MINUTES DURING DISCUSSION ON CLOSE OUT FOR STEPS PROGRAM HELD VIRTUALLY O

25/06/2021
Objectives of the meeting/Agenda:
 Review timelines
 Program milestones and program reports
 Documentation of best practices
 Close out messaging
 Close out activities
 Directors message
 AOB
Members Present
1. Dr. Masaulo Philip 12. Irene Moraa 23. Pamela Otieno
2. Godfrey Mwayuli 13. Bernard Ogony 24. Donna Anyango
3. Ken Omugah 14. Caroline Muyinga 25. John Mwaura
4. George Odhiambo 15. Alfred Okeyo 26. Mandela Nelson
5. Collins Ochola 16. Joannes Ochieng 27. Pinto Shukuru
6. Roselyn Onyancha 17. Johnmark Odera 28. Stephen Rading
7. Ann Odongo 18. Martha Shikuku 29. Austine wanga
8. Andrew Wafula 19. Maureen Oindo 30. Lagat Stephen
9. Cliff Okebiro 20. Lincoln Omari 31. Winfred Adeck
10. Alfred Tulu 21. Emily Ogwang 32. Truphosa Ombul
11. Winfred Gumba 22. Kennedy Ouko

Preliminaries and highlights

1. The meeting commenced at 0915 Hours with a prayer from Emily afterward the RSDM briefed the team on the
meeting agenda
2. Directors opening remarks- Close out activities have commenced at management level and cascaded down to all
teams. Communication to the county teams is mandatory and all other partners and stakeholders. It is important to
shape the messaging going out to the teams. Departmental narrative reports/ outlines should commence even as we
wind up on the few activities remaining. HR to prepare all staff, lease agreements, etc should all be put in
consideration as we start off close out activities. Think about LVCT@20 as you plan the close out celebrations.

Follow on project- The Organization has made a proposal and expecting feedback from CDC. The grant covers 5
counties teamed up with EGPAF and NOPE for Care and treatment and DREAMS respectively.

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Meeting proceedings ACTION POINTS
Final program reporting: Collins to share close out reporting template on
Teams to start writing narratives for close out. Technical leads to Monday 28th June 2021
take lead of the process.
Consider uploading the reporting template on google sheets/ Technical Leads
sharepoint Mwayuli- Prevention
Give ourselves timelines to monitor progress of the narrative reports Kotut/Wagude- GBV
(1 Month) Wafula- DREAMS
Collins- SI
Mwaura- CQI and county engagement
Catherine- HR/ Ops
Masaulo- Executive summary
Review of the 1st draft Narratives in a
months’ time
Review our documentation Teams to complete documentation and share
1. Abstracts writing: Mwayuli shared a list of ongoing and with Mwayuli as soon as possible- 30th June
completed documents actioned to different teams Additional write ups
2. Program best practices Market assessment- DREAMS- Wafula
3. Document innovation during Covid Digital innovations- Mwaura
4. CDC has given consent to use program data for abstracts Naselica CoE write up- Adeck
writing HIV testing and Linkage among adolescents-
5. All work to be put in one folder for internal reviews Pamela

Messaging Form a small committee to shape messaging to

Brainstorm on a package of our communication for particular give feedback in a weeks’ time to share a draft
beneficiaries e.g. AGYW, KPs, Clients etc. messaging concept.

What kind of messaging would we want to give to our DREAMS- Andrew, Roselyn, Ann and
beneficiaries? Wagude
Prevention- Kisumu- George Odhiambo
The program as LVCT Health will be providing services up to 31st Irene Moraa- Kisii, Tulu- FF, Rading- Migori
September. Our 5 years of implementation have come to an end
there will be no interruption of services whether LVCT takes over Care and Treatment- Omari and Cliff
the new program or not.
HTS- Marther Shikuku
Wait for CDC feedback end of July to start messaging to avoid
disrupting beneficiaries and giving wrong signals CQI- Mwaura

Use our PEs as our ambassadors during their meetings to give CKM- Collins Kayubs
correct information to avert rumours and panic among beneficiaries

Start with a clear plan eg start at the County level then sub-county

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level during the routine progress review meetings. DREAMS team
to have meetings at ward level to mentors, beneficiaries, CAB
members, schools head and other stakeholder as they attend their
progress reviews. Should we use the same process used during
entry?
Tone down negative messaging to our beneficiaries since whichever
way they will still receive services whether from LVCT or any other
donor but Tailor messaging to our stakeholders and partners.

Most beneficiaries are aware but it has to be made official and give
assurance of continuity of services beyond close out.

Use upward downward communication. Just offer beneficiaries

services and use the channels of communication to our beneficiaries
to pass the message. We prioritize county and sub-counties

Leave communication regarding transition to HR to avoid distorting

information.

Make use of our semi-annual review meeting with the counties

Bottom line: Assure clients of services

Directors Message Regional Director to communicate on way

 Way forward for biannual meeting to be communicated forward for the biannual
 LVCT strategic plan for the next five years in writing.
Consider incorporating lessons learnt and best practices
 LVCT@ 20 bash to be done later in the year
 Report from the close out committee shared and timelines
noted from the different departments
Close out Event Mwayuli to liaise with Dr. Masaulo and
Proposal to have one major close out activity either regionally or Nairobi and give feedback whether we shall
nationally. Invite partners and showcase our work for the five years. select an exclusive committee for close out
Transport some beneficiaries, county focal persons, NASCOP, event or use the same committee planning for
NACC, Donors Partners etc close out

Naming of the event be considered key agenda being showcasing

our successes for the five years

Try to ensure that the meeting is physical other than virtual

The close out to be exclusive for STEPS.

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SoP for Transitions The messaging team to brainstorm on the SoP
 In case we won the grant what are we going to do? for closure based on the two questions?- Bullet
 In case we are asked to hand over the program what are we points
going to do?
AOB:
 Have the close out events outside the counties we have been implementing

There being no other business the meeting ended at 1155hrs by a word of prayer from Wafula
SUBMITTED BY: Name: John Mwaura
Date: 25/06/2021
NB: The minutes should be submitted to the admin assistant responsible for online filing within 3 days of the
activity/meeting.

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