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2007  January..February..March..April..May..June..July..September..October..November..December

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MHOA Executive Committee Minutes  Thursday, January 18, 2007

President Sharon Mastenbrook called the MHOA Executive Committee meeting to order at 10:10 a.m. on Thursday, January 18, 2007.  The meeting was held in Room 222 of the Newton City Hall in Newton, MA.

Present:  Rich Day, Brent Reagor, Greg Erickson, Sharon Mastenbrook, Paul Halfmann, Tom Carbone, Ruth-Ellen Sandler, Phyllis Boucher, Gail Nixon, Lou-Ann Clement, Joanne Martel, Jennifer Sullivan, Richard Ray, Doug Halley, Nancy Allen, Paul McNulty, Sigalle Reiss, Jeanmarie Joyce, Sarah McColgan, Priscilla Neves

Minutes – October 19, 2006
Motion made, seconded to accept minutes as written, motion passes unanimously

Minutes – November 1, 2006
Motion made, seconded to accept minutes as amended, motion passes unanimously

Treasurer – Phyllis
Operational Report – Transferred $22,000 from the Money Market to the operational account for continuity of cash flow, motion made, seconded to accept operational report.  Passes unanimously.

Conference 2006 report – the conference made money, new pricing structures really helped.  Motion made, seconded to accept the Conference 2006 budget report.  Passes unanimously.

Member Services – Ruth-Ellen
22 New Members:
10 Regular – Joseph Beneski, Donna Carmichael, Marc Correia, William Frazier, Jim Mirley, Deborah Karan, Thomas Lieu, Andrew Petty, Victoria Wills
12 Associate – Dan Haley, Sandra Knipe, Nina Martin-Anzuoni, Michael Pietras, Tanya Johansen, Ellen Bokina, Victor Hryckvich, Joel Less, Richard Warner, James Brinker, Hayden Duggan, Karen Gwozdowski-Gauvin
Motion, seconded, new members approved.
436 Total Members – low because of renewals still coming in.  Over 600 projected this year.
4 Surveillance trainings coming up, Wednesdays in March.  The flyers went out by email.  Camp/pool trainings, on Wednesdays in April.  Healthy Homes training sold out, will run it again next year.
March 15 is the next quarterly meeting.  Topic is bedbugs.  Meeting will be at Vinny T’s in Dedham.
Motion made, seconded, and approved to accept the Member Services Coordinator’s report.

Interim Executive Administrator – Phyllis
I worked 32.5 hours for the month of October, 26.75 hours in November and 14.5 hours in December.  This time included the joint meeting of the Strategic Planning and Personnel Committees, as well as preparation for the conference and time spent at the conference.  In December I tabulated the conference evaluations for the conference chair.

The remainder of the time was spent responding to e-mails from members, DPH and other state agencies, participating in interwise meetings, speaking on the phone to people with questions about public health and about the association.  I also spent some significant time with DPH to resolve some billing issues.

I assisted the President by reviewing the Personnel and Organizational Handbook.  I hope members will recognize the time and effort put into this and the need to review and update it yearly.

The conference evaluations (95), the majority (at least 50) of which came from public health nurses give insight to what conference participants like and do not like.  It is important that these comments are reviewed and considered for the future.  There were some speaker quality issues this year, we should further vet our speakers this year.

The Personnel Committee will be looking for your approval in order that the hiring process begins for a permanent Executive Administrator.  I will place the ads for the position once approval has been given.

The calendar of MHOA events has been updated with the meetings I am aware of.  Please let me know if there is anything I am missing so that it can be added to the list.

Motion, second, unanimously accepted.

President’s Report – Sharon

Personnel Committee
The Personnel Committee met on January 4, 2007 to discuss a revised Personnel Handbook. The meeting resulted in approval of a draft handbook to go to the Executive Committee on January 18, 2007 for approval.

Finance Committee
The Finance Committee met on January 4, 2007 to discuss and assemble the 2007 proposed annual budget and 2007 proposed conference budget. Both budgets will be presented for approval at the January 18, 2007 Executive Committee meeting. Because of the possibility of reduced DPH funding traditionally used for the conference, roster, and trainings, the budgets reflect a reduction in those funds.

Miscellaneous
· MHOA video project has been funded by BU School of Public Health for $3000 with Kathleen MacVarish as liaison. Tom Carbone is working with Dan Tremblay on the project.
· Robin Chapell wrote Senator Susan Fargo and provided requested information about voluntary accreditation for health departments. Fargo’s office has stated strong willingness to explore this topic this year at least in conjunction with regionalization.
· Senator Fargo’s office put out a press release about her award from MHOA at the 06 conference.
· Kathleen Gilmore of DPH informed members of the Coalition for Local Public Health that mini-grant funding might be cut from next year’s emergency preparedness budgets. This cut, if it happens, will eliminate funding MHOA would use for the 07 conference (av rental, registration fees, speakers).  Tom C. suggests that we recheck the panflu submittals to CDC and make sure that DPH is held accountable to any cuts to the funding.  This money is supposed to be spent with local consensus.
· The list of MHOA members who participate on committees is being updated.
· Robin Chapell is attending the SACCHO conference in Washington, D.C. on behalf of MHOA.

Legislative Breakfast
Brent Reagor has agreed to chair this committee. Target dates for the breakfast at the Statehouse are in April. There is a committee working on this project.

Coalition for Local Public Health
Training Institute and Subcommittee on Curriculum
Donna Moultrup represents MHOA on these committees. She will report to the group.

Letters
· Letter to Arlene O’Donnell asking for reduced rates for BOH soil Evaluators
· Letter to Governor-elect Deval Patrick introducing MHOA as a state-wide local public health professional organization. In addition, talking points were sent out to MHOA members by Brent Reagor to facilitate anyone who may have sent in or given testimony to the Patrick/Murray transition team
· Letter to Paul Halfmann confirming Community Sanitation training for spring: topics include DPH updates, swimming pool and recreational camp refreshers plus medical and biological waste, mold and indoor air quality, outdoor wood-fire burners, massage therapy and tanning salons
· Letter to Bill Belichick asking him to be the Plenary Speaker for the 07 Conference

Announcements –
Rep. Koutoujian is filing MOU legislation.  Filed so that DPH must declare an emergency before the MOUs can take effect.  Existing MOUs would be grandfathered, and holds all parties harmless.  Sharon will draft a response to Rep. K and send it out to the Exec. Comm. for comment.  Tom C. reported that DPWs are filing their own MOU legislation because Cote never responded to their inquiries to DPH.  At some point it is expected that public health MOU legislation and DPW legislation will be merged.

Motion made, seconded to accept report.  Passes unanimously.

Coalition for Local Public Health – Donna
The Coalition has some very committed members and the group frequently finds itself in a situation of reacting to events.  In October, the Coalition made sure that there were representatives from each of the member organizations to testify at a hearing at the Statehouse concerning public health priorities.  The Coalition pushed hard for what is now being called the Local/State Advisory Council and worked hard to make sure that the group got off the ground.  While every project the Coalition spawns requires time and effort, the Coalition itself would like to have an agenda of its own.  There have been some strategic planning sessions, but the goals are inevitably entertwined with other projects, some of which were started by the Coalition itself.  The next major discussion that I anticipate will be about the emergency preparedness funding that has been given in the past to all of the five organizations of the Coalition.  Not only have most of the groups funded their conferences with the money, but we have been able to do some group projects, like the Workforce Survey, with money contributed by each organization.  After requesting information about the money recently, we were told that the funding was cut.  Cutting the money is one issue; the greater issue in my mind is that it was cut with no notification.  They are still hoping to restore those funds through supplemental budgets but we should have been informed.  The next meeting will be Monday, January 22, in Shrewsbury.

Training Institute and Subcommittee on Curriculum -- Donna
Currently, I think a lot of very good work is being done in this sub-committee.  The committee has produced a list of competencies for the major “jobs” in local public health: Board of Health members, the head of the local public health agency, the public health nurse and the environmental health inspector.  This information has been reviewed by the main advisory council and is now going to be sent to local public health through the Coalition.  They are not looking for a lot of people to review it, although I can’t see why not.  I already told them that I am going to offer it to the entire MHOA Executive Committee, receive comments back myself and then summarize the comments for the sub-committee.  This may look like an academic exercise when you first look at it, but it is important to know that some very good things that we would like to happen in the future are not going to happen unless we accomplish the building blocks first.  Agreeing on the knowledge that we must have to do our jobs is essential to the task of creating coursework, convincing the public that these are essential services, and getting funding and infrastructure for it to happen.  ACTION ITEM:  If you are willing to review the packet of competencies, please e-mail me at dmoultrup@town.belmont.ma.us and I will forward the materials to you.  I think the packets will be ready the week of January 22nd.   This is a major step forward towards our goal, so please e-mail me.

Local/State Advisory Council – Donna
The Coalition had met with the Commissioner and had received a promise that there would be regular dialogue between local public health and DPH.  It was not happening as we had anticipated.  Knowing that there was also unrest in many of the emergency preparedness regions for many reasons, the Coalition set up a meeting with representatives from all of the regions.  All but two sub-regions were represented at the first meeting.  We knew at the first meeting that there was at least some buy-in by the Commissioner but it wasn’t at all clear how it was going to come about.  At the first meeting, where there were no DPH representatives, we discussed how each region would choose a regular and alternate representative to the Council.  We talked about face to face meetings, conference calls and using Interwise.  Since there are seven major regions and then subregions in all but regions 2, 4b and 4c, there was no consensus on how any votes would be taken.  That discussion was tabled. The second meeting focused primarily on Commissioner Cote’s thoughts on how the Advisory Council would function and how things might be carried on if there were a replacement for him, since the election had happened by then.  There is some hope that the next meeting will focus on the role of the regional coordinators, although it is still very much up in the air what changes local public health might be able to make through this Advisory Council.  The issue of voting is still to be discussed.  The next meeting will be an Interwise conference on Monday, January 29th.

Regionalization Study Group – Donna
I don’t know if this group even has an official name.  Harold Cox, when he was with the Cambridge Health Department, was involved with this from the start, first through a U Mass grant and now when he is at Boston University.  I don’t know what is happening with the funding currently.  I do know that they are trying to work on a report on the possibility of regionalization in this State and they intend to conduct focus groups around the State in the near future.  Members of the Coalition are representing our organizations on this group while we are also working closely with the Legislature on regionalization efforts.  Obviously it is important that everyone be on the same page, the study group, the Coalition, the Legislature and all of the members of the organizations in the Coalition.  I don’t have to tell you what a tall order that is or how important it is.  I will be at the next meeting of the regionalization group and that is the reason I am missing the MHOA Executive Board meeting.  I will notify you as soon as I know the dates, times and locations of the focus groups.  It will be extremely important that local public health be heard at these meetings.

Institute for Local Public Health – Donna
The Institute was born as the result of emergency preparedness funding that was to be targeted for training.  The Coalition was asked to participate and prevailed upon them to make sure that local health was not overwhelmed by the participation of DPH and the academic institutions.  Policy Studies Institute was chosen as the vendor through an RFP process.  Local public health co-chairs the Institute Advisory Committee.  Currently MHOA and MAPHN are the co-chairs, me and Sandy Collins respectively.  The co-chair duties will rotate through the organizations of the Coalition.  The website is up and running and there us a calendar of courses offered by the Institute and other vendors.  Members of the Coalition make sure that our conferences and other educational offerings are on the calendar.  The Foundations Course that was very originally worked on by members of the Coalition and was finally brought to fruition through the efforts of Boston University and Kathleen MacVarish, among others, is currently being offered through the Institute.  It is also going to be offered in a distance-learning format as soon as the funding can be secured and the work done.  The Coalition has not always been very happy with the “support” that the Institute has had for this course.  Their objections have always been that the course is not strictly emergency preparedness.  The Coalition has always believed that a basic training course was essential to emergency preparedness.  So far the course has been happening and we watch its progress carefully so that it doesn’t quietly fade away due to lack of support.  We are also adamant that the course belongs to the Coalition first, not DPH or the Institute.  I hope that never has to be an issue.  I can’t say enough good things about Kathleen MacVarish and the work she has done on this.  We couldn’t have been more fortunate than to get a person from local public health as committed as she is involved in this effort.

I hope this report has given you a good idea of the work that is going on in these committees.  When I have not been able to attend, Robin Chapell has often gone in my place.  I believe strongly that MHOA must be represented on these committees and not miss any of the meetings.  Having said that, four out of the five committees mentioned have grown out of work done by the Coalition.  During my MHOA presidency, the officers made the decision that it was important for the President to represent MHOA on the Coalition and, for consistency, the Institute.  We also agreed that the immediate past president would continue probably for a year until the President was comfortable with our role on the committees. Those two committees have grown to five and it has become clear that the President cannot take on all of this committee work and accomplish all of the other responsibilities that are required.  I will be offering a plan at the February meeting to attempt to spread out the responsibilities but still try to maximize consistency and communication.  Please think about whether you, or another MHOA member that you know, would be interested in any of this work.  I will also try to do a report like this every month, because communication about these committees has not been consistent over the last year, despite trying to put some of the minutes, etc. on the website.  Thanks!

Motion made, seconded to accept report.  Passes unanimously.

Announcements

SACCHO report and Conference 2006 report at the February meeting

DPH-FPP Report – Priscilla Neves

Priscilla Neves is officially the FPP Director.  Backfilling the Deputy Director position and the Epi position in FPP is on hold.  Federal funding is being shifted within the organization and local public health support is taking the brunt of the cuts.  FPP will have to refocus on wholesale and manufacturers for the foreseeable future.  Cuts amount to a loss of 1.2 FTEs.

State Auditor’s report on Food Protection Programs has yet to be released, a release date is uncertain.

Motion made, seconded to send a letter to Dr. JudyAnn Bigby, the new EOHHS secretary to stop the cutting of local public health support functions in DPH programs, specifically FPP and DCS.  Letter will be cc’d to Governor Patrick, Senator Fargo, Representative Koutoujian, Commissioner Cote, Assistant Commissioner Condon, Priscilla, and the membership (electronically).  It will also be released to print media.  Motion passes unanimously.

Food and Water Emergency Training is almost finished.  Pilot course will be in May.  DPH is participating in a Food Defense Exercise with FDA.  Local BOH will be invited to participate.  Would require 5 school inspections as part of the exercise.

