Executive Committee Meeting Agenda s1

B . C . B . O . H . A .

BERKSHIRE COUNTY BOARDS OF HEALTH ASSOCIATION

BCBOHA Executive Committee Meeting November 20, 2013 – 12:45 PM BRPC, 2nd Floor Conference Room, 1 Fenn St., Pittsfield, MA

Executive Committee Members Present: Gina Armstrong, Scott Koczela, John Olander, Mark Pruhenski, Ron Stant Executive Committee Members Absent: Jeff Kennedy Others Present: Chase Hunter (MDPH), Charlie Kaniecki (MDPH), Don Snyder (MDPH) Staff Present: Laura Kittross, Sandra Martin, Diane Persson

12:48PM – Call to order by Vice President Scott Koczela  Minutes of October 2, 2013 o M. Pruhenski motioned, R. Stant seconded, unanimous approval of minutes o L. Kittross read Fall Dinner meeting minutes . R. Stant motioned, G. Armstrong seconded, M. Pruhenski abstained, unanimous approval of minutes  Reports o Staff reports will go out by the end of the week

Financial  Treasurer’s Report o Balanced and certified by Jeff Kennedy through October 31, 2013 . R. Stant motioned, M. Pruhenski seconded, unanimous approval of Treasurer’s Report  Grant Budget Reports o L. Kittross went over BP2, MRC, TURI, BCBOHA and WRHSAC (faith community) budgets . MRC and WRHSAC are sourced out  Vivian Orlowski has opted to stay a contractor because the thought was that this was the last year of funding o Now, Emergency Rest Centers are being looked at . Plan written by FRCOG and due to unforeseen hang-ups, there will be one more year of funding to finish the project  Can’t have Vivian do work as a contractor  May need to have someone at BRPC do work o Have to decide by March 2014

1 FENN ST, PITTSFIELD, MA 01201 PHONE: 413-441-9060 FAX: 888-778- 9809 WWW.BCBOHA.ORG [email protected]  S. Martin receives monthly reports on MRC and WRHSAC from Corinne and Vivian and will begin to share them with Executive Committee o Vivian has been working for several years and the names and projects have evolved . Special Populations  Individuals Requiring Additional Assistance  People with Functional and Access Needs . First year was working with social service agencies . Second year was working with schools . Third year began work with the faith community  First phase was linking the faith community with first responders  Second phase was faith community partnering for emergency preparedness  Third phase was developing faith community based emergency rest centers  Fourth phase will be linking the faith community with the community organizations active in disasters (COAD) o S. Koczela asked about plans that are needed and what department is responsible for them . CEMP – EMD, EDS – BOH, COOP – BOH, Western MA Regional Shelter Plan (done last year) – EMD should know about it  State Initiated Regional Shelter (SIRS) plan is being reviewed now o R. Stant motioned, M. Pruhenski seconded, unanimous approval of grant budget reports  Director’s & Officer’s Insurance o Costs approximately $1200 a year o Ever since H1N1, we’ve been paying for it to protect Executive Committee and contractors . Now contractors are employees and are covered through BRPC . Executive Committee is covered by towns they represent o R. Stant motioned, M. Pruhenski seconded, unanimous approval to eliminate director’s and officer’s insurance  Flu Insurance Reimbursement Funds o BCBOHA has been doing the billing and Fairview didn’t want the money as long as it was used towards future flu activities . Money is in BCBOHA bank account  Should it stay there or should it be set up with BRPC? o G. Armstrong asked where the supplies came from . Vaccine – State supplied . Supplies – left-overs from H1N1 . D. Persson’s time – PHEP because drills were run at the same time . J. Kimball – DIG o Vaccinated almost 1000 people in Clarksburg, Egremont, Great Barrington, Housatonic, North Adams, Otis, Peru, Sheffield, Washington and Windsor o If money was to be set up with BRPC, BRPC would have to become a provider . It is unclear if they can be; so, discussion was tabled  EPB Site Visit o There will be a PHEP audit for last year on 11/21/13  EDS Review Form (Chase Hunter and Don Snyder – MDPH) o C. Hunter gave background on the SNS (Strategic National Stockpile) program and the TAR (Technical Assistance Review) . One page EDS Review Form created with improvement planning o For the past several years, planning has been the focus . As of BP3, focus will shift to operational; so, now is the time to make the plans strong o L. Kittross explained that staff has traditional done the TARs and IPs for towns; but, that we don’t write plans for them. She also explained that this is why some towns have such low scores: if they don’t want to plan with us, they won’t have a plan

