HomeMy Public PortalAbout20230403 - Board of Health - Agenda PacketNOTICE OF MEETING
HOPKINTON HEALTH DEPARTMENT
Date: APRIL 3, 2023
Time: 5:30 p.m. Location: Senior Center
Arts & Crafts Room
AGENDA
Public Comment — Members of the community are invited to share ideas, state opinions
or ask questions
Request to Approve the Board's Meeting Minutes of March 13, 2023-(Pg. 1-4)
Director's Annual Performance Review-(Pg. 5-8)
Strategic Planning Discussion
Public Health Nurse Report
Director's Report
Board of Health Meetings: April 24, 2023; May 8, 2023
Note: The listed matters are those reasonably anticipated by the Board to be discussed at the meeting. Not all items may in fact be
discussed and other items not listed may also be brought up for discussion only to the extent permitted by law. Unless an agenda item is
a posted Public Hearing, the matter may be considered earlier than the indicated time if there are last minute cancellation(s) or other
unforeseen events which cause the Board to move more quickly through the agenda.
HEALTH DEPARTMENT
Town of Hopkinton, Massachusetts
Monday, March 13, 2023
MINUTES
Members Present: Elizabeth "Lisa" Whittemore, Dr. Richard Jacobs and Regina Miloslaysky
Also Present: Shaun McAuliffe, Health Director; Simone Carter, Public Health Nurse
Absent:
Late Arrival(s):
Early Dismissal:
The meeting was called to order at 5:30 p.m. by Chairman Whittemore.
Ms. LaRoche announced the "Script for Remotely Conducted Open Meetings" guidelines.
Members and participants role call for attendance:
Elizabeth "Lisa" Whittemore Yes
Dr. Richard Jacobs Yes
Regina Miloslaysky Yes (arrived 5:35 p.m.)
Shaun McAuliffe Yes
Simone Carter Yes (arrived 5:36 p.m.)
Public Comment- Members of the community are invited to share ideas, state opinions or ask questions
Request to Approve the Board's Meeting Minutes of February 27, 2023
Ms. LaRoche requested the Board's approval for the meeting minutes of February 27, 2023. Ms.
Miloslaysky motioned to approve the meeting minutes, as presented. Vice Chairman Jacobs seconded.
Roll Ca11: Chairman Whittemore Yes, Vice Chairman Jacobs Yes and Ms. Miloslaysky Yes.
Request to Conduct Hearing for the Adoption of the Amended State Sales Tobacco Product
Regulations
Ms. LaRoche requested the Board's approval to move forward with the advertising procedures to
conduct a public hearing for the Amended State Sales Tobacco Product Regulations that were discussed
at the board's previous meeting. She stated that at this time, due to the timing of acquiring a location for
the hearing for the in -person meeting and the advertisement requirements under the open meeting law,
she is not able to indicate a specific hearing date and time but once the logistics are confirmed she will
inform the Board of the date, time and location of the hearing.
Ms. Miloslaysky motioned to move forward to conduct a public hearing for the Amended State Sales
Tobacco Product Regulations, as requested. Vice Chairman Jacobs seconded. Roll Ca11: Chairman
Whittemore Yes, Vice Chairman Jacobs Yes and Ms. Miloslaysky Yes.
Director's Annual Performance Review Board Member Designation
Ms. LaRoche requested a board member to be designated to conduct Mr. McAuliffe's annual
performance review for FY2023.
BOH March 13, 2023 -MEETING Minutes
Page 1
Chairman Whittemore will conduct the annual review for Mr. McAuliffe and requested to have the draft
performance review placed on the Board's next board meeting for the Board members comments, if
any. Ms. LaRoche acknowledged Chairman Whittemore's request.
Strategic Planning Discussion
Mr. McAuliffe informed the Board that the Health Department received the revised proposal of the
strategic plan from the Edward J. Collins, Center for Public Management to work with the Metropolitan
Area Planning Council on the department's initiative. The Town Manager agreed with the plan and
requested if the department would be able to absorb the cost of $37,000. Mr. McAuliffe informed the
Board that the department would be able to absorb the cost; however, he has submitted a grant
proposal to the State and the Metrowest Health Foundation for financial assistance. He believes that
because the strategic plan is a requirement for state accreditation then a funding avenue should be
available and might receive between $20,000 to $30,000 to help defray the cost.
Ms. Miloslaysky motioned to approve the Edward J. Collins strategic plan for the department in the
amount of $37,000.00, as presented. Vice Chairman Jacobs seconded. Roll Call: Chairman
Whittemore Yes, Vice Chairman Jacobs Yes and Ms. Miloslaysky Yes.
Public Health Nurse Update
Nurse Carter informed the Board of the following:
• Number of respirator illness cases including influenza and Covid-19 are declining in Hopkinton.
• National trend as Covid-19 cases went from 33,000 per day nationwide in the two weeks prior to
the meeting to 30,000 in the past week.
• Obtained 12 doses of tetanus and diphtheria from the State that were to be discarded. This
vaccine is required every 10 years; 6 doses are available free of charge until Friday, March 17,
2023.