DPH is working with FDA, City of Boston, and a few other communities on Food Inspector Standardization Training to help support regionalization activities.  Standards training course in Western MA coming up.
DPH-DCS REPORT – Paul Halfmann

CO alarm reg changes are at the Secretary of State’s office.  Medical Waste regs are on hold until the new administration is fully in place till they go to the Public Health Council.  Housing Code rewrite is on hold until committee can be established.  Camp/Pool trainings are being set for April. Paul is looking for additional topics, maybe tanning or massage regs; will take suggestions by email.  Other suggestions:  Mold, Outdoor Wood Boilers, medical waste, tanning, massage regs, etc…

DEP REPORT
None this month

Tobacco Control Coordinator’s Report
October 2006
During the month of October I attended the following meetings:  CAST (Community Assistance Statewide Team) and Partnership Meeting (collaboration of Tobacco Free Mass and DPH).
To assist MHOA with Conference planning tasks I delivered all of the notebooks to the site of the Conference.  Unfortunately, I was unable to attend the conference due to a back injury that my husband suffered.
Each MHOA member received a mailing with an introductory letter, my business card, a program/available services description, and a postcard reminder of the conference.  A number of calls/emails have resulted from this mailing requesting technical assistance in the areas of smoking cessation information, private clubs and outdoor decks at restaurants.  The following are the municipalities that I am in various stages of providing technical assistance to:
1. The Southwick Board of Health plans to conduct a hearing on proposed regulations that would ban smoking in private clubs.  This hearing is in November.  I have provided the BOH with information on how to conduct a hearing and have reviewed their proposed regulation.
2. The Ashland Board of Health is also planning a hearing in November regarding proposed regulations which would ban smoking in private clubs.  I am in the initial stages of contact with the BOH to determine their needs for technical assistance.
3. The Southwick Tolland Regional School District will be holding a health fair for district employees.  I have provided them with information regarding smoking cessation.  I believe that there will be further collaboration with this district on other tobacco related issues.
4. The Randolph Board of Health is dealing with at least one outdoor dining area that is allegedly in violation of the state law because it has had more than 50% of its walls and ceiling space enclosed.  I have reviewed photographs of the dining area and DPH has suggested that the BOH contact me for technical assistance.
As a special project, which you can see from the above entry is a timely issue, I have contacted the Massachusetts Building Commissioners and Inspectors Association and will be developing a presentation for their group regarding outdoor patios and other areas of restaurants.  I plan to work with this organization to provide their membership with information and education that will enhance the services that building inspectors and Boards of Health provide to their local eating/drinking establishments in complying with the state smokefree workplace law.
November 2006
During the month of November I attended the following meetings:  CAST (Community Assistance Statewide Team) and MTCP’s Regional Meeting.
The following municipalities were provided with technical assistance during the month of November:
1. The Chicopee Board of Health questioned the legality of tobacco sales in restaurants.
2. The Southwick Tolland School District was provided with information regarding smoking cessation for a health fair that they held for district employees.  They were also provided with signs for interior and exteriors of school regarding the prohibition of smoking on school property.
3. The Agawam Board of Health was also provided with these signs for their school buildings.
4. The Ashland Board of Health received information on how to conduct public hearings.  They conducted a public hearing regarding a proposed regulation to ban smoking in private clubs.
5. I contacted the West Springfield Board of Health regarding their recent public hearing to ban smoking in private clubs and will be sending them a letter in support of this regulation.
6. I was contacted by the North Andover Board of Health regarding funding for Youth Prevention Programs.  I referred them to the MAHB mini-grant program which is now accepting applications.
7. I met with the Health Director and a board member of the Randolph Board of Health along with the owners of an establishment in Randolph regarding the establishment’s outdoor deck.  I forwarded my recommendation to DPH regarding this deck.
 I wrote a letter to the Massachusetts Building Commissioners and Inspectors Association requesting the opportunity to meet with municipal building inspectors to provide them with information regarding the state Smoke Free Workplace Law and Outdoor Spaces in particular.  I am waiting to hear back.  I developed a power point presentation for this proposed training.  On this topic, MHOA has received an amendment to the contract for an additional $10,000 to develop information on the MHOA website regarding Outdoor Spaces and provide unfunded Boards of Health with inspectional services.
The Medical Foundation in Boston is working with MTCP to develop training for tobacco vendors and their employees and is in the process of reviewing and revising the existing training of youth who participate in compliance checks for tobacco sales to minors.  I provided the Medical Foundation with contact information for tobacco vendors who were willing to participate in this process and for “retired” and current youth who have participated in compliance checks.
At the Regional MTCP Meeting I introduced myself to five recently funded Youth Access to Tobacco Programs.  These groups will be working in many of the areas where there are no funded Board of Health Tobacco Control Programs.  They will be locating tobacco vendors, conducting educational (as opposed to enforcement) compliance checks and merchant education with the vendors.  I also requested all programs present to forward to me any information and photographs that they may have regarding establishments that have built outdoor decks.  I would also urge the MHOA membership to do the same.
December 2006
During the month of December I attended the following meetings:  Tobacco Free Mass Coalition and Advocacy Meetings, MTCP Planning Workshop on Youth Initiation & Social Branding, CAST (Community Assistance Statewide Team) and MTCP’s Regional Meeting.
The following municipalities were provided with technical assistance during the month of December:
The overall budget for this program from MTCP was amended to include an additional $10,000 for a special project on decks and outdoor smoking, and to provide unfunded BOH’s with inspectional services.
I contacted the MHOA webmaster, Greg Erickson and began working on developing the tobacco page on the MHOA website which will be a resource to BOH’s regarding forms and procedures recommended by their peers on issues of youth access compliance checks and the smokefree workplace law.  All MTCP funded BOH’s were contacted to provide forms and information for the website.
I met with the new Director of the Pittsfield Health Department, Laura Kitross to provide her with a historic view of Pittsfield in regards to MTCP and information regarding MHOA membership and MBOH certification.
I continued to attempt to contact the Massachusetts Building Commissioners and Inspectors Association to work with them to bridge the informational gap regarding permits for outside decks that will comply with the smokefree workplace law, but have not been successful in getting return contact.  This will be followed up on in January.

Personnel Committee – Personnel Handbook
Handbook has more than one purpose:  setting forth employee responsiblities, and volunteer position responsibilities.  Exec. Dir. Position has been deleted, Exec. Adm. Position added per October meeting.  Pay schedule has been changed.  Harassment policy added.  Our attorney has already reviewed and approved this document.  Personnel Committee approved this document at its last meeting.  No position descriptions have been written for Webmaster, Grant Writer and Legislative Advocate.  The Personnel Committee will address this at their next meeting.  At-Large Representatives are not listed as a position description.  This will be addressed in the coming year; a place holder will be added to the handbook.  The duty of assisting with Conference Planning will be added to the Secretary’s duties.  Activity report and expense report are templates built in MS Excel.  23 duties are similar for both the Exec. Adm. And Member Services Coordinator.  It was suggested that “applicable combination of education and/or experience” be added to all job descriptions for employees (Exec. Adm. and Member Services Coordinator) and contractor (Tobacco Control Director).

Motion made, seconded, and unanimously approved as amended.

Finance Committee – 2007 Operational Budget
Motion to approve, second.  Passes unanimously

Education Committee –
Sigalle Reiss and Kathleen MacVarish are co-chairs

Legislative Breakfast
Interwise meeting on 1/22 at 10am for planning logistics.  Tentative date is set for 4/11, with a backup date of 4/10.

MHOA Committee List
Edits were made, and will be put together by Phyllis and resent out to the Exec. Committee

Video Project – Tom Carbone
We have received 3000 dollars for 3 10-miunte videos on Public Health Workforce Education.  At least one will be complete by the Legislative Forum.  Topics:  Public Health Responsibilities, Responding to Public Health Emergencies, Pandemic Flu Planning.

Website Announcements – Greg
Interwise headsets are available from Greg.  Email addresses have been taken off of the roster page.  Site updates are underway, will be happening over the next couple of months.

MHOA/DEP Seminar Series – Greg
NERO – 2/22 Wilmington HS
SERO – 2/27 Holiday Inn-Taunton
 3/1 Cape Codder in Hyannis
CERO – March at Quinsigamond Community College in Worcester
WERO – 3/2 at US Fish and Wildlife in South Hadley

There will be two Title 5 courses at each regional session on Groundwater Mounding and T5 Refresher.  Illegal Dumping and Sewer Reg changes.  Along with Regional topics.

Retirement bill is back on.  Looking for Legislative Co-Sponsors before filing.  Contact Rep. Torisi.

The meeting adjourned at  12:05 pm.

Respectfully submitted,
Brent Reagor, Secretary

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DRAFT   MHOA Executive Committee Minutes  Thursday, February 15, 2007

President Sharon Mastenbrook called the MHOA Executive Committee meeting to order at 10:15 a.m. on Thursday, February 15, 2007.  The meeting was held in Room 222 of the Newton City Hall in Newton, MA.

Present:  Rich Day, Brent Reagor, Sharon Mastenbrook, Donna Moultrup, Kathleen MacVarish, Sandy Collins, Linda Shea, Gail Nixon, Lou-Ann Clement, Joanne Martel, Ruth Clay, Jennifer Sullivan, Sigalle Reiss, Jeanmarie Joyce, Sarah McColgan, Richard Lehan, David Naparstek, Beverly Hirschorn, Terry Hayes

Minutes – January 18, 2007
Motion made, seconded to accept minutes as written, motion passes unanimously

Treasurer – Phyllis
Phyllis unable to attend due to weather

Member Services – Brent Reagor
Ruth-Ellen is unable to attend; a full report will be made at the March Meeting
5 New Members:
Regular – Glen Ayers, Robert Davis, Ellen Donohue, Phyllis Drayton, Lisa Slattery
Associate – none
Motion, seconded, new members approved.
Total Members – 506, renewals still coming in
Motion made, seconded, and approved to accept the Member Services Coordinator’s report.

Interim Executive Administrator – Phyllis
Phyllis unable to attend the meeting because of weather
I worked 44.75 hours for the month of January.  During January both the Finance Committee and the Personnel Committee met.  The results of those meetings were the budgets you approved last month as well as the Personnel and Organizational Handbook.  The votes taken allowed the Executive Administrator job to be posted and this was done on Craig’s list, in the Boston Globe, as well as the MHOA website.  The position is posted until Feb. 28th.  The intent is to conduct interviews as early as possible in March and find an appropriate candidate for the Personnel Committee to recommend to the Executive Committee.
Several Interwise meetings have been held for the ’07 Legislative Forum and the 2007 Conference in Springfield.
The other major event for the month was the Healthy Housing Seminar held in conjunction with BUSPH.  It was extremely well received and consideration is being given to repeating the program again.  We are fortunate to have Kathleen MacVarish as an ally at BU.
The Committee lists should be updated and I will forward them for review.  The updated and revised calendar will be available shortly.
MHOA made contributions to the Amy Naparstek Scholarship fund in memory of Mary Thomas and Linda Shea’s mother

Motion, second, unanimously accepted.

President’s Report – Sharon
Personnel Committee
The job search for Executive Administrator is underway. The ad was posted on MHOA, Craiglist and Boston Works. Seven resumes have been received to date. The job closes at the end of February.  15 total applicants for the Exec. Administrator position, more are expected.

Miscellaneous
By now most of you have probably seen the draft report of the Regionalization Project that had been on-going for almost a year now. Representatives of the project are speaking at all Emergency Preparedness Coalitions and at other gatherings as well to receive input and to explain the project. Please take time to read this report and provide your input. I have included the report as part of the attachments sent out for our meeting.  Donna has written a Regionalization White Paper, and we will have a full discussion of this issue at the March meeting.  If anyone has comments on the draft white paper, please send them to Donna by email no later than early March.  A representative of the Regionalization Working Group will be invited to the March Executive Committee meeting to make their presentation.

Legislative Breakfast
The date of the Legislative Breakfast is April 10 in the Grand Staircase.

Coalition for Local Public Health
Training Institute and Subcommittee on Curriculum
Donna Moultrup represents MHOA on these committees. She will report to the group.

Letters
• Letter to Arlene O’Donnell asking for DEP representative to our meetings
• Letter to Dr. JudyAnn Bigby urging full finding of Food Protection positions and other DPH positions that impact local public health directly—We have received word from DPH that our request will not be followed, and the funding of FPP positions will not be restored

Motion made, seconded to accept report.  Passes unanimously.

COALITION FOR LOCAL PUBLIC HEALTH – Donna
The Coalition met January 22nd in Shrewsbury and had a conference call on February 12th.  As predicted, in January we discussed the fact that DPH had cut the emergency preparedness funds for Coalition members.  I volunteered to write a letter to JudyAnn Bigby, Secretary of EOHHS, stating our grave concern about not only the money being cut, but done with no discussion with Coalition members.  We discussed the draft letter during this morning’s conference call and the letter went out this afternoon.  It should be on the MHOA website by Friday of this week.  Regionalization was a topic on both of the above dates.  Harold Cox, along with others, is currently giving presentations on the regionalization report to each of the fifteen sub-regions.  There will also be two, maybe three, presentations, probably all of them in the western part of the State, to make sure that the Board members have an opportunity to discuss the idea.  The report is that the presentation has been well-received, although there has been some skepticism.  It arises primarily when participants think that DPH is pushing this regionalization agenda.  When they understand that there has been significant local public health involvement and that DPH is not leading this process, they seem more understanding.  In general, it has been reported that local public health seems on board with this.  Next Coalition meeting is in Shrewsbury on March 19th, 10 am to 12 Noon.  MAHB is working on a BOH database, they would like 2007 information into the database, so all information is up to date.  Database is located at MAHB.org, click on membership, select a Town, check the information, and contact Marcia Benes with information updates.

LOCAL/STATE ADVISORY COUNCIL – Donna
Several things were discussed at this meeting.  1)   Lisa Stone, the new Director of the Office of Emergency Preparedness, is working on priorities for the newly revamped HHAN.  I thought that this was going to be ready to roll out before the end of last year, but it sounds like there is more work to be done.  Not a lot of details were given but Lisa was looking for individuals who might be interested in working on this.  2)  There will be new contracts negotiated with the host agencies for the regions this year and Lisa, again, asked for input on the RFR process.  (I heard during the Coalition call this morning that there is some talk of making some changes in the regions during this process.  The Coalition does not support that idea because it feels like we are finally getting the current structure to work.)  3)  Lisa is expecting the new guidance document for the CDC Cooperative Agreement very soon.  (Don’t be confused-we will be arguing about these deliverables next year at this time.  We have barely finished agreeing on this year’s deliverables from last year’s guidance document.)  The next meeting is in Worcester on March 12th, 12:30 to 2:30 pm.

REGIONALIZATION STUDY GROUP – Donna
As I stated during the Coalition report above, they are starting the process of presenting possible models of regionalization to the emergency preparedness sub-regions around the State.  They are aware that local government needs to be included in this at some point, but the thought is that we need to reach consensus among local public health staff and boards before we start branching out.  Senator Fargo and Representative Katoujian are on board with this process and have filed place-holder legislation for this, so the train has left the station, and we need to participate fully.  Next meeting date unknown at this point.

INSTITUTE FOR LOCAL PUBLC HEALTH – Donna
There are two things happening with this group and I am going to include the Curriculum Sub-committee under this heading.  They are working hard on a course for residents to learn how to care for flu victims at home.  It will be a train-the-trainer type course so that we can go out and use this course in our communities.  I am quite anxious for them to be finished because I am hoping that it will fit in nicely with some disaster preparedness training and could be packaged for PTOs and other community groups.  Medical Reserve Corps. volunteers may be able to give these presentations also.  Thank you to David Naparstek, Ruth Clay and Jennifer Lamb Sullivan for volunteering to review the curriculum sub-committee’s documents on competencies needed by local public health.  This document is going to be very helpful, in my opinion, when we talk about staff training and expertise needed in public health today, and why that supports the idea of regionalization.  The next meeting is in Shrewsbury on March 19th, 12 Noon to 2 pm.

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
As promised last month, I am proposing the following structure for representation on these various committees.

Coalition for Local Public Health – The MHOA President needs to stay the regular member of this committee.  The decisions made at these meetings make it important that the President be the main member.  All letters sent on behalf of the Coalition go out under the President’s name.  The Immediate Past President should accompany the President during the first year of the person’s presidency for continuity and the IPP can be the alternate in the second year of the presidency.  I have stayed on to assist Sharon this year and will continue to do that until she can resume her position on this committee.  Issues from all of the other committees are discussed here because this is the forum for the real coalition/collaborative work.

Local/State Advisory Council – This is tricky because while this individual needs to represent MHOA’s interests on this committee, the committee itself does not want someone who also may be representing a region.  While I think that they believe me,  when I say I am representing MHOA, they are also very aware that I am from Region 4b.  The most ideal person for this committee is someone who is retired and/or is totally removed from the regional emergency preparedness groups.  Having said that, this individual has to be very aware of local public health’s issues around emergency preparedness.  We also need an alternate, because this meeting should not be missed.  This individual would need to report to the President immediately after the meeting to make sure that the President was ready to discuss issues that might be brought up at the following Coalition meeting.  They are trying to alternate conference calls/Interwise with face-to-face meetings.
.
Regionalization Committee – I would like to stay on this committee for the foreseeable future.  I have been interested in this for many years and think this might be a time-limited commitment.  Sandy Collins is also on this committee so between the two of us, we should be able to cover all of the meetings. (Sandy Collins actually sits on all of these committees also, but as I have explained to her, she is already wearing the MAPHN hat in some cases and is a host agency for her region, so there are conflicts, even though she would not knowingly misrepresent anyone.)

