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HomeMy WebLinkAbout2020-07-27 Board of Health Minutes Town of Reading I RECEIVED rPA ©'P!�! CLERKMeeting Minutes P cn ) a8: 44 Board - committee - commission - council: Board of Health Date: 2020-07-27 Time: 10:00 AM Building: Location: Address: Session: Open Session Purpose: Public Meeting Version: Final Attendees: Members - Present: Richard Lopez, Kerry Dunnell, Eleanor Tate-Shonkoff, Paula Curren, Kevin Sexton Members - Not Present: Others Present: Jean Delios, Laura Vlasuk, Laura Gemme, Donna Corbett Minutes Respectfully Submitted By: Paula Curren Topics of Discussion: Eleanor called the meeting to order at 10:06 AM. First item; open for comments. Paula noticed the Boy Scouts had an event at Wood End field and the Town Forest and wondered if that went through Recreation and Jenna. Eleanor assumed that it did and that she followed through with guidance with the permit. Communication and enforcement need to be discussed. Paula was curious about the process. Kerry said graduation went well and that Principle Boynton thanked the Board of Health publicly. It was a great evening. Eleanor thanked Kerry for sharing that. Regarding the Quannapowitt Players protocol review. Map of property viewed. Donna: feel free to comment. Performance guidance is 100 people/gathering, 10/group including staff, actors and attendees. Donna said "We won't come close." Eleanor: indoor or outdoor restroom allows for one person at a time to use. Donna said there are 3 entrances for access and people will monitor. Eleanor said there should be self-screening of performers. What about understudies? Donna said there are none. There will 3-4 people maximum to do stage reading. The performance will be on the porch and on either side. Page 1 1 Eleanor asked about directing traffic. Donna said the parking will be in the lot. Eleanor said that Public Safety joins us at 11AM, if there are questions about parking. Donna said that people will park on Mile Post Rd. There is no"No Parking" signage. Eleanor shared the concern that it being evening, what about bugs? Donna agreed that this was a good question. Kerry asked if the performers were 25 ft from the audience and won't cross paths? Donna confirmed. In terms of the parking, 20 cars will easily fit and allow for social distance. Jean was concerned about having cars and audience in the same space and suggested a plan for this and how it will be managed. Donna said they will leave a lane for emergency. Eleanor asked what would be the best way for Donna to be in touch with Public Safety. Can you stay? Jean asked if Donna was planning to get a permit. Donna asked for what? Jean: for a tent for shade, open flames, electricity, food, recording equipment Donna said no, she was not even sure people would come Kevin asked when this would be? Donna replied August before the nights get cool. Kevin said this needs to happen quickly. Donna said it would be a Friday, Saturday, Sunday weekend event. If no one signs up, it's a one-shot deal. Eleanor wondered if we have done this sort of approval before. Kevin said if it's on private property, we don't need to. Eleanor said that as with Austin Prep, the BOH can enforce state reqs on private property. Kevin asked if this could be put on the chair and the health agent? Eleanor said we have done that in the past so the BOH doesn't need to. lean was only concerned about Public Safety input. Kerry agreed. Kevin asked how are they informed? Page 1 2 Eleanor said it's usually by an email. Kevin Ok'd the plan with the caveat that they work with Public Safety. Eleanor suggested that the Quannapowitt players could work with Scout and Public Safety on the operation. Kevin can't imagine that there would be a problem. Donna says they will encourage masks and asked if there was nice way to enforce that? Paula and Eleanor suggested signage. Kevin suggested that it start at check-in; Here are the conditions before arrival. Remind people as they arrive. If someone can't, that's ok too. Please don't get upset if people can't. People need a gentle reminder. Donna asked who to call if someone is acting out. What if the situation requires security? Kevin stated that as a private organization, you have the right to refuse admission. If the person refuses at that point, it's a police issue. That's an extreme circumstance. Donna said that's her hope too. She will check with Chief Clark regarding safety with parking. Asked if BOH is approving/sanctioning the event? Eleanor replied yes provided there is self-screening before and the day of the event and the safety issues are addressed. Eleanor will follow up by email then asked