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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 Page 2 of 2 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: Page 3 of 2 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 Page 4 of 2