Institute for Local Public Health – This may be the most difficult committee of all as far as representation goes.  I personally don’t think that a MHOA officer needs to sit on this committee.  What is needed is someone who is interested in workforce training and to bring the local perspective to the group.  There are many DPH folks on this committee and they very often need strong reminders of what works and doesn’t work for local public health providers.  Again, a report would need to go to the President immediately after the meeting, so the President is ready to discuss possible issues at the Coalition meeting.  There doesn’t necessarily need to be someone on the curriculum sub-committee, although the chairmanship of the committee rotates among the Coalition members.  Sandy and I are the co-chairs currently, MAPHN and MHOA respectively.  I think we are do to rotate off this summer but don’t hold me to that.

I’m sure the next appropriate thing to say is, any VOLUNTEERS?  Thanks.  If anyone wishes to volunteer for these positions, they should contact Donna by email.

Motion made, seconded to accept report.  Passes unanimously.

DPH-FPP Report – Priscilla Neves
None

DPH-DCS REPORT – Paul Halfmann
None

DEP REPORT – Rich Lehan
Regional DEP/MHOA seminars are coming up over the next month.
NERO – 2/22 – Wilmington HS
SERO – 2/27 – Holiday Inn at Taunton
  3/1 – Cape Codder
WERO – 3/2 – USFWS in South Hadley
CERO – 3/13 – Quinsigamond CC in Worcester
Seminars have been approved for both Title 5 and other CEUs
Most recent Soil Evaluator/System Inspector lists (as of February 2, 2007) are posted on the DEP website.  A notice will go out to the membership

SACCHO Report – Robin Chapell
The Winter SACCHO Meeting was represented by health officers or executive directors from 28 states, all representing Health Officer’s Associations.  We met for 1 ½ days sharing what works (engaging members, providing what services), talking about problems (the way emergency preparedness money is given, State/local relationships), strengthening the organizations (I got to share our strategic plan), legislative issues, NACCHO services, and emerging themes and hot topics.  It was definitely worthwhile to participate.  The people around the room were full of energy, ideas and hope.  (Ask me sometime about the 89 year old executive director from Indiana that has been in public health since 1945).  Most of the people that I met are interested in staying in touch with Massachusetts (Kansas is presently trying to regionalize) and all are willing to help us in the future if need be.

Some accomplishments from some of the SACCHOs this past year:
• Kansas-this year local health departments had equal say with State on how emergency preparedness monies were spent (after they wrote a nonconcurrence letter)
• NJ-(they have no staff because they decided that a lobbyist was where they wanted to put their monies, they were represented in D.C. by their association president)-they released a DVD to all legislators and they also had an essay contest in high schools where they had 1500 participants on what is local health
• Utah-$4-$45 /resident n State goes to local health, they are working on getting the distribution more even
• SC-has evaluation process for health depts.-each health director will need a asters in public health-being phased in
• Colorado-now have an alliance for ph, they are having their tobacco funds go to local Boards of health (used to go to roads)
• Missouri-their association is training local health departments
• CA-they introduced 5 pieces of public health legislation and all 5 passed including having a solo department of public health for the State
• MD-the executive director has an office at John Hopkins’ University and this enables the association to have a strong link with the University and they do projects together (BTW the executive director has lived in Boston and I tried to woo her back)
• OH-have a public policy platform, has a contract lobbyist

Leadership Development:
• Colorado-they have 4 meetings/yr but the same people go to it and they want to work on bringing upcoming agents to the meetings
• Florida-they have 62 health departments, in past 3 years they had 30 new health directors, each is appointed by the public health commissioner and the commissioner decided to appoint very diverse people so they could help each other (their backgrounds are doctors, nurses, environmental health specialists and business people), each health director must go through a leadership series that includes topics on family health, disease, laboratory, Weecare volunteers, emergency preparedness, customer communication and legislative planning, they also have a very strong mentoring program and developed a job description for their mentors (I will bring the job description to the next meeting)
• Idaho-their SACCHO is made up of 7 members (each representing one of the health districts in Idaho)-they all agree on areas/topics that they discuss with their legislators (eg. The budget) and agree that any on e of the 7 can speak for all of them as long as they are on their list of topics-brings strength to local public health in their state
• Michigan-their SACCHO has a list serv for each professional sect of their members and each profession meets separately every month (eg. Nurses, directors, environmental health specialists)

Washington Update:
NACCHO has “government affairs” personnel and we met with 2 of them.  I will bring their update powerpoint handouts to the next meeting but basically they talked about the Pandemic and All-Hazards Preparedness Act of 2006 that just passed.  But they warned that even thought this is now a democratic Congress  there will not be much money that will go to public health because some other programs were cut worse than health and they are targeted to be restored first (like education and veteran’s benefits).  Also the federal government feels that they have helped us and now the States need to  do dtheir part.  However, there is a big battle with vaccines and they understand that we will be asked for more and more emergency preparedness deliverables with less monies.  They have asked us, if anyone can document how we spent our federal monies and what would hurt us if we did not receive them again, that would be helpful.  Also they will be sending us Action alerts (around March especially) and if we could please answer them and e-mail our legislators that would be a very big help-budget stuff.

They also mentioned that awhile ago there was mosquito control legislation that passed but funds were never appropriated and they will try and work on that.  Also Obama will be pushing for his Healthy Places Act (land use).  The group talked to them about the pan flu monies and the difficulties we had spending it because of the restrictions and the timeliness of the release.  Kennedy/Waxman will be pushing for FDA regulation of tobacco, sales to minors and advertising to minors will be tied into this legislation.

Strategic Planning:
NACCHO, Michigan and Massachusetts strategic plans were shared and we discussed how we went about creating them for others to follow.  It was stressed how this is helpful to determine what grants and what work the organizations should be engaged in.

Workforce issues:
We were presented with the NACCHO Profile Survey Data (and our survey was talked about as well).  I will bring the powerpoint notes on this, but it showed how dire the current hiring problems are and worse, that in 3 years the situation is anticipated to get worse.  They outlined reasons for each profession but it is no surprise that it is aging workforce,  pay, program expansion (in some areas) and geographic location (it is harder to attract people in rural areas).  Three States led the discussion in this topic.
• IL-shortage of nurses, have signing bonuses, aging workforce, rural areas a problem,. They created a nursing center to work with nursing schools and they developed a ph nurse toolbox to help nurses without any ph background
• MN-health directors have to be public health nurses-now have a shortage-4 years ago the average age was 46.2, they have signing bonuses, flexible hours, but pay scale is still not competitive, there is a waiting list for people to enter nursing programs but most do not go into ph.  They are starting to develop academic partnerships and have worked on social marketing to attract nurses to this field-eg. Interns in health departments, they found that students who heard stories from people working in this field, they became interested.  They have a program called high school investigators-which is a summer program that the kids have to pay for themselves or raise money and public health is one component but this year it will be a 2 week session on its own because they are finding that the students are becoming interested in this-done on a college campus
• Missouri-hospitals are stiff competition for health departments in recruiting nurses, they developed a toolkit- and are engaging in educational partners

Conversation ensued about community colleges and some people felt strong that we should have high standards but others felt that there was a place for all academic levels. What competencies are need to do ph was a hot topic.  In New Mexico they felt that they need managers to run departments and that this phase of knowledge is not coming out of ph programs.  In Michigan, the executive director went to the employment agencies and asked that public health jobs be listed and this made a difference. We asked NACCHO to keep helping us with this issue as all of our states are struggling with this!

Succession planning:
We had an interesting discussion from Dr. Quatt who works with a lot of non profit agencies on succession planning.  I can give anyone interested his handouts.  One can think about this when we work on our COOP  plans.  Mainly this deals with how do you groom someone to take over when you leave and what do you look for.

Emerging Themes:
We asked NACCHO to provide us with a list of our members who sit on NACCHO committees.

Regionalization/accreditation:
NACCHO has defined what a functional health department is-there is a lot of material on this on their website
There are 2800 health departments in U.S.
6% of HD serve 60% of population
38 % of HD serve over 90% of population
62% of HD serve less than 10% of population

Can a one person staff truly call itself a functional health department?

After lots of thought at this meeting- and talking to our peers-it would be great if we could regionalize and set up voluntary accreditation at the same time-
Iowa took 9 mos of meetings to come up with local ph standards for accreditation-he suggested we look at the Oregon model-he looked at other states models for help

NJ will be regionalizing but they want to make sure it is from the bottom up and not just to save money but it should be to increase resources

Illinois surveyed its residents do you have a health department and have you used their services (hd was surprised that 2/3s knew they had a hd)-don’t forget most people eat out in restaurants, etc

Robert Wood Johnson Foundation (RWJ) just awarded NACCHO a 5 year grant to train new health officers-this year the grant is to design training including how will it be delivered-topics will include  politics, community engagement, facility management cohort/mentoring (people training together and will continue to support each other)

RWJ also approached NACCHO to discuss another grant to support system changes in public health (eg. Regionalization, accreditation)-NACCHO agreed that they will undergo intensive analysis in the next 4-5 months and discuss with them how RJW can help NACCHO’s capacity to support its members in this topic-this could be extremely helpful to us

MAPP:
MAPP could help with towns coming together in regionalization and it could help communities define its public health system
NACCHO can help your community with MAPP by coming out to make presentations and to connect you with peer mentoring

NEW*
Community Health Status Indicator:
Coming in September 2007-this will include new data and be web based.  NACCHO will also provide us with materials on how to use the data and the data will be coming out by zip code

Communicating the Value of our SACCHO:
• CT- gives members an anuua report of its accomplishments, at each meeting has a section called notes from the field, exec director makes site visits of her health departments, provides technical support, advocacy
• TX-runs the HAN for the Styate, provides IT equipment (dues start at $600), provides wireless internet, is HIPPA compliant, courses, website, provides a panflu toolkit
• OH-on website has a members only access corner which includes a salary survey, staff has relationship with every single member (RE does for us!) Provides a tobacco control toolkit (get out the vote on tobacco control)

The Local Public Health  Identity:
Don’t forget you can buy vests from Ruth-Ellen.  Also many States are starting to use logo-it can be as easy as starting to use it on letterhead, websites, wearing the button.

Sharon will post the SACCHO Representative job description on the website, and accept applications.

Motion made, seconded, to accept report.  Passes unanimously

Conference 2007 – Rich Day
Planning is underway.  Lots of work already done, Conference Budget will be brought to the Executive Committee at the March meeting

Tobacco Control Coordinator’s Report – Sarah McColgan
During the month of January I attended the following meetings:  Tobacco Free Mass Coalition Legislative Day at the State House, CAST (Community Assistance Statewide Team) ,Meeting of MMA, MAHB and MHOA Tobacco Directors, MHOA Executive Committee and 2007 Conference Planning Committee, Merchant Education Development Meeting.

The following municipalities were provided with technical assistance during the month of January:
 Montague:  Received phone message, left numerous return messages.
 Northbridge: re: multi-unit housing.
 Burlington: re: common areas in work places.
Northborough:  re: smoking in private clubs open to the public and resources for health fair.
Mt. Tom Tobacco Coalition:  re: Merchant education resources.
Taunton:  re: training for sanitarians on Smokefree Workplace Law.
Lenox:  re: Non-criminal disposition use with tobacco sales to minors.
Randolph:  re: decks and patios.
Winthrop:  re: smoking hookahs in restaurant.

The following projects were worked on during the month of January:
1) Training for municipal building inspectors re: decks and patios
2) Tobacco Control page of MHOA website
3) Following up on unresolved Smokefree Workplace complaints to DPH
4) Revising a Smokefree Workplace training for board of health staff
5) Developing readily available resources for boards of health to use in merchant education visits.
Less than 20 communities have buffer zone regulations for smoking around municipal buildings.

Motion made, seconded, to accept report, passes unanimously.

Legislative Forum – Brent Reagor
Planning is well underway.  Event will be 4/10 from 9-11am at the Grand Staircase in the State House.  Invitation letter packets will go out in the next two weeks, all that has to be done is sign the letter and send it in the pre-addressed, pre-stamped envelopes.  Agenda has been set.
MAPHN will be providing BP screening during the networking period.
It was suggested that take-home kits be prepared for members of Key Public Health Committees no matter if they RSVP or not.
Northeast Disaster Recovery and Information Exchange – David Napartsek
www.nedrix.com
Mainly a business group, focused on COOPs for private industry.  Might be a potential topic for the June Quarterly Meeting.  Discussion on the March agenda.

MHOA Committee List
More discussion at the March meeting.  Volunteers are still needed for some committees.

Shellfish Publication Funding – Holly Detroy
Postponed to the March meeting

Webmaster Vacation – Greg Erickson
2/28 – 3/9, if anything needs to go out to the listserve or on the calendar, send it to Brent by email.

Video Project Update – Joanne Martel
Public Health nurse section has been filmed.  Tom and Lou-Ann are finishing the other piece of the first video.  Editing is underway.

Other Business
Foundations Course will begin again soon.  A basic food inspection course is needed.  MHOA should work with FDA to put together a 3-day course.  Priscilla has been working with FDA, but funding cuts may jeopardize this effort.  Motion made and seconded for MHOA to contact DPH and encourage basic food inspector training, and if the letter is unsuccessful, MHOA should work with BUSPH and Massachusetts Restaurant Association to develop and administer the 3-day FDA course.

Region 2 currently does not have Regional Representative.  David Naparstek will contact Jim Gareffi at the Nashoba Associated BOH to request he join as the Region 2 Representative.  More discussion at the March Meeting.

Joanne will be attending the MASSPRO Flu Wrap-up meeting in March and will take our comments to the group as to distribution of flu shots during season.  Public Health flu vaccination may move to January to alleviate delays in distribution.  Burden will fall on local health to get the word out.  It was suggested that the local public health message should change to say that vaccine will be available in December, January, and February.  Joanne will report back in April.

Next meeting from 1pm – 3pm at Vinny T’s in Dedham, following the Quarterly Meeting program

The meeting adjourned at 12: 05 pm.

Respectfully submitted,
Brent Reagor, Secretary

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MHOA Executive Committee Minutes  Thursday, March 15, 2007

MHOA Executive Committee Minutes  Thursday, March 15, 2007

President Sharon Mastenbrook called the MHOA Executive Committee meeting to order at 12:55 p.m. on Thursday, March 15, 2007.  The meeting was held at Vinny T’s in Dedham, MA.

Present:  Rich Day, Brent Reagor, Sharon Mastenbrook, Donna Moultrup, Kathleen MacVarish, Sandy Collins, Linda Shea, Gail Nixon, Joanne Martel, Jennifer Sullivan, Sigalle Reiss, Sarah McColgan, Richard Lehan, David Naparstek, Beverly Hirschorn, Terry Hayes, Lou-Ann Clement, Greg Erickson, Mary-Isabel Luddy, Ruth Clay, Robin Chapell, Ruth-Ellen Sandler, Holly Detroy, Tom Carbone, Frank Giacalone, Mark Masiello, Paul Halfmann, Harold Cox, John Grieb, Phyllis Boucher

Minutes – February 15, 2007
Motion made, seconded to accept minutes as written, motion passes unanimously

Treasurer – Phyllis
None this month

Member Services – Ruth-Ellen
7 New Members:
Regular – Eric Badger, Christine Craig-Ortiz, Artell Crowley, Albert Hugabone, Calvin Joppru, Laura Kittross, Charles McIsaac
Associate – 0
Motion, seconded, new members approved.
Total Members – 532, renewals still coming in
Motion made, seconded, and approved to accept the Member Services Coordinator’s report.