about advertising. Donna said it will be on Facebook and emails to patrons. We have lost half our revenue and working "hand to mouth". She feels people would love something. Actors are antsy. Kerry said "break a leg!" Eleanor asked if Jenna was joining to discuss fall football? SNL players were formerly given a yellow light. There are still some questions so we can't move forward under current guidance for gatherings. As of 7/2, outdoor organizations are prohibited until further orders. Kerry said this was her concern too but was comfortable with a yellow light. She had asked for clarification regarding the category of Flag football; is it moderate or high risk? If it's high risk, then they can't play. Paula asked that if SNL is in other towns, what are they doing? Kerry answered that SNL alluded to approval in other towns, but it doesn't mean that everyone follows the same guidance in the same way. Eleanor said that Jenna alluded to this as well. People have to pay in advance, but we can't guarantee there will be games and will have to address refunds. They are managing sign- ups in other towns, but gathering limits and categorization of Flag football remains. Kerry said it's hard to distinguish games from tournaments which is lower risk. We could still be in step 2 or Phase 2 in September. We don't know right now. Eleanor asked if it would be helpful to define "tournament"? Rick said the end of the document talks about multiple games and teams. Kerry shared the document on the screen. Rick asked for clarification from SNL as to whether it was a single game or a whole season. Page 1 3 Eleanor reviewed that it was multiple people, at multiple places throughout the day. I think it's high risk. She had a conversation with Jenna about games vs. scrimmages. Rick thinks we're talking about a single event. The document of 7/24 under moderate risk it lists lacrosse. This is more like a tournament and not allowed based on current guidance Kerry said that in the past, it was over a number of weeks. Have modified it to a single event? If not, there are multiple weeks of it. Eleanor appreciated the clarification. Given the guidance, this can't move forward. They are willing to make modifications given the guidance at that time, so a yellow light seems to lead to more conformity. Given current guidance, we can't approve. We can review with new guidelines. Kevin asked if we know if they are tournaments or not? What will the difference be if they do it all on one day? Kerry said winners play winners. There are multiple teams at the same time. That is a tournament. I want clarification about the games on the football field and lacrosse field Paula said there were to be games behind Coolidge as well. Kerry countered that would be only if they had to. Kevin said there would be 5-6 games on each field Kerry feels this would be hard. How can they manage the 100 person limit as well as tournaments? What conditions need to be in place? It would have to be phase 3, step 2 to be in compliance. We can't call it low risk. Kevin added its definitely moderate risk with some gray areas. Kerry agreed that it's moderate vs high risk with gray areas. We have to be in step 2 with detailed crowd management. Kevin said the tournament language is confusing; multiple games, multiple teams. Would set ups around town mean less people at each site. We don't want it all at one site until stepl, phase 3. Under current guidance it might be ok if it was spread around town. Rick asked if the scenario meant there would be 22 players, a few coaches and 75 spectators on a filed. Wouldn't that be acceptable under current guidelines? Kevin and Kerry agreed. Eleanor said that under large gatherings order, it is prohibited. Rick said the guidance from 7/2 and 7/24 are in conflict, because 7/2 says there can't be gatherings and 7/24 says there can. Eleanor's interpretation is that the 7/24 guidance is phase 3 step 1 and they can play in lower risk sports. Inter team play is moderate-high risk. It can only happen if it is lower risk. Rick said if it was a single event at a single field, it can happen. Kevin agreed. If the games occurred across town with <100 people at each game. The yellow light is only if the games are spread across 1 location. Eleanor said a tournament consists of multiple games. Page 1 4 Kevin said it isn't a tournament because they aren't playing multiple teams. If the team loses a game, they go home. It's different from a tournament when multiple teams have cross play. What is written is multiple games at multiple sites vs. 1 game/site. Rick agreed if there are 3-4 games teams in limited games, then switching? Kevin said no because they