• COVID-19 vaccines are available along with many free test kits. The expiration date has been
extended for 15 months past the date on the test kits.
• The Health Department has distributed more than $250,000 of COVID test kits
• In April, the town will begin its training on the Narcan administration, on the second Tuesday of
each month, excluding the months of July and August, as well as education on preventing and
treating substance misuse. Each kit will include 2 doses of Narcan, a mouth shield for CPR, 2 pair
of gloves and fentanyl test strips.
• Consultations are available to residents who may need kits on an individual basis and all
conversations will be kept confidential.
Director's Report
Mr. McAuliffe updated the Board of the following:
Food and Housing Inspections -
1. We are working with the food vendors participating at the Boston Marathon. At present, all but
one holds a current, mobile food permit with the Health Department. One needs to renew their
permit.
BOH March 13, 2023 -MEETING Minutes
Page 2
2. We intend to work with the School District to collect unopened prepackaged foods that are under
temperature control and distribute those products to PJB and/or the YMCA to combat food
insecurity
3. We are assisting PJB in their efforts to secure additional bread donations for the pantry. I intend
to work with local supermarkets in the area to secure in-store bakery donations for the pantry.
Well and Septic -
1. Over the weekend, a resident called to complain that a driller was fracking a drinking water well
on Front Street. The work was permitted. As a reminder, the fracking of a drinking water well
does not involve chemicals or muds similar to that used in oil -well fracking.
2. Over the weekend, we received several complaints about the status of the water quality in Town.
The DPW reports that the drinking water discoloration was the result of several water main
breaks.
Tobacco -
1. A draft of the revised tobacco regulations has been provided to the board for review.
MDPH Work -
1. The MDPH intends to report the findings of their Phase 3 Compliance assessment of local health
departments. The findings are reported to be released to the Department on March 16, 2023 at
2:00 pm.
2. The Public Health Nurse met with our regional vaccine representatives and will be placing an
order for influenza vaccine, shingles vaccine and COVID-19 vaccines.
3. We continue to distribute free COVID-19 test kits to the residents and businesses in the
community Once completed, the Department will have distributed over $250,000 of COVID-19
test kits.
4. We have submitted a Master Services Agreement to the MDPH that would allow them to provide
us direct financial support for our programming.
5. We are working with the MDPH in improving regional education on the importance of rabies
vaccination, to reduce the number of rabies waivers that we receive annually. The MDPH reports
that since 2018, brain tissue from 5 bats, 10 cats, 19 dogs and 1 racoon have been submitted to
the MDPH rabies laboratory for testing.
6. All but two of the rabies waivers that have been received in 2023 have been rejected by the
MDPH and MDAR. The MDPH and MDAR have requested additional information on the two
waivers that had not been rejected.
Regulation Review and Updating -
1. Kelechi, Bryan and I will be finalizing the drafts of the Noise and Title 5 regulations over the next
two weeks. We will present drafts to the board and town leadership for review and comment on
the Noise regulation.
Grants -
1. The MetroWest Health Foundation green -lighted the Department to submit capacity grant
proposals to cover the costs of our Strategic Plan and our plan to develop a Community Crisis
Response Team. If awarded, $10,000 will be appropriated to each program. We will be working
with the Grants and Procurement Manager to finalize the proposal to the MWHF.
2. We have requested an additional $10,000 to $20,000 from the MetroWest Share Public Health
Services group to fund the Strategic Plan, as it is a requirement for our CDC and MDPH mandated
accreditation.
BOH March 13, 2023 -MEETING Minutes Page 3
Intern -
1. If there are any graduate MPH students in Hopkinton looking for a paid internship, we
recommend that the review the following MDPH posting: Student internships 1 Local Public
Health Institute of Massachusetts (bu.edul. Student applications are due March 26, 2023.
Regulatory Enforcement -
1. The MDEP has advised the Department to start issuing civil citations for any Title 5 violations. In
Hopkinton, common violations include: failure to submit pumping records within 14 -days, failure
to submit Title 5 reports within 30 -days and for Title 5 inspectors failure to complete the
regulatory review of the property file. Some Title 5 inspectors have been requiring the clients to
complete the Title 5 file review for them.
Other -
1. In addition to the air quality issues at our record storage building, on February 27, 2023, the
Director arrived on -site to find the internal building temperature at 38 F. Indoor air samples
were obtained from the file storage area while the furnace was out of service. The following
compounds were detected in the indoor air: Methane, Toluene, Acetone, Ethyl Alcohol,
Chloromethane, Dichlorodifluoromethane and Trichlorofluoromethane. Whereas Mercaptan was
not detected in the sample, the Director believes an uncapped sewer drain in the basement to be
the source of the chemicals in the indoor air.
2. The Department intends to meet with the several other Public Health Nurses, Directors, the
MDPH and our state representatives are working to resolve the existing vaccine reimbursement
issues.
3. The Department met with IT last week and will be working to build out a new and improved web
portal for the Health Department.
4. The Director is tentatively scheduled to meet with the appropriations committee on March 22,
2023 to review the 2024 budget.
ADJOURN: Vice Chairman Jacobs motioned to adjourn the Board of Health Meeting at 6:23 p.m. Ms.