Interim Executive Administrator – Phyllis
I worked 30.25 hours for the month of February.  During that time ads were placed for the Executive Administrator position on Craigs List and in the Boston Globe.  The Personnel Committee has received 15+ résumé’s and will have begun the interview process by the time you get this report.
Many DPH contracts, including our Tobacco Grant with DPH is “going live” through the Enterprise Invoice Management/Enterprise Service Management (EIM/ESM).  This is a web based service for submission and payment of invoices. Time was spent enrolling in the system and providing all the documentation to insure access in limited and that our information is secure.
I, along with Rich Day, Brent Reagor, Lou-Ann Clement and Ruth-Ellen Sandler spent 2 days in Springfield to solidify some details regarding our 2007 conference.  Perhaps the most rewarding part of this was meeting with other Western Mass. Health Officers.  They are very supportive and enthusiastic in making our move to Springfield and this new venue a success. We also met with the Marriot, a Chamber of Commerce Representative, The Mass Mutual Center and a firm which will assist in making our exhibit area look appealing and professional.  There are a lot of people working to make this change as positive and least disruptive as possible.  We should all make the effort to assist in this!
Last, but not least (and perhaps this is more of a treasurers report), we received a letter from the IRS dated Feb 9, 2007.  It requests all of our 941 filings for 2002-2004,.  Those forms have to do with employees.  I called and explained that we had no employees in those years and was sent a list of questions to answer.  I forwarded that information to Sharon, our current president as well as Donna, our immediate past president.  This may have financial implications for our association and I was not comfortable dealing with it.  A decision was made to forward the information to the attorney who has assisted us with these personnel issues in the past.  I will bring the IRS correspondence with me for anyone who is interested in reading it.

Motion, second, unanimously accepted.
 

President’s Report – Sharon
Personnel Committee
The Personnel Committee received 24 applications for the position of Executive Administrator. The pool of candidates contained numerous people with public health and administrative experience, and there was a group of strong candidates to evaluate. Five candidates were chosen for interview and reference checking. The Personnel Committee was in complete agreement on the top two candidates to consider for the position. The finalist will be announced at the Executive Committee meeting.

Miscellaneous
· Pioneer Valley Project request to include a second grant that we would administer(vote needed)
· Immunizations statement: MHOA is asked to co-sponsor, approved.
· Expansion of Tobacco Control position: MTCP has asked if we would support their making the position full time (vote needed)
· SACCHO Representative position posted on web (last date to apply April 10)
· IRS update: MHOA has been asked to supply information concerning our use of contractors rather than employees for the tax years 2002-2004. To date a tax attorney at the same firm that reviews our personnel issues is reviewing the request. His initial thoughts are 1) determining what exactly the IRS wants, 2) limiting the scope of the inquiry and potential liability, and 3) setting up MHOA so that we will not be vulnerable in the future (We are a pass-through organization for grants and as such issue 1099s for people who do not work for us.).  The attorney will review our situation and will give us reccomendations on how to move forward with MTCP request, 4A fiscal agent contract, and Pioneer Valley Project.  All requests were tabled till April meeting to await the final reccomendations from the attorney.
· MOU legislation: MHOA can comment on legislation sponsored by Representative Koutoujian.  Hearings will not be until the spring or summer.  Further discussion will occur at the April meeting.  Will distribute to membership and at the Legislative Breakfast

AAP Vaccination Request – motion made, seconded, and unanimously approved to support the Massachusetts Chapter of the American Academy of Pediatrics position paper on making Massachusetts a Universal Vaccination state.

CLPH Letter supporting Environmental Health Services line item in DPH budget was

Legislative Breakfast
The date of the Legislative Breakfast is April 10, 2007 in the Grand Staircase. The application has been submitted and the event planning is on target. MHOA members need to do their part, contact their legislators and invite them. THIS IS MOST IMPORTANT AND CANNOT BE DONE BY THE LEGISLATIVE BREAKFAST COMMITTEE. MHOA members also need to attend the event and fill the seats so our organization looks fully represented by the membership.

Coalition for Local Public Health
Training Institute and Subcommittee on Curriculum
Donna Moultrup represents MHOA on these committees. She will report to the group.

Letters
· Letters to Executive Administrator candidates

Motion made, seconded to accept report.  Passes unanimously.
 

Coalition for Local Public Health -- Donna
The Coalition has not met since the last MHOA meeting so there is little to report.  I can tell you that we did not receive a reply to the letter that we sent to Dr. Bigby about the Coalition organizational funding.  That will certainly be discussed at the next meeting.  We had discussed support for the public health budget and I know that Geoff Wilkinson has sent out a draft letter to the organizations asking for their support and signature.  Next Coalition meeting is in Shrewsbury on March 19th, 10 am to 12 Noon.

Local/State Advisory Council -- Donna
This committee met last on Monday, March 12th.  There were a number of topics discussed.  They asked for volunteers to be on an ongoing, small committee to discuss how the HHAN is interfacing with local public health.  DPH feels like there is criticism of the system but that they don’t have a good method of receiving critical comments and then making changes.  Interested people should contact Jana Ferguson.  This invitation was given to the committee, but no one there volunteered, so I am sure that they would be happy to have volunteers.  They also asked for volunteers to review the RFR for fiscal agents for the emergency preparedness regions before it is sent out.  The goal was to get one volunteer from each of the seven regions, but the volunteer could have no ties with the fiscal agent.  They did have volunteers at the meeting from most of the regions.  There was a long discussion about the deliverables and how they should be reported.  Dr. DeMaria had suggested that they use a population based process, so that if one of the larger cities could meet most of the deliverables, then we could say that a certain percentage of the population was covered.  There were some issues with this, primarily what about the small cities and towns; what incentive is there for both larger and small communities to meet the deliverables; couldn’t there be an incentive (financial) to a larger city to try to incorporate the needs of smaller cities and towns and what to do if the bigger city was not making any attempt to meet the deliverables.  Personally, I think we are talking about applies and oranges here;  we should report the deliverables in as favorable manner as possible for purposes of maintaining our funding and then figure out how to make sure that 100% of the people in MA are covered by the deliverables.  I believe that that is DPHs intent.  The next meeting will be an Interwise meeting on Wednesday, April 11th, 9 to 9:30 am to work out the gliches in Interwise and the meeting will actually take place from 9:30 to 11:30 am.

Regionalization Study Group -- Donna
The presentations are continuing.  At this writing I have not had confirmation that they will be attending this Thursday’s MHOA meeting   Next meeting date unknown at this point.

Institute for Local Public Health -- Donna
There hasn’t been a main committee meeting since our last MHOA meeting, but the curriculum sub-committee met.  We are still grappling with the competencies for a Board of Health member; the head of the local public health department; the public health nurse and the environmental specialist/inspector.  A big thank you to David Naparstek, Ruth Clay and Jennifer Sullivan, our MHOA reps who reviewed the document.  There is much work to be done on it but I am pushing to proceed with training plans while we are going through this exercise.  What we are doing is important in the grand scheme of things but it is not essential to the process of planning training.  The competencies will ultimately assist us in planning trainings by having learning objectives already stated.  Since I believe that there are some obvious training gaps already, we don’t need the specificity of these competencies to plan trainings right now.  The Retail Food Security training is going to be piloted in April.   The next meeting is in Shrewsbury on March 19th, 12 Noon to 2 pm.

Committee Volunteers -- Donna
Local/State Advisory Council – This is tricky because while this individual needs to represent MHOA’s interests on this committee, the committee itself does not want someone who also may be representing a region.  While I think that they believe me,  when I say I am representing MHOA, they are also very aware that I am from Region 4b.  The most ideal person for this committee is someone who is retired and/or is totally removed from the regional emergency preparedness groups.  Having said that, this individual has to be very aware of local public health’s issues around emergency preparedness.  We also need an alternate, because this meeting should not be missed.  This individual would need to report to the President immediately after the meeting to make sure that the President was ready to discuss issues that might be brought up at the following Coalition meeting.  They are trying to alternate conference calls/Interwise with face-to-face meetings.
.
Institute for Local Public Health – This may be the most difficult committee of all as far as representation goes.  I personally don’t think that a MHOA officer needs to sit on this committee.  What is needed is someone who is interested in workforce training and to bring the local perspective to the group.  There are many DPH folks on this committee and they very often need strong reminders of what works and doesn’t work for local public health providers.  Again, a report would need to go to the President immediately after the meeting, so the President is ready to discuss possible issues at the Coalition meeting.  There doesn’t necessarily need to be someone on the curriculum sub-committee. The chairmanship of the main committee rotates among the Coalition members.  Sandy and I are the co-chairs currently, MAPHN and MHOA respectively.  I think we are due to rotate off this summer but don’t hold me to that.

DPH-FPP Report – Priscilla Neves
Sign up for the HHAN

DPH-DCS REPORT – Paul Halfmann
Revised Chapter II regs with CO alarms are now on the website.  Medical Waste regs will go the Public Health Commission on 4/20.  This is the last step prior to going to public comment.  More information will be forthcoming.  DCS will use the new HHAN to distribute information to local health.

DEP REPORT – Rich Lehan
MHOA/DEP Seminars were successful this year.  DEP will explore the ability to pay for their staff to attend the future seminars.  DEP will be submitting multiple abstracts for the Conference.  The Health Effects Advisory Committee will be discussing emerging contaminants in the near future.

Regionalization Project Presentation – Harold Cox
Presentation will be posted on the website as an Adobe Acrobat .pdf file

Conference 2007 – Rich Day
Motion made, seconded, and unanimously approved to accept the Conference Budget.  The budget does not include the DPH mini-grant because we are currently unsure as to whether we will receive this money.

Tobacco Control Coordinator’s Report – Sarah McColgan
During the month of February I attended the following meetings and trainings:  (2) Interwise Meetings of the MHOA Legislative Forum Committee, MTCP Youth Access Planning Day,  MHOA Executive Committee and (2) 2007 Conference Planning Committee Meetings, and MTCP Merchant Education Focus Group.

The following municipalities were provided with technical assistance during the month of January:
Taunton:  Provided training for 4 Sanitarians and 1 Public Health Nurse on Smokefree Workplace Law.
 Westwood: re: smoke migrating to common areas in multi-unit housing.
Framingham:  re: buffer zones around municipal buildings and smoking in private clubs
Watertown:  re: compliance check training for sanitarian

The following projects were worked on during the month of January:
1) Training for municipal building inspectors re: decks and patios
2) Tobacco Control page of MHOA website
3) Legislative database for MHOA
4) Following up on unresolved Smokefree Workplace complaints to DPH
5) DPH training needs assessment

Positive comments were made by the Building Inspector’s Conference regarding Sarah’s recent presentation at their conference.

Motion made, seconded, to accept report, passes unanimously.

Legislative Forum – Brent Reagor
Planning is well underway.  Event will be 4/10 from 9-11am at the Grand Staircase in the State House.  MHOA will send out cardstock invitations to each legislator and electronic form letters will be sent out through the listserve for members to personalize and send to their legislators.  Agenda has been set.
MAPHN will be providing BP screening during the networking period.

Shellfish Publication Funding – Holly Detroy
Developed by MA Partnership for Food Safety, MHOA and MEHA would potentially split the cost for the design; ½ the cost, which is approximately $150.  Motion made, seconded, and unanimously approved to fund ½ of the design costs, up to $150.

Video Project Update – Tom Carbone
First volume of the three video series was shown to the Executive Committee

Northeast Disaster Recovery and Information Exchange – David Napartsek
www.nedrix.com
Mainly a business group, focused on COOPs for private industry.  Free to join.  Motion made, seconded, and unanimously approved to join this group.

Next meeting from 10am – 12pm at the Town Hall in Acton

The meeting adjourned at 3:00 pm

Respectfully submitted,
Brent Reagor, Secretary

President Sharon Mastenbrook called the MHOA Executive Committee meeting to order at 10:10  a.m. on Thursday, April 19, 2007.  The meeting was held in Room 204 of the Acton Town Hall in Acton, MA.

Present:  Brent Reagor, Mary-Isabel Luddy, Sharon Mastenbrook, Paul Halfmann, Rich Day, Richard Lehan, Tom Carbone, Jeanmarie Joyce, Jennifer Sullivan, John Coulon, Joanne Martel, Phyllis Boucher, Frank Giacalone, Rich Ray, Ruth-Ellen Sandler, Linda Shea, David Naparstek, Sigalle Reiss, Sarah McColgan, Greg Erickson

Minutes – March 15, 2007
Motion made, seconded to accept minutes as written, motion passes unanimously

Treasurer – Phyllis
Current report through 3/31 handed out.  Motion made, seconded to accept report. Passed unanimously
Motion made, seconded to transfer $50,000 from conference funds to Money Market Account and $30,000 into another CD.

Member Services – Ruth-Ellen
 New Members: 8
Regular – Pat Pajaron, Tracy Baugous, Jennifer Susen-Roy, Ranjit Singanayagam
Associate – John Chandler, Lori Doppman, Kirke Henshaw, Donna Gibson
Motion, seconded, new members approved.
Motion made, seconded, and approved to accept the Member Services Coordinator’s report.

Executive Administrator – Mary-Isabel
The new MHOA telephone and fax line have been installed and have been listed on the web site.  The new MHOA address has also been posted.

I will be attending training on April 20, 2007 to become MHOA’s Access Administrator for the Executive Office of Health and Human Services Virtual Gateway.  The staff there has assured me that I will be able to begin processing payments for Sarah McColgan almost immediately after completing this training.

The MHOA laptop has been configured to work with Interwise and I have tested the headphones provided.

During the third week of March I traveled to Chelmsford and Acton to pick-up all MHOA materials that were stored there.  I now have the office established in my home and have organized the files.  I found many useful papers relating to the annual conference and quarterly meetings.  There is also a well-organized history of the administrative tasks that were carried out by the past two Executive Directors.

On April 4, 2007 I traveled to the State House to provide testimony on behalf of MHOA.  The hearing was before the Committee on Public Health regarding legislation relating to pandemic planning, regionalization of public health services and mutual aid (a transcript of my testimony follows).  While at the State House I met Geoff Wilkinson of the Massachusetts Public Health Association.  I look forward to working with him to further the mission of MHOA.

Good morning.  My name is Mary-Isabel Luddy and I am the Executive Administrator for the Massachusetts Health Officers Association.  I appreciate this opportunity to provide testimony regarding MHOA’s position on pandemic planning and regionalization of public health.

It seems that every day there is a media report regarding issues under the jurisdiction of local boards of health.  The front page of the Boston Globe yesterday featured an article on the deplorable condition of many of the public beaches in the Boston area.  Health departments are responsible for monitoring the safety of all bathing beaches within their jurisdiction.  On Monday there were numerous media reports about the health dangers of tanning beds and whether there should be age restrictions put in place to protect young people from exposures to UV rays.  Tanning salons are regulated by the local boards of health.  Several weeks ago the Boston press reported on the inconsistent quality and quantity of restaurant inspections across the state.  As most people know, local health departments are responsible for ensuring the safety of retail food establishments.

The public assumes that public health regulations are uniformly enforced across the State.  Those of us working in public health know that this is not the case.  Depending on staffing and funding levels, some public health departments are doing a much better job than others.  Regionalization of public health services could serve to alleviate this disparity.  However many cities and towns may resist giving up the autonomous power they have to regulate activities within their boundaries.  Much work remains to be done to develop a model for regionalization that will increase the level and quality of public health services while allowing local officials to remain involved with the distinct challenges of their area.

It is clear that many local health departments are struggling to keep up with their statutory responsibilities.  However, with the added burden of pandemic planning, these health departments are on the verge of being completely overwhelmed.  Emergency Preparedness regions have been set up across the state to help cities and towns meet planning benchmarks (aka “deliverables”) as required by the Center for Disease Control and the Department of Public Health.  Communities need the grant money coming in from the CDC to adequately prepare for a public health emergency.  Boards of Health have been told that they will be responsible for operations in their town in the event of such a crisis and that they must have plans in place to deal with a large scale natural disaster or terrorist attack.  In many cases a small group of volunteer board members are charged with setting up an emergency dispensing site for town-wide vaccinations or medication distribution.  They also must also develop a plan for continued operation of essential services.  The individuals charged with this responsibility are in many cases volunteers with busy lives and careers.  The era of the volunteer board member who attends one meeting a month and may help plan the annual immunization clinic for the senior citizens center is over.  Now board members in many cities and towns are being designated first responders in the event of a public health emergency and are required to take classes about incident management and control.