are <6 ft apart. There are too many people. Kerry agreed. The only thing they can do is play 1 game at 1 field. Kevin suggested that if they wanted to play the same team twice, they could, but can't switch teams. Kerry agreed. Eleanor summarized that each team can play the same team 2-3 times. The games need to be spread over separate sites with <100 people at each site. His is not defined as a tournament. Kevin said that, as presented, it is. Eleanor said they wanted to separate sites. There can be multiple games with the same 2 teams. Kevin feels the wording of the order leaves need for interpretation. We need to be specific; is Turf 1 & 2 & Birch Meadow fields 1 site or 37 You can use 1. There are 3 at Birch Meadow. Parking issue with all coming and going to each site. Wood End would be easy as there is only one site. Eleanor said there should be separate fields and asked if there are any recommendations as to which ones? Kevin said if they can control the parking at the Birch Meadow complex such that there is no crossover. Eleanor asked if this goes on for 4 weeks vs. 1, would that change the recommendations? Kevin said it wouldn't under phase 3, step 1. Eleanor would get back to SNL in writing and they can join us on Thursday's BOH meeting. We can talk about the Senior van after the command meeting. Greg said voting is on the agenda. Eleanor said RCTV has called in to discuss whether we should record meetings or put them on RCN. Should we adjourn? Kevin said we can't do that. We could adjourn and 1 member stay on otherwise we all stay on command. Eleanor agreed that we all stay on the meeting. Greg sees no reason why RCN can't cover the meetings. Kevin says there are no sensitive issues to discuss. Command Meeting beains 11.07 Greg said let's start with Joe Huggins regarding cleaning and how he plans to ramp it up as people return to the buildings. Page 1 5 Joe said that since the beginning of the pandemic, town building cleaning and disinfecting has continued at fire and police stations including stations and vehicles, using outside contractors on a weekly basis. DPW also has reallocated hours to the fire station at night for high touch areas such as the lunch and bathrooms. This for the police department as well. During the day 4 custodians rotate to disinfect the town buildings except the Senior Center, cemetery and garage. There are 4 employees on a daily basis to do high touch surfaces Monday-Saturday. How this goes forward depends on nighttime meetings. But for now, there are 8-10 misting machines for vehicles, with 2 portable machines. These can use different chemicals such as food grade. There is 1 machine at the Senior Center for the driver to clean the vans. As we think about reopening we need floor markings, purchased laminated "one way only' signs for both schools and buildings, 6-foot distance signs, enough PPE for both schools and town buildings. Facilities has stockpiled for when we open. Kevin said that's extensive. Joe replied that there are a lot of moving parts. The custodians have been Flexible. We need procurement for as far into the year as possible. We have to work with procurement and cleaning contractors. Joe was thanked by all for the report. Mark Dockser asked with regard to PPE procurement, with the expected demand, are we able to replenish the supply? Gail Dowd from the school department said we are close to what we need for the year. We are working with Alison Jenkins. Schools make up 75% of the square footage of the town. We now have guidance from DESE. We have masks, gloves and gowns to start. The gowns are in short supply. Joe there are a few projections for the buildings. We need to make sure people wear masks. If there are more than 8-10 people, we need to plan for protocols. We can't be shy about telling people in maintenance and custodians that they need to follow the same rules. Greg asked if there was any more discussion? None. Next item: Dr. Doherty has released the school plan. Dr. Doherty said the plan is to be sent out to the community. The preliminary plan is as follows. A) in-person attendance with 3 foot distance between students. B) Hybrid with 1/2 the students remote, then switching alternate weeks. C) Completely remote. I will be finishing the drafts this weekend. There will be 3 forums for the community plus School Committee. On July 27 it will be sent to DESE and on August 10 the final draft is due. Some pieces of it will need to be bargained which is ongoing. I'm leaning toward the hybrid plan. Student capacity study with 3 foot spacing can't be done as it needs overflow space and more staff. So, we are looking at the hybrid plan with week 1; cohort