Old Business  Fall Dinner recap o Over 80 registered and we lost less money than usual o Food was good, room was great, could have used a microphone  Elections / Open Executive Committee Seat o Gale LaBelle from Becket has volunteered . Will be invited to next meeting  L/SAC Update – vote to approve reps o S. Martin attends the monthly meetings, with L. Kittross going as back-up when S. Martin can’t make it o Official Visitors Policy – L/SAC would like each Coalition to pass, stating that if visitors wanted to attend, S. Martin would email and request approval for each visitor o C. Kaniecki asked if it was a public meeting . L. Kittross said that DPH said no  Argument is that if public money is paying people to be there, it is a public meeting o S. Koczela motioned, R. Stant seconded, unanimous approval that Executive Committee approval is not needed for staff to attend L/SAC o G. Armstrong asked for agendas and minutes to be shared o S. Martin spoke with the Commissioner at the Regional Health Dialogue and suggested that she look to the L/SAC for public health matters, not the professional organizations (LPHI, MHAB, etc.)  Don Snyder’s Retirement – request to hire Region 1 RC o D. Snyder retires December 31st . He will be missed and was thanked for his service to Region 1 o Other regions in the State have gotten funds from DPH to hire their own regional coordinator (RC) . Region 1 has requested that they be allowed to do the same  DPH denied the request, citing union issues . Region 1 then asked if each Coalition could take on some of the duties of the RC, hiring a part-time person  L. Kittross doesn’t think this request will be granted; but, will push for having input in who is hired  HMCC Update – Dec. 2 meeting o Meeting in West Boylston – L. Kittross and S. Martin will attend

Grant Updates  FY 14 PHEP o Deliverables on track . EDS training scheduled for January  DPH ok with it . WebEOC training  EMDs used to only have access  Hospitals got access last year  BOHs get it this year  Every town is given 1 username and 1 password o Planners don’t have access  Need ½ training o Could be at next Executive Committee meeting  DPH has one. MEMA has one. Boston has one. o Don’t communicate with each other . Gap analysis  identify two access and functional needs priorities to contribute to MDPH/LSAC gap analysis o C-MIST (Communication, Medical, Independence, Supervision Transportation) determines whether someone is categorized as a person with access and functional needs o S. Martin will submit top three gaps – Personal Emergency Preparedness, Transportation and Communication . Other gaps: access to prescriptions, mental health, food o G. Armstrong asked what the next step will be . Develop regional and statewide strategy  TURI Grant o Green Practices Guide booklet for foodservice handed out . Will be giving out during food inspections, food service personnel will be invited to a training, and a 6 month post survey will be conducted . Guide is on BCBOHA website . S. Koczela asked if suppliers are pushing less toxic chemicals  No; but, the hope is that they will at some point . S. Martin also said that less toxic chemicals are easier on septic systems  MRC o Report will be given quarterly o Volunteers were very helpful during flu clinics o Billboards will be up in Central and North County  WRHSAC – Faith Based  Prevention & Wellness Trust Fund o Application was submitted (filled an entire copy paper box) o BHS is lead, BCBOHA is partner o 20 applications were submitted on time – will hear in January or February o Four priority areas (health conditions that could be improved and save money within four years) – pediatric asthma, hypertension, falls, tobacco o Intervention has to be evidenced-based, clinical and community-based with bi-directional e-referral ability o Chose: diabetes, tobacco, hypertension and falls

New Business  BOH Orientation Class – Northampton on 12/19 o BPHA is supported by DIG. One group was defunded and money was given to Franklin County (who did not receive an initial award but was carrying on with regionalization activities on their own) o Franklin needs to have members take an orientation class (LPHI online, MAHB, or BCBOHA) . Executive Committee was supportive provided that our costs are covered . R. Stant asked how many times we would conduct the training for them  So far, we’ve only been discussing one  WRHSAC – Grant Application – UMASS Full Scale Exercise o Didn’t get

Upcoming Events  Pool Training Class – Pittsfield o January at the YMCA for agents to learn how to conduct pool inspections o G. Armstrong asked for D. Persson’s assistance with logistics  Certified Pool Inspector o In the spring, in Pittsfield  Other trainings o Ice Rinks Inspection o Safety – maybe in Holyoke o Food Inspections – need hands-on training – Adams is putting together . BCBOHA has FDA grant money that could pay for Nancy Simonds- Ruderman to conduct o Grant Writing o Title 5 inspections for health agents  Totally Title 5 Fall Seminar – October 7, 2014 at the Clarion in Northampton

2:46PM – Adjourn – R. Stant motioned, M. Pruhenski seconded, unanimous approval to adjourn

Documents distributed for meeting: Agenda October 2, 2013 minutes BCBOHA Treasurer’s Report Grant Budget Report (PHEP, MRC, TURI, BCBOHA, WRHSAC) 2014 Meeting Dates – Executive Committee BCBOHA Executive Committee members as of November 14, 2013 Green Practices Guide booklet