Another issue that has arisen as a result of emergency preparedness planning is the establishment of memoranda of understanding between cities and/or towns.  Planners recognize that in the event of a public health emergency many cities and towns will need to call on the services of their neighbors.  Documents which allow for the sharing of resources are being developed across the state with limited uniformity.  Discussions of liability and cost have stalled the adoption of the agreements in some areas.  Recently Representative Peter Koutoujian has proposed a model memorandum of understanding that could be implemented across the state.  While MHOA supports the development of a uniform, state-wide document, the proposed draft requires the Department of Public Health to declare an emergency before the agreements could go into effect.  We would suggest that this authority be delegated to the cities and towns.  In the event of a local emergency, such as an outbreak of Hepatitis A linked to a foodservice worker, the local authority may need the flexibility to call on neighboring towns despite the lack of a state–wide public health emergency.  Thank you.

On April 10, 2007 I attended the Legislative Breakfast at the State House.  This forum was a good opportunity for the members in attendance to meet with legislators in a small setting.  Rep. Peter Koutoujian gave an address in which he affirmed his support for local public health and acknowledged the challenging nature of public health in the 21st century.

I would like to thank Sharon Walker Mastenbrook, Phyllis Boucher, Brent Reagor, Rich Day and Greg Erickson for all their help as I transition into the position of Executive Administrator.

Motion, second, unanimously accepted.

President’s Report – Sharon
Meeting on Region 4A Emergency Preparedness Contract
Several MHOA members met to discuss the ending of our present contract as fiscal agent for Emergency Preparedness Region 4A. The contract ends on August 31, 2007. DPH is putting out an RFR for new contracts for all the regions. Organizations and towns can apply to be fiscal agents for the new contract period. MHOA must decide if it wants to apply to be a fiscal agent for Region 4A for the new contract period. The discussion at the meeting included a summary of how the present contract has gone and a general discussion of the pros and cons of applying for renewal of MHOA’s role as fiscal agent for 4A. At issue are new, more complex requirements from DPH to be a fiscal agent and the work that would be needed to comply with a new contract. Those present were Sharon Mastenbrook, Donna Moultrup, Robin Chapell, Rich Day, Brent Reagor, Doug Halley, Ruth-Ellen Sandler and Phyllis Boucher.

Expansion of the Tobacco Control Director’s Position
I met with Eileen Sullivan and Sarah McColgan at MTCP in Boston to discuss a proposal to expand the hours to include supervision and award of Tobacco Control Mini Grants to Boards of Health which do not want to join in a collaborative but which want compliance checks and other tobacco control work done for their communities. At issue for MHOA is our organization’s liability for taxes and other employment issues as well as the dollar cost to MHOA. The meeting provided needed details about this proposal. These contract details were forwarded to the attorney handling MHOA’s employment matters for comment. MTCP stressed in the meeting that they are seeking a stronger partnership between MTCP and MHOA to accomplish mutual public health goals surrounding compliance checks, tobacco education, and disease prevention.

Legislative Hearing April 4 at Statehouse
Mary-Isabel Luddy, our new Executive Administrator, testified on behalf of MHOA at a hearing of the Joint Committee on Public Health. Her testimony was sent out the Executive Committee. She will report on the hearing in her report.

Miscellaneous
· Pioneer Valley request to include a second grant that we would administer (vote needed)
· Expansion of Tobacco Control position: MTCP has asked if we would support their making the position full time (vote needed)
· SACCHO Representative position posted on web (last date to apply April 30): several applicants to date
· IRS update: When this report was being written, the attorney for MHOA had not be able to contact the IRS agent requesting information from MHOA.
· MOU legislation: MHOA can formally comment on legislation sponsored by Representative Koutoujian.
· Regionalization White Paper by Donna Moultrup: vote needed to make paper an official MHOA statement
Legislative Breakfast
This event was very successful. MHOA has polished its message regarding regionalization, mutual aid, support for local public health, emergency preparedness, and local public health work loads. MHOA’s new video was unveiled officially at the event. Brent Reagor spoke on local public health and Donna Moultrup spoke on the current regionalization project. She presented a draft white paper to be voted on at our meeting. Mass. Public Health Nurses were available to provide blood pressure screenings. The event, however, was poorly attended despite excellent efforts on behalf of members, the Legislative Breakfast Committee, and MHOA staff. Representative Peter Koutoujian and Legislative Aide Timothy Cummings (For Representative Charles Murphy) received MHOA’s first “Friend of Local Public Health” Awards. Brent Reagor will give a full report on the event.

Coalition for Local Public Health
Training Institute and Subcommittee on Curriculum
Donna Moultrup represents MHOA on these committees. She will report to the group.

Letters
· John Auerbach, new DPH Commissioner
· Letters of thanks to Fargo, Koutoujian, Cummings, Murphy, and Atkins after the Legislative Breakfast.

Pioneer Valley Project Proposal
Current grant expires in June of 2008, our Legal Counsel has recommended that we not accept a second project with them.  Motion made, seconded, to not add a second project with this organization.  Motion passes unanimously.

Tobacco Control Director Job Expansion
DPH-MTCP has asked MHOA to administer the Tobacco Mini-grant program for a section of the state where MAHB has been working previously.  The area is concentrated in Southern Worcester, Middlesex, and Norfolk Counties.  Sarah McColgan would become a full-time employee and this position would be funded through FY 2011.  Sharon met with DPH-MTCP and has also spoken with Legal Counsel as to employment liabilities.  MHOA will need to administer the program at no cost, and will also need to receive other benefits.  DPH will contribute money to MHOA to pay for all of Sarah’s employment costs, including unemployment and other taxes.  MHOA will make at least $13,000 per year for administrative costs.  The position will only exist such time as the funding from DPH ceases to exist. Approximately $30,000 will be available to the 93 unfunded communities for mini-grants.  Motion made, seconded to expand the Tobacco Control Director’s position in accordance with the DPH-MTCP agreement.  Sharon will continue working with DPH and MHOA Counsel to finalize the project.

SACCHO Representative
4 applicants, Personnel Committee will be interviewing and making a recommendation to the Executive Committee.

IRS Inquiry
Communication issues have potentially been worked out between MHOA, Legal Counsel, and the IRS.  Updates at future meetings.

MOU Legislation
Biggest problem with current legislation is the requirement in the statewide legislation is that a Public Health Emergency must be declared at the state level.  Region 4b and Boston have a separate program that does not require emergency declaration where the communities are responsible for costs of their employees.  Kerry Dunnell from Region 4b will draft a statement for MHOA to review at a future meeting on Rep. Koutoujian’s current legislation package.

Regionalization White Paper
Motion made, seconded to accept the White Paper.  Passes Unanimously.

COALITION FOR LOCAL PUBLIC HEALTH -- Donna
The Coalition met the Monday after our last MHOA meeting in March.  The regionalization forums were continuing at that point and seemed to be well received.  The new CDC deliverables are due out on 5/15 and the State will need to respond by 6/30.   We talked a little about the MOU legislation that is pending and I was to ask Kerry Dunnell if she would like help from the Coalition on that project.  Most of the meeting was spent discussing setting a meeting date with the new DPH Commissioner, John Auerbach, and what our agenda would be.  That meeting has since been scheduled for May 4th and the next Coalition meeting will be in Shrewsbury on April 23rd.

LOCAL/STATE ADVISORY COUNCIL -- Donna
This group met via Interwise on Wednesday, April 11th.  The new Commissioner was on the line for most of the meeting and had some very hopeful comments for us.  He did state that he was trying to get a variance so that the RFP process for the regional fiscal agents could be held off for another year to give DPH and us time to work through all of the changes that were happening.  He also committed to no break in service under future contracts, so that we don’t have the 10 month contracts and then the two month contracts to hold us over.  We suggested that DPH meet with the fiscal agents even if they all stay the same over the next year because there are some serious issues that need to be ironed out.  The Commissioner and Lisa Stone agreed to set up that meeting ASAP.  There was a short discussion of unfunded mandates which has been on the agenda previously.  More than twelve people volunteered to be on a committee to do some behind the scenes work on this issue.  The agenda for the next meeting will be funding tied to the deliverables and discussion of procedures and projects being done across the regions so perhaps some standardization could occur.  The next meeting is scheduled for Monday, May 14th in Shrewsbury.  Note from Region 4b meeting today, 4/18.  Lisa Stone stated that a letter would be sent out to health departments on Friday confirming the items that the Commissioner discussed on this call:  delaying the RFP for another year and having a full contract year to spend the money.

Discussion
Region 3b will be drafting a letter similar to Region 4A’s letter to send to the Commissioner.
 

REGIONALIZATION STUDY GROUP -- Donna
There is no news here and no next meeting date.  I think the regionalization presentation at the legislative breakfast went well although I’m not sure how many legislators were actually there.

INSTITUTE FOR LOCAL PUBLC HEALTH -- Donna
The Institute also met on the Monday after our March meeting.  The biggest thing going on right now is the development of the “Caring for Flu Patients at Home” course.  That may not end up being the official title but it looks like it will be very good for our residents.  Hopefully there will be train-the-trainer courses, maybe a DVD and other means of getting this information to everyone.  The curriculum subcommittee is still working on competencies for various job titles.  The Food Safety and Security course is being piloted so that should be ready for presentation soon.  I think June was the target date for that.  The next Institute meeting is scheduled for Monday, May 21st.

DPH-FPP Report – Priscilla Neves
None

DPH-DCS REPORT – Paul Halfmann
Amended copy of Chapter II with CO changes went out to all BOH.  Medical Waste regulation hearings will be in May in West Boylston and Boston.  Copy of the new Medical Waste regulations are on the DCS website.  MHOA/DPH seminars are successful this year, one more upcoming in Braintree.  There is pending legislation right now to require retailers who sell sharps to take back residential sharps.  The proposed regulations fill a newly created gap in the regulation of medical waste, created by changes to Federal regulations.  The only additional requirement to local BOH is an opening inspection of any sharps collection center, although the collection center would still require a site assignment under the DEP solid waste regulations.  MHOA will draft a letter supporting the proposed legislation for retail sharps collection.  Motion made and seconded to draft and send the letter, passes unanimously.

DEP REPORT – Rich Lehan
DEP has submitted two abstracts for the Conference so far, and it working on more.  Additional abstracts will focus on Outdoor Wood Fired Boilers, Asbestos in Soil, Disaster Debris Management, Mercury Management, and Guidance for Identification and mitigation of lead sources in home drinking water.

DEP would like to use a future MHOA Executive Committee as a listening session/focus group to help DEP staff develop technical outreach programs for municipalities.  This will be scheduled for a future meeting with input from DEP staff.

FEAC – John Coulon
MHOA is represented on both FEAC and the MA Partnership for Food Safety Education.  MEHA and MHOA are the only representatives for local public health on FEAC.  Edits have been made to the draft Shellfish Information sheet that is being partially funded by MHOA.  The current draft will be sent to the Executive Board for comment.

Tobacco Control Coordinator’s Report – Sarah McColgan
During the month of March I attended the following meetings and trainings: Tobacco Free Mass Coalition and Advocacy Mtgs., CAST (Statewide Assistance), MHOA Executive and Conference Committee Mtgs., MTCP Statewide Quarterly Mtg. and EIM billing training.

The following municipalities were provided with technical assistance during the month of March:
a. Watertown re: training for sanitarians re: compliance checks
b. Chicopee re:  Youth Access compliant from parent
c. Hadley re:  smoke migrating into common areas of multi-unit housing
d. Tri-Town re:  compliance checks, merchant training
e. Greenfield re:   tobacco control grant
f. Tisbury re:  tobacconist

On  March 1. 2007, I conducted a 30 minute training for municipal building inspectors through their state association regarding issuing permits for construction of decks and patios on bars and restaurants.  Approximately 50-60 inspectors attended.

I participated in the review of abstracts for the National Conference on Tobacco and Health.  I reviewed approximately 20 abstracts in the area of Evaluation and Surveillance.

The following projects were worked on during the month of March.
1) Retail education material for tobacco vendors
2) MHOA Tobacco Control expansion
3) MHOA compliance with EIM billing
4) Follow-up for DPH regarding 2006 Smokefree Workplace Law complaints
5) MHOA Legislative Forum

Motion made, seconded, to accept report, passes unanimously.
 

Legislative Forum – Brent Reagor
Forum was a success for a busy Tuesday morning during the April budget season.  Staff members and legislators from over 22 offices attended the event.  MHOA will continue to hold the event at the Statehouse and may invite other CLPH members to join the event.  Mary-Isabel will make sure the Great Hall is reserved for early March for next year’s event.

The next meeting will be held on May 17, 2007, in the Emergency Operations Center at the Acton Public Safety Facility.

The meeting adjourned at 11:50 a.m.

Respectfully submitted,
Brent Reagor, Secretary

President Sharon Mastenbrook called the MHOA Executive Committee meeting to order at 10:17  a.m. on Thursday, May 17, 2007.  The meeting was held in the Emergency Operations Center at the Acton Public Safety Facility in Acton, MA.

Present:  Brent Reagor, Mary-Isabel Luddy, Phyllis Boucher, Tom Carbone, Donna Moultrup, Doug Halley, Ruth-Ellen Sandler, Frank Giacalone, Joanne Martel, Rich Day, Sandy Collins, Ruth Clay, Sharon Mastenbrook, Greg Erickson, Rich Ray, Beverly Hirschhorn (Interwise), Robin Chapell (Interwise), Priscilla Neves (Interwise), Terry Hayes (Interwise)

DPH-FPP Report – Priscilla Neves
June 6 and 12, MA Coalition for Food Safety Defense is meeting to train-the-trainer on the FDA ALERT program for Food Defense.  Meetings are in Framingham and Shrewsbury.  Local Health Officials are invited.  Food tracks for the Conference are coming together, with one on a frozen slush outbreak.

Minutes – April 19, 2007
Motion made, seconded to accept minutes as written, motion passes unanimously

Treasurer – Phyllis
None this month

Member Services – Ruth-Ellen
 New Members: 6
Regular –
Associate –
Motion, seconded, new members approved.
Motion made, seconded, and approved to accept the Member Services Coordinator’s report.
560 total members

Executive Administrator – Mary-Isabel
All of the telephone and fax lines for my office have been installed and listed in the telephone directory (in the white pages and the yellow pages under “Professional Organizations”).  The landline that was installed is now set up to receive telephone calls and messages as well as faxes.

I attended training for the Virtual Gateway invoice processing program (aka ESM/EIM) on Friday, April 20th.  This training was very helpful and I have begun the process of managing the Tobacco Control Grant payments on-line.  I spent a significant amount of time navigating the on-line system to apply what I learned at the training.  It is still a work in progress, although I feel that it will become fairly simple after a few months of submissions.  The employees at the Virtual Gateway have been helpful.

I have finished filing away materials from the Legislative Breakfast in preparation for planning next year.  I spoke with Suzette Waters at the State House and she advised me to call in October to reserve the Great Hall for an event in March.

I have spoken with Commissioner Auerbach’s office regarding his attendance at an MHOA Executive Committee meeting.  His staff is in the process of hiring a new scheduling secretary.  They suggested that I send an invitation in July for the September meeting.  I will follow up at that time.  I listened to the Commissioner speak at the MAPHN conference (see below) and he had a very positive message about his goals for public health in Massachusetts.

The highlight of my work this month was attending the Massachusetts Association of Public Health Nurses conference in Westboro on May 10th.  I met lots of new people and connected with several members I had met at past MHOA quarterly meetings and trainings.  There was interest in MHOA’s upcoming conference and I was able to let many of them know that the location was changing.  I had several requests for the conference program.  One of the nurses mentioned that the health agent in her town is automatically allowed to go, but she had to demonstrate that the sessions would be applicable to her job before she could plan to attend.

I received many positive comments about the MHOA website.  A number of the nurses mentioned that they visit the site.  I also got a good response to the display materials that Sarah McColgan sent out to me regarding smoking cessation.  Sarah sent some great literature, but the most popular items were the “Quit Kits”.  The packages, containing gum, a tea bag, some Smarties and other quitting aids, were gone by the middle of the day.