A in person, while cohort B is remote. Cohort C will be remote full time. We expect there will be 200-300 students in that cohort. Week 2 cohorts A and B flip. Classes will be in person 4 days with Friday being remote for all. Teachers will use this day for meetings and planning as well as staff meetings. Previously the elementary schools had Wednesday 1/2 days for this, but now it will be Fridays. Facilities is looking at this for extra cleaning. Lunch will be in 2 locations; the cafeteria and the gym. We are working out those details. Kevin asked if siblings are on the same week? Dr. Doherty replied that most parents want this. It can be done in the middle and elementary schools, but not the high school, which makes sense from an infectious standpoint. Page 1 6 Eleanor asked about not switching classes. Dr. Doherty said it's easier in the elementary schools. In the high school there is a greater chance of transmission. In the elementary schools, they are in the same class all day except for lunch an phys. ed. We can't do that at the high school. Kevin asked if the distance will be 3 or 6 feet. Dr. Doherty said it will be 6 feet. The high school will have blocked scheduling to decrease the times passing between classes in the hallway from 8 times to 4 times. There will be one-way traffic in the hallways and unidirectional except for dead end halls. Kevin asked if there were any thoughts about starting in September. Dr. Doherty said yes and it will be staggered dismissal times at each level. Greg suggested that transportation would be difficult and needs to be staggered. There is only one bus. Dr. Doherty said the guidance on transportation is 1/3 capacity with 1 student/seat and seated in a zig-zag fashion except for siblings. Rick asked about plans for cases of COVID. Is there a protocol for shutting school down? Dr. Doherty said that DESE has several scenarios: single case to entire school. Eleanor asked that Dr. Doherty please forward the guidance. Greg suggested that it be sent to command who will disseminate it. Dr. Doherty said that regarding extracurricular activities and PE, they will restrictive. Band and chorus will be outside with 10foot distancing and masks. PE will have 6foot distancing indoors with masks; 10feet without masks. Preliminary start date is September 14 but that is just a placeholder. I don't see it happening. Greg said let's discuss voting. Laura Gemme has set up the library and the field house with DPW and police as well as Paula. It seemed to work out well. Eleanor said Laura Gemme will call into the meeting on Thursday. We will discuss COVID testing for poll workers. In the library, she removed booths to get to 8 people/1000sq.k. which is the updated guidance gathering limit. The field house capacity is 240 people at 8 people/1000sq.ft, but guidance is for < 100 people in an indoor enclosed space. Kevin doesn't feel that will happen Eleanor thought there would be 74 staff. Paula said there will be 80. Kerry said it's for September 1 only. Kevin said that allows 6 people per precinct. Eleanor added that's 3 voters plus 3 in line. Kevin said the rest are outside. Paula confirmed. Page 1 7 Kevin thought there might be >100 at the peak, but the majority don't vote historically. Eleanor will circle back about the 240 limits. Kevin thought that number was high. Mark said this amplifies the need for mail in voting. The more we encourage this the better. What can command do given queuing constraints? Can we let people know how long the wait is? Eleanor said based on previous conversations with Laura Gemme it seems like 7-10AM is a high period as well as 4 to closing. Eleven to twenty people were anticipated at peak times. We didn't discuss queuing. Mail in communication is ongoing in. A resident advisor is working on a postcard (screen shot). We were waiting for command to weigh in on it. Greg said to go ahead. Eleanor added there will also Facebook communication. Laura has already done one. Jayne is considering coordinating with her. We are looking for a catch phrase. Paula suggested the message boards. Greg feels reverse 911 and the message boards will be key. Dave asked for message board content and noted that the message boards have size limits for messaging. Eleanor said Tedi (resident advisor) made a time line. We need repeated messaging increasing before the date. Laura suggested that there be a letter from the Board of Health urging mail in voting. Kevin and Eleanor agreed that was a good idea. Eleanor will draft one and we will discuss jointly. Kerry asked for clarification on the mail in application because there's still more time. Where does the application go, Town