The Austin Public Health Department (APH) in Texas established a community-led Vaccine Equity Coalition, a long-standing goal postponed due to the COVID-19 pandemic. APH followed key steps to develop the coalition, including assessing community needs, recruiting members, identifying a champion, and organizing an inaugural meeting. APH’s community health workers engaged stakeholders to gauge interest, and organizations expressing interest were evaluated based on their roles within the community and available resources. APH prioritized a low-profile approach to decision-making, allowing community organizations to lead the coalition, while providing administrative support to ensure progress.

APH’s efforts successfully strengthened partnerships and trust among stakeholders, facilitating better service to the community. However, challenges emerged in coordinating schedules, securing a convenient meeting location, and ensuring proper technology for hybrid meetings.

To ensure the coalition’s sustainability, APH will continue to drive interest and offer ongoing support, including IT assistance, communications guidance, and connections to other public health programs.

The following materials were developed as draft documents, intended for refinement and approval by coalition members. A gradual rollout of bylaws and a steering committee framework was planned for late 2024.

• Template for stakeholder letter of engagement

• Template for Vaccine Equity Coalition bylaws

Actions Taken to Develop the Coalition:

• Assessed community stakeholders

• Community health workers held initial meetings with individual community stakeholders to determine interest in vaccine equity coalition building. Existing contacts were leveraged, and invitation emails were sent followed up by individual phone calls

• Assessed each organization’s community role and evaluation and capacity of resources

• Evaluated potential meeting locations and capacity of each participatory organization

• Entered the meeting with a defined decision-making structure, ensuring the health department:
  • Maintained a minimal role, serving primarily as a resource when needed.
  • Created basic organization document amenable to coalition members
  • Created template for letter of engagement
  • Offered communication tools
  • Offered facility resources

• Inaugural meeting occurred and included the following items:
  • Coalition participants were introduced
  • Expectations were discussed
  • Letter of engagement distributed
  • A steering committee was established
  • Cadence of meetings established

Advice for Health Departments Building Coalitions:

1. Build trust: Invest time in establishing strong, trusting relationships with community stakeholders.
2. Engage in honest conversations: Foster open dialogue to address concerns and align expectations.
3. Clarify your role: As a government entity, emphasize your intent to maintain a minimal role, allowing community organizations to lead.
4. Understand objectives: Clearly define and align the overall goals of the coalition from the start.
5. Be flexible and adaptable: Stay responsive to changing community needs and be prepared to adjust strategies as necessary.
6. Promote transparency: Keep stakeholders informed about decisions and developments to foster trust and maintain clear communication.
7. Offer support: Provide necessary resources, such as training and materials, to enhance coalition members’ capacity.
8. Celebrate successes: Acknowledge and celebrate the coalition’s achievements, even small ones, to boost morale and sustain momentum.