For my display I used the MHOA materials that were used at the Legislative Breakfast.  The three section display board is a good tool.  Some of the information has gotten a little dated.  If anyone has suggestions of current topics that we may want to display in future exhibits please let me know.  Many of the attendees took MHOA brochures which contained a membership application.

Motion, second, unanimously accepted.

President’s Report – Sharon
Expansion of the Tobacco Control Director’s Position
All materials have been given to MHOA’s attorney for review.

IRS Update
Our attorney sent a very clear response to the IRS inquiry about our contractors during the years 2002-2004. To date, the IRS had not replied.

General Liability Insurance
MHOA’s attorneys have suggested General Liability Insurance for the organization. This is different from our Directors and Officers Insurance and our Employment Practice Liability Insurance. General Liability would cover the organization for accidents, which may occur during our events or with our equipment, which we loan out. At present the Attorney is reviewing an estimate Phyllis Boucher has received from MHOA’s insurance agent.  Estimated cost is between $2000-$3000 per year.

Coalition for Local Public Health
Training Institute and Subcommittee on Curriculum
Donna Moultrup represents MHOA on these committees. She will report to the group. On May 4 the Coalition met with Commissioner Auerbach. Brent Reagor represented MHOA in that meeting. He will report separately on that meeting.

Shell Fish Poster
Rita Brennan Olson has requested $435 from MHOA to support half the cost of graphic design of a four-page poster on shellfish aimed at workers. The two-page flyer that MHOA supported with a $150 donation is geared toward inspectors and managers. Both publications will be available on websites. MHOA is acknowledged as a sponsor on the flyer (no logo), but the poster will contain MHOA logo. MEHA is funding half of both publications.
Federal Tobacco Legislation (HR1108)
NACCHO is collecting supporting signatures for this important legislation giving FDA the authority to regulate the tobacco industry. MHOA as a SACCHO and a public health organization has been asked to sign on a letter of support. Sarah McColgan has already signed on to support this legislation as the Tobacco Control Director of MHOA.

DEP Discussion with MHOA
Richard Lehan has reported that Ed Kunce will attend the June 21 Executive Committee meeting to discuss strengthening municipal partnerships.

Lead Program Training
Linda Dube of the Lead Program has requested MHOA organize training this summer as we have done for Community Sanitation. Ruth-Ellen Sandler says that she will set up this training. Dates will  be in July, at the DPH office in West Boyslton.
Letters
· Mutual Aid Proposed Legislation: response to Rep. Peter Koutoujian.

CLPH Meeting with Commissioner Auerbach – Brent Reagor
Commissioner acknowledges there have been problems in the past and wants to work with LPH to solve those problems as quickly as possible.  This will include:

A new streamlined organizational chart, within 30 days, that will concentrate all Emergency Preparedness activities and control in the Central Office with a Director of Emergency Preparedness that answers directly to the Commissioner.  The EP office will be built on a customer-service model, with local health as the primary customer.

The centralization of all EP budget and contract management in the office of the CFO (Chief Financial Officer) , Carol Weisberg.  Ray Richard and Bob Dean will be moved to 250 N. Washington Street to work for her.  This should be up and running by 7/1 or so.

The Commissioner has tasked Tom Lyons, Assistant Commissioner (who was with him at BPHC) to head up the task of overhauling the EP program.

There was a lot of discussion of how to move forward with the CDC-EP funding to insure all needs are met at the local level.  It is expected that the CLPH and the Local/State Advisory Council will play a major role in determining how this moves forward.

Internal audits have identified a large sum of money from two sources that needs to be spent ASAP:

1) ~1.5 million in rollover money from previous CDC grant cycles, the plan to spend this money has to be developed very quickly, and the money has to be spent by 8/31.

2) ~1.0 million is current year underspending for this CDC-EP grant cycle.

--DPH is proposing that part of this money be funneled through MHOA or MAHB as a mini-grant program to Local Health to fund initiatives under the broad spectrum of “Emerging Public Health Threats”.  Preliminary information is that the expenditures could be broad in nature, from staff time, to mailings, to program development and implementation, etc..  No dollar value was assigned to the mini-grants as of yet, this is still being developed and we will be kept in the loop.  Start to think about how you could use money locally for short-term projects.  DPH would provide material support if needed.

--The mini-grants which we have received in the last few years and used for the Conference will return.  They have been renamed “Core Grants” and should be ~$30K.

$30,000 mini-grants are currently being processed and will be disbursed shortly.  DPH will hire a grant manager to coordinate all grant monies funneled through the state.  $300,000 of the previous rollover money will be used for the Emerging Public Health Threat grants.  This will equal out to approximately $20,000 per community.  The money will have to be spent by August 30.

COALITION FOR LOCAL PUBLIC HEALTH – Donna
I was not able to attend the meeting with the Commissioner but my understanding is that Brent Reagor was MHOA’s representative and he sent a report on that meeting already.  The next Coalition meeting will be in Shrewsbury on April 21st.  I think I may have given you an incorrect date on my last report.  This is definitely the correct date.

LOCAL/STATE ADVISORY COUNCIL – Donna
This committee met on Monday, May 14th.  There was an update given by most of the regional representatives concerning activities by their group.  Communications, exercises, and deliverables were the common themes.  Commissioner Auerbach gave a presentation on his views and vision for emergency preparedness.  Tom Lyons who was previously with the Boston Health Commission will be working on communications around emergency preparedness.  Harold Cox has also been hired to assist in emergency preparedness.  Harold was at the meeting but they didn’t elaborate on his role.

John Auerbach talked about the following goals:
1)  the work needs a single guiding leadership that isn’t always changing; he has gone back to the bureau concept
2)  that important people have been alienated in the process and that we need to concentrate on partnerships
3)  that emergency preparedness money has not always been spent according to strict guidelines and everyone needs to pay attention to that
4)  we need to have realistic, ambitious, time-specific and evidence-based goals

Some of the action steps will be:
1)  build a central office at DPH; position of Director of the Bureau of Emergency Preparedness has been posted; Lisa Stone is still acting and doesn’t know whether she will apply
2)  strengthen partnerships
3)  create a clear list of top and secondary priorities
4)  multiple year contracts so that money is predictable to the extent possible so staff can be hired

There are some rollover funds that will be available.  There was a long discussion on the use of the funds and how best to distribute them.  If possible the funds will go to the regions and they will be distributed to towns from there.  He plans to have a short, straightforward application process and we should hear very soon because the money must be spent prior to August 30th.

The next meeting will be in Shrewsbury, Monday, June 18th, 10 am to 3 pm.  The meeting will be longer than usual, in a “retreat” format to have a full discussion of the pros and cons of the current regional structure.

REGIONALIZATION STUDY GROUP – Donna
There is no news here and no next meeting date.
 

INSTITUTE FOR LOCAL PUBLC HEALTH -- Donna
There is nothing new to report since the last meeting.  The next Institute meeting is scheduled for Monday, May 21st, 12 Noon to 2 pm in Shrewsbury.
 

DPH-DCS REPORT – Paul Halfmann
Regional meetings with Commissioner Auerbach update.  Housing Code Committee has been reactivated.  There will be both a committee and review group.  Ruth Clay will be a reviewer and Lou-Ann Clement has represented MHOA on this committee in the past.  The Community Sanitation Trainings were very successful, with over 200 attending.

DEP REPORT – Rich Lehan
Conference abstracts from DEP have all been submitted.  DEP has posted presentations from the Regional Seminars and other topics on their website, in a “BrainShark” format which includes a audio narrative to accompany the powerpoint presentation.  Ed Kunce will be at the June 21, 2007 Executive Committee meeting to discuss strengthening DEP’s partnership with municipalities.

Tobacco Control Coordinator’s Report – Sarah McColgan
During the month of April, I attended the following meetings:  (2) Meetings with Sharon Mastenbrook regarding program expansion, Conference call for Tobacco Free Mass regarding the state budget,  the MHOA Legislative Forum, MTCP 2nd Annual Youth Tobacco Summit,  MHOA Executive Committee and 2007 Conference Planning Committee Meetings, and CAST (Community Assistance Statewide Team).

The following municipalities were provided with technical assistance during the month of January:
Tisbury:  Provided with continued information regarding a tobacco vendor who also wants to have a smoking room.
Burlington: Consulted on the placement of an outdoor smoking area outside the Senior Center.

I was a co-presenter twice at the 2nd Annual Youth Tobacco Summit in Westborough on April 20.  The workshop was on Smoking Cessation resources and counseling skills for youth who have adult smokers in their lives.  Approximately 35 youth attended the two sessions, along with approximately five adults.  Youth were given pocket sized brochures on cessation resources and a zip lock baggie Quit Kit with quitting supplies for the smoker in their lives.

The following projects were worked on during the month of April:
1) The Tobacco Page on the MHOA website
2) Two abstracts for the 2007 MHOA Conference
3) Researching options for smokers who live in multi-unit housing to prevent their smoke from migrating into other apartments
4) Preparation for the Youth Tobacco Summit
5) Training development for retail managers regarding youth access to tobacco products
6) MHOA Legislative Forum packet information
7) Request from Campaign for Tobacco Free Kids to sign on to a support letter for FDA legislation on tobacco

Motion made, seconded, to accept report, passes unanimously.

Conference Committee – Rich Day
Meeting after the Executive Committee Meeting

SACCHO Representative
Jack Vondras, the Health Director in Gloucester, has been recommended by the Personnel Committee.  Move to appoint, second.  Unanimously approved.

Shellfish Poster Discussion
Move to support funding the poster up to a maximum of $475.  Motion moved, seconded, and unanimously approved.

Request for Support of Federal Tobacco Legislation
Move to sign on to support the letter and legislation.  Moved, seconded, and unanimously approved.

Sharps Return Position Letter
HB 229 and SB 1322 both propose that if a store sells sharps, they have to take them back.  Mary-Isabel has drafted a support letter.  Motion made, seconded and unanimously approved to send the letter of support for the proposed legislation with MHOA supporting the premise of the legislation, but with details to be worked out in discussions.  Discussion of the proposed legislation and the potential problems with collection of used syringes, including mail order customers.  There are still many issues that must be resolved, including a potential DEP solid waste ban on sharps.

Education Committee – Ruth-Ellen
Kathleen MacVarish is developing a training around Public Health and the Built Environment.  There will be a statewide conference on Hoarding on December 12th in Marlborough.

The next meeting will be held on June 21, 2007, at Vinny T’s Restaurant in Dedham, after the Quarterly Meeting Program.

The meeting adjourned at 11:45 a.m.

Respectfully submitted,
Brent Reagor, Secretary

Vice-President Rich Day called the MHOA Executive Committee meeting to order at 1:00 p.m. on Thursday, June 21, 2007.  The meeting was held at Vinny T’s in Dedham, MA.

Present:  Linda Shea, Richard Ray, LouAnn Clement, Joanne Martel, Sarah McColgan, Ed Kunce, Rich Lehan, Mary-Isabel Luddy, Paul Halfmann, Charlie Kaniecki, Beverly Hirschorn, David Naparstek, Ruth Clay, Terry Hayes, Tom Carbone, Sandy Collins, Doug Halley, Rich Day, Phyllis Boucher, Jennifer Sullivan, Frank Giacalone, Jack Vondras, Robin Chapell, Donna Moultrup, Ruth-Ellen Sandler, Sigalle Reiss

Minutes – May 17, 2007
Motion, seconded, approved unanimously as written.

Treasurer’s Report – Phyllis
IRS is looking at our contractors from 2002-2004.  MAHB has had a similar review by the State because they oversee 2 coalitions.  Phyllis has spent a significant of time on this, preparing information.  We could be liable for employment taxes and penalties if it is judged that our contractors during that time should have been employees.  We have attorneys acting on our behalf with the IRS.  If the contractors hired on behalf of 4A are included, this could be up to 15 currently.  If it is limited to 02-04, there were very few contractors.  At this point we have no idea when we will receive a decision.  MHOA will be able to financially weather the penalty, as we can estimate at this point.  Once we took over as fiscal agent for 4A, we moved over one million dollars per year through our budgets.

Member Services Report – Ruth Ellen
12 New Members
Regular: Valorie Daigle, William DePardo, Christine Henebury, Raymond Hileman, Irene O’Callaghan, Susan Rosa, Liz, Quaratiello, Jamie Terry, Amy Urevich, Joan Vitale
Associate: Ellen Hartnett, Brenda Thibault
Motion, seconded, approved unanimously to accept new members.
397 regular members, 129 associate members, 35 retired, 8 emeritus, 12 new, for a total of 591 members.

Executive Administrator’s Report – Mary-Isabel
I have attached the letter which was sent to the sponsors of legislation mandating sharps collection centers at pharmacies that sell hypodermic needles and lancets.  I will be attending the hearing of the Committee on Public Health in July at the State House to testify regarding MHOA’s support of this legislation.  If anyone would like to submit comments or suggestions for inclusion in my testimony please forward them to me.

The implementation of the Virtual Gateway invoice processing system occupied a lot of time again this month.  All past tobacco grant invoices have been processed.  I also submitted the required forms for the coming fiscal year so that the transition on July 1 will go smoothly.  Although it has taken some time to master this process the customer service representatives associated with the system have been very helpful.

I have begun to help with speakers for the food track of the annual conference.  I have spoken with several of the speakers regarding their presentations, hotel and travel arrangements.

I will be assisting Linda Dube at DPH with an upcoming Lead Determinator training to be held in West Boylston at the end of July.  I will be processing the registrations and helping to arrange logistics for the meetings.  I have already begun to receive telephone calls from people interested in registering.
Mary-Isabel has drafted a letter to send to Framingham in honor of Bob Cooper’s retirement.  Consensus of the Board was to send the letter as written.

President’s Report – Sharon
Expansion of the Tobacco Control Director’s Position
All State contract materials have been submitted to MTCP. The State contract will be official when State budget is passed. The Personnel Committee has approved the contract between Sarah McColgan and MHOA, the revised job description (as dictated by the new MTCP contract, new Pay Plan for the new position, and offer letter). These documents were given to the Tobacco Control Director for review.

IRS Update
Our attorney sent a very clear response to the IRS inquiry about our contractors during the years 2002-2004. The IRS responded with more questions for MHOA. Several MHOA members provided additional material for review. Our attorney has sent a very detailed second response. MHOA is waiting for the ruling.

General Liability Insurance
MHOA now has General Liability Insurance for one year beginning on May 15, 2007. This policy requires an annual renewal. The cost of the policy is based on the type of organization we are as well as the number and kinds of events we hold.

Personnel Committee
The committee met recently to discuss an employee evaluation, the need for a new Treasurer and Administrator for Emergency Preparedness Region 4A (MHOA is the fiscal agent for this region), review final papers concerning the Tobacco Control Director position, and other matters.

The committee voted to bring to the Executive Committee the following. The Personnel Committee asks the Executive Committee to support these recommendations (unless new information is brought to the meeting).

1. To submit an application for the $30,000 award for the period ending August 30, 2007 for education and training activities to support the ability of local public health agencies to prepare for and respond to terrorism and non-terrorism events. That application is included as Attachment A with this letter.
2. At this time MHOA as host agent for the MetroWest Public Health Coalition (Region 4A) cannot accept the award of $32,782 for the period ending August 30, 2007 unless there is appropriate administrative funding attached to our processing and managing these funds.
3. Concerning the year beginning August 31, 2007 and ending August 30, 2008 MHOA cannot at this time commit to receiving any funds (although we have acknowledged the contract has been extended) until MHOA works with our attorney to fully understand the use of contractors/employees who may work for and be hired by Region 4A and their consequence on MHOA. The current Administrator, Ruth-Ellen Sandler, and Treasurer, Phyllis Boucher, have resigned effective August 30, 2007 or effective when the present accounts close. MHOA is not in a position to add two employees to our payroll for the one-year period of the contract extension to function as Administrator and Treasurer.
4. Finally, MHOA feels a meeting of all host agents should be held as soon as possible to provide host agents the opportunity to ask questions and receive clarification of the grant details.