Miloslaysky seconded. Role Call: Chairman Whittemore Yes, Vice Chairman Jacobs Yes and Ms.
Miloslaysky Yes.
Respectfully Submitted,
Nidia LaRoche
Administrative Assistant
BOH March 13, 2023 -MEETING Minutes
( Page 4
Employee Name:
D ate of Hire & # of Years Service:
Manager/Appraiser N ame:
Performan ce Review P erio d begin s
TOW N OF HOPKI NTON
SUPERVISOR'S REVIEW FORM
of EMPL OYEE'S PE RF ORMANCE
Fis cal Ye ar 2023
July 2022 June 30, 2023
Shaun McAuliffe
7/31/2017-6 \ rs
Chairman Elizabeth "Lisa" Whittemore
July 1, 2022
Title:
Departme nt Name:
Ma nager Title:
Perf orm ance Re view Period
ends
Health Director
Health Departme nt
J une 30, 2023
Part 1: Key Position Respon sibilities
List the fou r to six mo st impo rta nt a spe cts of this in dividual's position and eval uate perform ance. N ote any sig nifi cant changes since the last perf orma nce review .
En sure Town of Hopkinton is meeting all the requirements the Commonwealth places on local Health Departments
Mento r and develop team
Wo rk collaboratively with other town leaders
Maintain work/life balance
Part 2: Ann ual Goals an d Other Accomplishments
List each goal an d describe status, assessment, behaviors and competencies.
Go al 1: Strategic Plan ning. Shaun has worked hard at iden tifyin g and n egotiatin g a con su ltan cy that can assist with o ur strategic pla nni ng process . We have
selected a ven dor and are mov ing forward with this process. Shaun has met this go al.
Page 1 of 2
Goal 2: W ork with each member of the team to ens ure all are aware of a nd u ndersta nd their r oles a nd respo nsibilities . Shaun has made significant progress on
this goal this year . He is holdi ng regular staff meeti ngs; he is more clear in puting forth his e xpectatio ns for the team. The team is m ore i nvolved in BOH
meetings. Shau n is delegati ng more. He has met this goal a nd sho uld c onti nue to progress in it in FY 2024
G oal 3: Develop strategies for self -care. As C OVI D has co nti nued to wi nd dow n, Shaun has bee n more able to take advantage of the time off available to him .
This continues to be a learni ng opportunity but he has worked hard to separate himself from his job .
Part 3: Summary of Key Accomplishments
List the individual's three most importa nt achieveme nts or contributio ns th at directly supported the Town's or d epartment's strategy or goals during the review period .
1. Tea m D evelopmen t. The H ealth D epartment team is as strong as it has been in the six years that I've been worki ng with them. Shau n has worked hard to cre ate an atmosphere
where goals an d expectations a re shared.
2. Meeting DPH and State requ irements: H opkinton is conti nually called out as a leader within local health departme nts. Shau n has partnered incredibly s uccessfully with other
health departmen ts; he has spearheaded regional vaccination cli nics . He received n umerous COVID test kits and worked h ard to distrib ute them in a way that promoted DEI
goals. He fulfilled a D PH surv ey requirement and was lauded as o ne of the top Health Departments within the Commonwealth
3. Bu ilding out the n ursing pro gram. Together with Simone Carter, our p ublic health nurse, Shaun has e xpanded the nursi ng role withi n the Town of Hopkinto n. There are weekly
clin ics at the Sen ior Center; Simon e ha s offered COVID boosters weekly in her office. The two of them co nti nually strategize about other ways they can serve the tow n
Part 4: Su ggestions fo r Improv emen t
List up to three a rea s where this indiv idual cou ld improve an d develo p in the c orning year. Include specific ex amples to back up yo ur statements.
Continued team developmen t
Continu ed focu s on administrative responsibilities — these are the details that sometimes get lost
Continu ed focu s on work/life balance
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Part 5: Overall S ummary
This has been an excellent year. Shau n has led the departme nt as it has tra nsitio ned from crisis mode (2+ years of CO VID) a nd has helped his team fi nd footing
in the new post -pandemic era . I truly believe that the strategic plan is the next pillar from which to build and k now that Shau n, his t eam, and the members of the
Board will develop a strong visio n for the tow n to achie ve over the ne xt 3 — 5 years
Part 6: O verall R atin g
C hoo se one of the follo win g five ratings.
Does Not A chiev e
Expectations
Overall R atin g:
Achieves Some Achieves Most
Expectation s E xpectati ons
Achieves and Sometimes
E xceeds Expectatio ns
Exceeds Expectations
Regularly e.g. Ban ner Year;
Broad Impact on
Org anizati on
Part 7: Emplo yee Commen ts
Signatures (Requ ired):
Employ ee Si»inatu re/Date:
Supervisor/Manacer Sien ature/Date:
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U pper -level Ma nager Signature/ Date:
Human Resou rces Signature/Date:
Note:
The Employee Signa ture in dicates that this Perform ance Revi ew h as be en r ead, receiv ed, and discussed; the signature does not necessarily i ndic ate agreeme nt .
CC: Employee
Employee File
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