Hall? Eleanor will include that in the letter. Greg suggested a planning group, including Jayne, so that we get the right message at the right time. Dr. Doherty offered the "connect ed system". Eleanor wondered how we would do this. Greg suggested someone in Planning, Laura Gemme, Jayne Wellman, someone from DPW for the message boards, and someone from the Board of Health to craft the message and dates that they would happen. Eleanor asked how would I involve the postcard Tedi created and the timeline. Should the BOH forward the information to Tedi? Greg said that's fine. The postcard is great. How do we coordinate how that goes out? Who pays for it? Eleanor asked who will set up the group? Page 1 8 Greg thinks it should come from command. We should form a plan to distribute the information. Eleanor felt that since she is on command she could do it. Jean said the monies, mailing, printing and 1 week turn around can be done through Procurement. Does it need to be in the mail mid-August? The last date for staff is August 13. So, we need to know from the committee this week. That's tight. Eleanor said Tedi has been working on it for 3 weeks. Jean said she has an idea of the cost but defers to Procurement. Eleanor suggested that there are free channels to deliver the information. Can people do it by the end of the week? Jean said that's 9 thousand addresses. Eleanor said I don't know. This where Laura Gemme could help. Jean suggested including Alison Jenkins (Procurement Officer) would be a good idea. Rick suggested that people are already mailing in their applications so they wouldn't need one. Jean said as of last Thursday there were already several thousand. Maybe there is time to cross check if Laura has the ability. Eleanor asked the committee if the postcard made sense? Are there groups not reached on Facebook? Can there be a target mailing to those who don't get information in any other way? Mark stated that having Jayne on the committee is critical as well as RCN and the billboards. Eleanor reached out to her to start collaborating soon. Greg started the discussion of residents in need of assistance to open the Senior Center. I connected to several departments. There have been requests to open the center due to the heat. It is ready if needed. The school department transportation guidelines will be used for the van. Eleanor said she has notes about that. Why do you think that there haven't been any requests for the Senior Center? Greg said that he thinks those who went there know that things are closed. Elder and Human Services are reaching out to elders. They seem to be concerned about going in the public buildings for fear of COVID and rightly so. Usually we would get inquiries. Eleanor asked how we can get the message out that it's available. Gregsaidthat Elder and Human Services give them the message. Eleanor returned to the subject of the vans. You had sent guidance around. NRT suggested temperature screening, masks and open windows. Plexiglass was not a suggestion. It was also suggested that there be one person per ride 6 feet from the driver with the window open. But the driver needs to help people in and out. Poll workers are not being required to wear masks. But due to high risk the van operator should. We haven't discussed this. Should we discuss at the BOH meeting then discuss at the next command meeting? Page 1 9 Greg agreed and added that people need to be 6 feet apart. Eleanor agrees but we haven't discussed it yet since there have been no requests. We will discuss at our meeting on Thursday and come back to discuss it here next Monday. Greg asked if there was any other discussion. Dr. Doherty said the graduation went very well and appreciated the guidance from the Board of Health. Kerry said everyone was very happy. Congratulations! Greg was glad everything worked out. 12.03 Board of Health meetina resumed Kerry said for Thursday we need to prepare the transportation guidelines for the senior van from the website. We were also going to talk about SNL. Eleanor said she was going to email SNL and Jenna to have them join Thursday's meeting. Kerry asked if the Board can receive the communication from Laura in case it comes up? Laura said they usually have food. Kerry said not this year. Kevin asked if anyone envisioned pushback? Eleanor wants them to be part of the discussion, plus the question of fees. I'm trying to find a way to move forward. Kevin said that's why he brought it up because of the gray areas that we should clarify. Eleanor asked if there were any further thoughts? Kerry motioned to adjourn; Paula second. Roll Call: Kerry, yes; Eleanor, yes, Paula, yes (All in favor). Page 1 10