions CMAC Members to reorient with NP and NMSF During capacitating CSOs one of the training area should be NP and NMSF Advice to form CSO networking cluster CMAC to organize the forum of introduction and establish a mutual area of understanding with CSOs. 3.5 Other Committee CMAC to continue verifying the formation and composition of the remaining WMACs and then the VMAC CMAC should include WMAC capacitating activity in their plan 3.6 Regional Facilitating Agency RFA has organised meeting with CMAC on 4 th August 2005 XLVI