MDPH Mini Grant
MDPH has awarded MHOA (as well as the other four members of the Coalition for Local Public Health) $30,000 for infrastructure development and emergency preparedness. This money has to be spent by August 30, 2007, a challenge to all the organizations. In keeping with previous years’ funding, MHOA has prepared funding requests for a new Roster, Web Site Enhancement, and Annual Education Conference Support (reduced registration fees, speaker expenses, conference audio-visual equipment rental support).

MDPH Region 4A Supplemental Funding
MHOA is the fiscal agent for Emergency Preparedness Region 4A. Approximately $32,782 additional funding was awarded to this region (to be spent by August 30, 2007). The fiscal agent contract was also extended until August 30, 2008. At that time the contract for all fiscal agents for the emergency preparedness regions will be advertised and awarded for another period of time. The Administrator and Treasurer for Region 4A have resigned effective august 30, 2007 (or when the accounts close).

Lead Program Training: Code Enforcement Lead Determinator
The trainings are scheduled for the summer. Ruth-Ellen Sandler is scheduling the trainings and will report to the Executive Committee the dates of the training.
Letters
• MHOA comments on proposed sharps disposal legislation requiring pharmacies that sell sharps to take them back for disposal. Hearings on this legislation are scheduled for July 25, 2007 (Joint Committee on Public Health).
• MHOA applications for Emergency Preparedness funding for FY 07
• MHOA applications for Tobacco Control funding for FY 08

MHOA Presence at the State House
Thanks to Mary-Isabel Luddy, Executive Administrator, and Sarah McColgan, Tobacco Control Director, MHOA has been visible at hearings at the State House. In the last three months between them, they have spoken three or four times on various issues as representatives of MHOA. In addition they have written letters to Legislators on our behalf. Congratulations to them for making our organization more visible to lawmakers and others and for voicing our concerns about matters that relate to local public health.

Harold Cox is seeking an MHOA representative for his Regional Workgroup.  Ruth Clay volunteered to fill this role.  Motion made, seconded, and unanimously approved to appoint Ruth Clay to represent MHOA.  Ruth will bring the idea of a western suburban representative also to the Workgroup.

Motion, seconded, approved unanimously to accept the President’s Report.

CLPH/Local-State Advisory Council/Training Institute Report – Donna/Sandy
CLPH is very busy right now, waiting for the new CDC guidelines for BT grants.  CLPH has drafted a letter to the Commissioner to support the Training Institute, to insure the funding will continue.  Institute staff is currently working on a list of core competencies for local public health staff for Massachusetts, but this is proving to be difficult due to the diverse nature of services required across the State.  The Regionalization bill will be further discussed and fleshed out to allow for broader support before it moves forward.

The Commissioner came to the last Local-State AC meeting and was looking for feedback on the Health Educators, the Regional Coordinators, and the Institute.  A number of models for organization have been proposed, and will be discussed at Regional Coalition meetings in the coming month.  Feedback will be provided, and this will help DPH make some decisions.  The Commissioner also disclosed, by program and FTE, how the CDC funds are spent at the State level.
 

DPH-DCS Report
Comments on the Annual DPH/MHOA seminars were overwhelmingly positive.  DCS has a 50 minute session at the Conference this year, and is looking for ideas as to what we would like him to focus on.  Contact Paul by email with those ideas.  Medical waste regulations made it through public hearings and will be in front of the Public Health Council within the next 60-90 days, and then it will take effect.  The Housing Code rewrite process will begin on the 26th.  Lou-Ann is representing MHOA on this committee.  There will also be a review committee, which Ruth Clay will represent MHOA on.

DEP Report – Ed Kunce and Rich Lehan
Local sharps collection centers, who are permitted by the BOH under the new proposed legislation, are not considered solid waste facilities under DEP regulations, and are therefore not required to undergo the site assignment process.  DEP is beginning to look at unused drug take back programs, and it was mentioned that narcotics should be included in this study.
Ed Kunce presented DEP’s municipal technical outreach efforts.  Enforcement actions against municipalities are increasing, currently 1 in 5 enforcement actions are against a city or town.  DEP has developed a program for municipal outreach, including fact sheets, a web portal, and direct person to person outreach to cities and towns.  An example fact sheet, covering wetlands, was passed out to the Board.  Funding for the Title 5 Circuit Rider program is still pending.  DEP is working through table-top exercises with Public Water Suppliers to exercise their emergency response plans.  DEP is developing a mobile lab that will be available for emergency response activities.  DEP is looking for information on Rod and Gun Club shooting ranges that may pose a threat to public water supplies.

Tobacco Control Director’s Report – Sarah McColgan
During the month of May, I attended the following meetings:  Tobacco Free Mass Advocacy Committee, CAST (Community Assistance Statewide Team), MTCP Youth Access Working Group and a meeting with Greg Erickson regarding the website.

The following municipality was provided with technical assistance during the month of May:
Chicopee:  Provided with information regarding the process for unpaid smokefree workplace law    citations.
I provided testimony at Senate hearings regarding the Restore the Trust Bill, which would restore a portion of the cigarette tobacco tax money back to the now dissolved Health Protection Fund.

Mary Isabel Luddy attended the MAPHN Conference and staffed the MHOA table.  I provided her with brochures regarding smoking cessation and available state resources and a number of Quit Kits.

The following projects were worked on during the month of April:
1) The Tobacco Page on the MHOA website
2) Continued progress with the state EIM?EMS billing system
3) Youth Access to Tobacco Retail Training requested for CVS, which can be used for any group of retail tobacco vendors
4) Development of the MHOA mini-grant program for FY ‘08

Conference Committee Report – Rich Day
Sessions are coming together.  Award nomination forms have been sent out, please complete them and return them to Robin.
Ad for MEHA Conference
This is for us to pay for an ad in the Yankee Conference Booklet.  Motion made, seconded, and unanimously approved.

Personnel Committee Recommendations
Accept $30K mini-grant from DPH
Moving forward, these will no longer be called “mini-grants”
Motion made, seconded, and unanimously approved

4A Fiscal Agent Issues
Two separate funding periods, the first being the additional $32K that will be disbursed by DPH for spending between now and August 30; and the second being the next fiscal year’s funding.  MHOA will receive 5% administrative overhead for the $32K.  MHOA requested the 5% administration fee.  Motion made, seconded, and unanimously approved to accept the core grant money and the additional $32K for Region 4A with the 5% administrative fee.

DPH has yet to have a joint meeting with all fiscal agents to resolve a number of outstanding issues, and therefore MHOA is in a precarious situation in regards to the remainder of the contract with Region 4A for the next grant cycle.

4A wants MHOA to continue as its fiscal agent.  4A has no problem with contractors becoming employees of MHOA, and is willing to pay the appropriate costs in order to alleviate any further issues with the IRS.  Concern was raised about unemployment insurance and the “end” of the grants from DPH. 4A is in the process of developing a self-sustaining entity (501c3) so they will be able to serve as their own fiscal agent, but that process will take at least another 8-12 months.  4A is exploring other options, because they must.  4A would like MHOA to maintain the relationship until such time that 4A is prepared to move forward with their fiscal agent plan.  It is hoped that the future meeting between DPH and the host agents will resolve a number of outstanding issues.  It is unclear what process exists, if any, for MHOA to withdraw as the fiscal agent for 4A.  In addition to the information from DPH, MHOA also needs further information from its attorney before a final decision can be made.  Both 4A and MHOA face a number of problems, and it was expressed that 4A should not be abandoned.  The root of the problems is the system that was created by DPH when the regional coalitions were developed.  The discussion was tabled until further information can be received from DPH, and MHOA’s attorneys.  Motion was made, seconded, and unanimously approved to send a letter to Commissioner Auerbach expressing our concerns and our need for immediate assistance.  Motion made, seconded, and unanimously approved to table this discussion until the information necessary is available, and a meeting of the executive committee can be called, potentially in July.

Ruth-Ellen’s Resignation
Motion made, seconded, and unanimously approved to not accept Ruth-Ellen’s resignation, and refer the matter to the Personnel Committee for discussion with all parties involved.

It was expressed that the loss of Ruth-Ellen would be devastating to MHOA.  Ruth-Ellen expressed her view of the difference between and employee and a contractor in regards to compensation.  Concern was expressed by members of the Executive Committee that they had not heard any problems until Ruth-Ellen sent her resignation to the committee.  Discussion centered on making the necessary changes to the Personnel Handbook in order to keep Ruth-Ellen as an employee.  Ruth-Ellen agreed to meet with the Personnel Committee.

Meeting adjourned at 3:00pm

Respectfully submitted,
Brent Reagor, Secretary
(Transcribed from Audio Record)

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MHOA Executive Committee Minutes  Thursday, July 19, 2007

President Sharon Walker-Mastenbrook called the MHOA Executive Committee meeting to order at 10:00 a.m. on Thursday, June 21, 2007.  The meeting was held at in Room 202 at the Newton City Hall.

Present:  Linda Shea, Richard Ray, LouAnn Clement, Joanne Martel, Tom Carbone, Doug Halley, Rich Day, Jennifer Sullivan, Frank Giacalone, Phyllis Boucher, Donna Moultrup, Sigalle Reiss, Greg Erickson, Sharon Walker-Mastenbrook, JeanMarie Joyce, Kathleen MacVarish, Robert Shea

Minutes – June 21, 2007
Motion, seconded, approved unanimously as written.

Attorney Robert Shea – Employee/Contractor Law Discussion
Attorney Shea is a labor/employment lawyer who is working with MHOA on issues related to the status of MHOA employees and contractors and the relationship of those with the responsibilities of MHOA as the fiscal agent for Region 4A.  Attorney Shea provided a number of useful handouts that summarized the responsibilities of entities that hire employees and independent contractors.  Attorney Shea summarized the tests used by the Commonwealth, the IRS, and the Department of Labor to determine whether an individual should be treated as an employee or an independent contractor, all of which have different thresholds.  If an independent contractor is “incorporated” and then does not receive a 1099 tax form, the IRS issue is moot, as the relationship is more akin to a vendor relationship, where a W-9 is issued.

At the current time, MHOA is responding to inquiries by the IRS as to the status of our relationship with the individuals employed as contractors by MHOA during 2002-2004.  Attorney Robert Finkel is working with MHOA on this matter.  As of yet, we have responded to multiple requests for information, and are still awaiting a resolution.  Attorney Shea stated that independent contractor relationships come with an inherent amount of risk, and it is up to the individual entity as to what level of risk is acceptable.  The relationships depend on a variety of factors related to the structure of the relationship between the entity and the individual.  MHOA may have to change the classification of previous and/or current contractors to employees, pay tax penalties, and correct the situation moving forward; or MHOA may face no penalties or changes.

MHOA has Directors and Officers Insurance, which protects the Executive Committee from a number of cases, but does not cover past wages, taxes, or penalties due to contractors or the IRS.  The insurance does have a “duty to defend” clause, but MHOA’s policy does not cover cases involving independent contractors.

The new Massachusetts Health Insurance Law would only come into play if an organization has 11 FTE employees.  Then the organization must make a contribution to employee health insurance.  The law uses the strictest test to determine whether an individual is an employee or contractor.

MHOA’s use of stipends for certain individuals – webmaster, treasurer – could be interpreted either way, and we have to wait until we receive an IRS decision before moving forward.

Region 4A Contract Discussion
MHOA has served as the fiscal agent for Region 4A since the beginning.  At this point, Region 4A is exploring the idea of becoming a 501(c)3, but that will not be complete for one more year.  MHOA has to decide whether to extend our contract with 4A for one more year (till 11/2008).  To date, MHOA has received almost $120,000 net from 4A over the last 3 years in administrative funding, much of which has been used to support the organization’s efforts.  Doug Halley stated that 4A will cover any costs related to employees/contractors, and MHOA will still receive the 15% administrative funding.  4A currently has 11 contractors, many of which work less than 20 hours per week, overall they are equal to approximately 3 FTEs.  4A views this as a purely financial issue and is willing to contribute whatever money is necessary.  DPH is aware of this issue with fiscal agents, and is also working on a solution.  4A is willing to work with MHOA to avoid unemployment risks associated with the future transition from MHOA to 4A as the fiscal agent.

It was determined that 4A and MHOA have a number of issues to resolve regarding the contractual relationship of MHOA as 4A’s fiscal agent, but that MHOA should continue as the fiscal agent if the issues could be resolved to satisfy both parties.

It was moved and seconded that MHOA continue its relationship with 4A as the fiscal agent for one additional year, through the end of November, 2008, to allow for the final resolution of all spending.  In addition, a committee consisting of Tom Carbone, Rich Day, and Donna Moultrup are to negotiate all of the outstanding issues with Region 4A and present their recommendations at the September 20th meeting.  Motion passed 15-1, with 1 abstention.

Personnel Committee Recommendations
The Personnel Committee met with Ruth-Ellen, and she has agreed to withdraw her resignation.  As a result of the negotiations at that meeting, the Personnel Committee has developed a number of recommendations.  Information was handed out as to the financial ramifications of the recommendations, and it was noted that each would need a vote, as they are all changes to the Personnel Handbook.

1)  The Member Services Coordinator position will be a lateral position with the Executive Administrator.

Moved, seconded, unanimously approved.

2)  Because we are considering both positions to have an equal level of responsibility, both positions will have the same pay scale, which will be the current pay scale of the Executive Administrator.

Moved, seconded, unanimously approved.

3)  That the current pay scale will have five additional pay steps.  The steps will be as described in the revised pay scale.

Moved, seconded, unanimously approved.

4)  In recognition of the more than twenty years of volunteer and paid service to the organization, Ruth Ellen Sandler would be moved to Step 5 of the pay scale.

Moved, seconded, unanimously approved.

5)  That the vacation schedule will be changed to address long-term employees:
 1 to 5 years of service will receive 2 weeks vacation
 6 to 15 years will receive 3 weeks
 16 to 20 years will receive 4 weeks
 21 plus years will receive 5 weeks and that will be the cap

Moved, seconded, unanimously approved.

6)  That, again, in recognition of her length of service, Ruth Ellen will be considered a 21 year employee and have five weeks vacation in fiscal 2008.  Her official anniversary date will be July 1, 1986.

Moved, seconded, unanimously approved.

7)  No more than three weeks of vacation will be taken at any one time unless approved by the Personnel Committee.

Moved, seconded, unanimously approved.

A discussion of the Personnel Committee process followed in regards to communication with the Executive Committee of potential issues that may affect the organization.  All agreed that that open lines of communication should be maintained.

Conference Committee Report – Rich Day
The committee will hold a short meeting following lunch.

Meeting adjourned at 12:10pm

Respectfully submitted,
Brent Reagor, Secretary
 

THE REPORTS INCLUDED BELOW WERE SUBMITTED AS PART OF THE RECORD BUT WERE NOT DISCUSSED AT THE MEETING

President’s Report – Sharon
IRS Update
Our attorney sent a very clear response to the IRS inquiry about our use of contractors during the years 2002-2004. The IRS responded with more questions for MHOA. Several MHOA members provided additional material for review. Our attorney has sent a very detailed second response. MHOA is waiting for the ruling.

MHOA as Host Agent for Region 4A
Attorney Shea will comment on MHOA’s use of contractors. In 2006 MHOA paid twenty people as contractors. Although not all worked for Region 4A, the majority of the group was funded under that grant. Region 4A voted July 12 to explore the Town of Weston serving as Host Agent beginning September 1, 2007.

Directors and Officers Insurance
Attorney Shea will comment on exclusions in the policy and if there is any personal liability for members of the Executive Committee.

Personnel Committee
The committee met recently to discuss the Member Services Coordinator position with Ruth-Ellen Sandler. A report of that meeting is under separate cover.

MDPA Mini Grant and MDPH Region 4A Supplemental Funding
All funding has been received by MHOA. Funds must be spent by August 30, 2007.

Coalition for Local Public Health
Meeting to be held July 16.  Report will be in the next President’s report.

Training Institute and Subcommittee on Curriculum
Meeting for July was cancelled.

Local/State Advisory Council
Meeting to be held July 16.  Report will be in the next President’s report.

Lead Program Training: Code Enforcement Lead Determinator
The trainings are scheduled for July 24 and 30. Mary-Isabel Luddy scheduled and registered the trainings.

Letter to Secretary Bigby concerning the Food Protection Program funding (sent January 22, 2007)
Commissioner Auerbach replied on June 11, 2007 that two FPP positions facing elimination have been funded.

Request from Suzanne Condon
Two representatives are needed for NACCHO meeting Oct. 12, 2007 to attend (along with the President and SACCHO Representative). The meeting concerns Environmental Public Health Tracking. It is being organized by DPH/NACCHO. Volunteers may contact Sharon Mastenbrook. The representatives will be voted on at the September Executive Committee meeting.

SACCHO Report to MHOA – Jack Vondras
· Requested permission to apply for SACCHO position from Gloucester Board of Health
· Reviewed and Signed contract with MHOA President regarding SACCHO position
· Communicated with SACCHO Coordinator at NACCHO on linking to National SACCHO broadcast link
· Participated in Quarterly SACCHO Conference call with Robin Chapel; participated in conference call training on using SACCHO Tool Box; Requested MHOA bylaws for implementation to tool box (this activity will be completed in July, 07)
· Requested from NACCHO, the NACCHO and MHOA Memorandum of Understanding signed by Past MHOA Director Steven Lemire; reviewed document and ask for clarification on this years NACCHO conference incentives/benefits
· Registered for the NACCHO Annual Conference in Columbus, Ohio July 10-13, 2007
· Arranged for Airfare and hotel arrangements for NACCHO conference, will attend the SACCHO meeting and will attempt to network with peer SACCHO reps to get more ideas on improving Massachusetts NACCHO Participation
· Discussed with MHOA President about placing “SACCHO Activities” on September MHOA Executive Committee agenda: to facilitate a discussion on “how to use SACCHO position more effectively and meet SACCHO goals for next year”
· Forwarded information on trainings, resources, or tools specific to new local health officials from Public Health Institute per a request from NACCHO

Tobacco Control – Sarah McColgan
During the month of June, I attended the following meetings:  Tobacco Free Mass Advocacy Committee, MTCP Statewide Meeting, and Phone meeting with DPH consultant regarding recently developed Compliance Check Training, Smokefree Family Partnership Meeting, MHOA Membership and Executive Committee Meeting, DPH Regional Dialog with the Commissioner in Boston and a meeting with Greg Erickson regarding the website.

The following municipalities were provided with technical assistance during the month of June:

Winthrop:  Provided clarification on mini-grant funding and their continued association with regional BOH program

Wales:  Clarified that Youth Access program is providing compliance checks and merchant education for Wales

Walpole:  Clarified state smokefree workplace law and outdoor dining in regard to buffer zones and smoke migrating indoors

I provided letters of support for bills regarding an increase in the state tobacco tax and revisions in state youth access regulations.

The following projects were worked on during the month of June:
1) The Tobacco Page on the MHOA website
2) Pilot retail training for store employees
3) Referral of New Hampshire tobacco vendor to MA Attorney General’s Office
4) Development of the MHOA mini-grant program for FY ‘08

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DRAFT   MHOA Executive Committee Minutes  Thursday, September 20, 2007

President Sharon Walker-Mastenbrook called the MHOA Executive Committee meeting to order at 1:20 p.m. on Thursday, September 20, 2007.  The meeting was held at Vinny T’s in Dedham, MA.

Present:  Brent Reagor, Frank Giacalone, Jack Vondras, Joanne Martel, Kathleen MacVarish, Lou-Ann Clement, Sigalle Reiss, Jeanmarie Joyce, Beverly Hirschorn, Ruth-Ellen Sandler, Doug Halley, Tom Carbone, Ruth Clay, Sarah McColgan, Linda Shea, Robin Chapell, Sandy Collins, Rich Day, Terry Hayes, Jennifer Sullivan, Sharon Mastenbrook, Greg Erickson

Minutes – July 19, 2007
Motion to postpone discussion of the minutes to the end of the meeting.  Motion seconded and unanimously approved.

Treasurer’s Report – Ruth-Ellen Sandler
Motion to accept, seconded.  Unanimously approved

Member Services Coordinator Report – Ruth-Ellen Sandler
21 New Members
Regular – Leslie Chamberlin, Joyce Crouse, David Favreau, Chuck Kaniecki, Jeffrey Kennedy, Scott Koczela, Casey Mellin, Lise Mespelli, Sherry Petrucci, Thomas Purcell, Rachel Rhodes
Associate – Alan Barbaro, Stephanie Bozigian-Merrick, Tony George, Cindy Judd, Diana Liu, Ellie Lovejoy, Robert Silva, Ruth Taylor, Lucinda Thompson
Student – Joshua Mathieu
412 Regular members, 133 Associate members, 34 Retired members, 8 Emeritus members, 21 New members.  608 Total Members

Executive Administrator Report – Mary-Isabel Luddy
This month I arranged for the Finance Committee and the Strategic Planning Committee to meet on September 14, 2007 in Newton.  I continue to prepare for these meetings by familiarizing myself with the budget and MHOA’s strategic planning goals.  I look forward to meeting with both committees to increase my understanding of the budget process and the vision we all have for MHOA in the future.

I have begun to receive a subscription to the Statehouse News Service via email.  I felt that the three week trial subscription I received in July was very useful and that it may be worthwhile to invest in the service for the long term.  One benefit of the regular subscription is that you can receive legislative updates tailored to your interests (by entering a number of keywords on their website).  I think this feature will help me to focus on those pieces of legislation that are of importance to our membership.  As you may remember from the legislative update I sent out earlier this month, there are currently four pieces of legislation I am following as they make their way through the legislative process.  The news service costs $28 per week when paid on a monthly basis and $25 per week if you pay for a year in advance.  This subscription allows for three users to receive email and access to the news service website.

I have purchased a 2GB flash drive to back up the files that I currently have saved on the laptop.  This will help with both document storage/protection and portability of my files.  I am also maintaining paper files of all executive committee meeting materials, copies of my monthly reports, finance committee materials, strategic planning committee materials, archives of materials that were given to me when I was hired and a current copy of the personnel handbook.

On August 20, 2007 I attended the Coalition of Local Public Health meeting and the Public Health Institute Advisory Board meeting that followed.  It was very interesting to learn about the priorities of the organizations that make up the Coalition.  It was also useful to learn about the vision the members of the Institute’s Advisory Board have for training in the coming year.

I have continued to work with the EIM/ESM invoice management system to process the tobacco grant payments.  This month new training requirements were sent out by email.  At present I have completed eight of the ten required computer based training courses.  I expect to finish the two remaining courses in the coming weeks.

I spent approximately eight hours this month completing the administrative work for the lead determinator training that was offered at the end of July by the Department of Public Health.  All payments have been received and I am in the process of reconciling the receipts and forwarding them to MHOA’s treasurer.

This month I received a number of telephone calls regarding the new training requirements for Title 5 system inspectors and soil evaluators.  I have found the information on the MHOA website very helpful for both explaining the change in the education requirement and giving examples of courses that will provide the needed CEUs.  I have had a number of people say that they will be attending the annual conference this year because they can satisfy almost the entire training requirement for the three year period.

I would like to mention that I will not be able to attend the quarterly meeting on September 24, 2007.  I will be in Minnesota with my husband as he receives treatment for a chronic health condition.  I will be working from my hotel room most days, and can always be reached on my cell phone.

Motion to accept, seconded and approved unanimously.

President’s Report – Sharon Walker- Mastenbrook
Region 4A Host Agent Status
The committee, established on July 19, 2007, will report with a specific proposal for MHOA’s role as host agent for the period August 31, 2007 to August 30, 2008.

IRS Update
Our attorney sent a very clear response to the IRS inquiry about our contractors during the years 2002-2004. The IRS responded a third time with more questions for MHOA. Several MHOA members provided additional material for review. Our attorney has sent a third response. MHOA is waiting for the ruling.  There has been no word from the IRS as of 9/19/2007.

Personnel Committee
The committee completed an employee evaluation.

MDPA Mini Grant and Region 4A Supplemental Funding
The final report for these two grants was submitted.

Coalition for Local Public Health
The Coalition is discussing its role on the Local/State Advisory Council and on the regionalization project. The most recent MAHB Journal will highlight the work of the Coalition in an article. The Coalition website on the MHOA page will contain this article. Senator Moore’s bill is not yet finalized. Geoff Wilkinson has left MPHA for a job with DPH. No replacement has been announced.

Training Institute and Subcommittee on Curriculum
At the most recent meeting Harold Cox facilitated a discussion on the purpose of the Institute and the Advisory Council. DPH will appoint a Director. There needs to be strategic planning for the Institute as well as long term funding. A list of local public health competencies for all levels of work (inspector, head of a department, boards) has been prepared by Kathleen MacVarish and Donna Moultrup. The list is being reviewed.

Local/State Advisory Council
Donna Moultrup represents MHOA on this committee. She will report to the group.
 

Finance Committee
Strategic Planning Committee
Both of these committees met recently. Mary-Isabel Luddy will report in November on the work of these two committees. Rich Day will report on the new budget at the January meeting.

Letters
· Letter to Richard Lehan congratulating him on his new position as General counsel to Department of Fish and Game.

Motion to accept, seconded and approved unanimously.

Coalition for LPH Report –
Mary-Isabel Luddy is now the representative from MHOA on this committee and I know that she will be giving monthly reports.

Training Institute – Donna Moultrup
Mary-Isabel Luddy is also MHOA’s representative in this group now.  I have continued to work with Kathleen MacVarish on the competencies for local public health and will stay with this project until it is relatively completed.  We made a lot of progress last week on this and have a document that I think will be very user-friendly.  We are trying to produce something that can guide our educational planning at the Institute and at the Coalition for Local Public Health level over the foreseeable future.

I would still very much like to be replaced on the Local/State Advisory Council.  It would ideally be someone who is not working closely on emergency preparedness in their particular region only because it is seen as a conflict of interest.  Ruth Clay is continuing to be my alternate on the Regionalization Working Group. Harold Cox is going to recommend to Commissioner Auerbach that DPH hire a Director for the LPH Institute.  PSI will potentially finish out their contract term.  The focus of the Institute will eventually expand beyond emergency preparedness.  Ruth Clay reported that Harvard SPH hosted a panel discussion on public health on which she participated, representing local public health.  BU School of Public Health will offer a course next year on “Case Studies in Local Public Health”.

Local/State Advisory Council – Donna Moultrup
The next round of CDC grant funding and concurrence by the sixteen regions has been the focus of meetings by this group over the last couple of months.  The CDC guidance has been delayed again and again so it has been very difficult to make any decisions around this.  John Auerbach is determined to make sure that communities have money to continue their programs into the fall even though we have not received any money or guidance from CDC.  The next meeting is scheduled for Monday, September 24th in Shrewsbury to discuss the guidance that is due any day.  There is a fairly elaborate schedule already agreed upon by the regions for everyone to review the guidance, be a part of the grant preparation and then give approval prior to sending the document to the CDC.  DPH appears to be very invested in this process this time around, thanks, I think, to the persistence of John Auerbach.

The group spent a fair amount of time this summer discussing some new tobacco money and how it should be distributed.  That is kind of old news at this point.  The important piece to take note of is that the Council supported distributing the money in some way that would be supportive of the regional structure that is currently in place.  Each community in each region will have to agree/provide comments within a specific time frame for the CDC funding proposal from DPH to allow for a 30 comment period as specified by the state.

Regionalization Working Group – Donna Moultrup
This group has been quite active over the last couple of months, although it was somewhat distracted by the tobacco funding issue also.  There is a legislative deadline looming for this group in February, 2008.  The legislators supporting this work would like some kind of legislation to be ready for presentation at that point.  While some people in the group, including me, would like to see some legislation that would fund some pilot VOLUNTARY regional groupings (like Nashoba, Tri-town, etc.), there is some belief that we have to have a more comprehensive plan before the legislators will accept it.  The main sticking point in every discussion in this group, and around the State, is how much of this is going to be dictated by someone outside of our jurisdictions, like the State DPH or the legislature.  As MHOA’s representative I am supporting COMPLETELY VOLUNTARY inclusion in any regional public health structure.  I have lived in this State long enough to understand that nothing else will work, so don’t go there.  It is important that people comment to me on these reports and make your wishes known, however, because otherwise I will not know what the majority of our members want.  The group has secured grant funding through NACCHO and has hired some individuals to do some assessment work to assist us in formulating some plans.

SACCHO Representative Report – Jack Vondras
Terry Hayes, Jack Vondras, Sharon Walker-Mastenbrook, Beverly Hirschorn, and Jennifer Sullivan will represent MHOA at the NACCHO EPHT conference in Quincy.

Doug Halley has been nominated by MHOA to represent Massachusetts on the NACCHO Healthy People 2020 advisory council.  Motion to approve, seconded, and unanimously approved.

The committee discussed ideas related to increasing MHOA attendance at the NACCHO Annual Conference, including discounted attendance rates, schedule publish date, and differentiation between benefits of NACCHO and NEHA annual conferences.

Tobacco Control Director Report – Sarah McColgan
During the month of August, I attended the following meetings:  Tobacco Free Mass on 8/1, CAST on 8/9, Mtg. with Greg Erickson regarding the website on 8/13, and a Springfield City Council Mtg. on 8/20.

The following municipalities were provided with technical assistance during the month of August:
Hampshire County Tobacco Free Network:  regarding plans to assist in promulgating Youth Access regulations in North Brookfield
Springfield Department of Health & Human Services Tobacco Control:  attendance at City Council mtg. for first vote on revised Youth Access regulations
Mt. Tom Coalition:  regarding past tobacco sales of vendor and options for enforcement going forward
Norton Board of Health:  regarding recent compliance check outcome, mini-grants, retail education
Burlington Board of Health:  regarding smoking at outdoor swimming pools

On 8/2, I conducted two pilot trainings for MTCP’s new “Retailer Education, Refusing the Sale, Keeping the Customer” and provided DPH will extensive feedback on the implementation of this training.  On 8/8 I co-facilitated an MTCP Compliance Check training.

The following projects were worked on during the month of August:
1) The Tobacco Page on the MHOA website:  This page now has a section on Youth Access, Smokefree Workplace Regulations and how they apply to Decks and Patios and the application for the MHOA mini-grants.
2) Final development steps of the MHOA mini-grant program for FY ‘08
3) Workplan for FY ‘08

Hooka Bars have now become a problem around the Boston area, and the application of the Smoke-Free Workplace Law to these establishments.

DOR is now tracking smoking bars to make sure that greater than 50% of their sales are smoking related in order to be legal.

156 Towns in MA are eligible for the Mini-Grants this year, which means they are not part of a collaborative.  Applications went out last week to all eligible Towns.  10% of the money is already allocated.  Only $25,000 is available.  A community needs regulations for enforcement to receive the grants.

Motion to accept report, seconded, approved unanimously.

Conference Committee Report – Rich Day and Brent Reagor
Conference is all set.  The Marriott and Sheraton are sold out.

THE MEETING ADJOUNRED FOR ALL NON-VOTING MEMBERS OF THE EXECUTIVE COMMITTEE

Minutes – July 19, 2007
Motion to approve as amended, seconded.  Approved Unanimously.

Region 4A Contract Discussions
Tom Carbone, Donna Moultrup, Rich Day, and Phyllis Boucher have been negotiating with Region 4A to resolve the contract issues as directed by the Executive Board at the July 19, 2007 meeting.

MHOA / REGION 4A AGREEMENT SPECIFICATIONS

1. The Member Services Coordinator will work 30 hours per week strictly for MHOA business. Any hours in excess of 30 per week shall be paid by Region 4A at her approved MHOA rate up to and including 40 hours. Any hours in excess of 40 per week will be paid by Region 4A at an overtime rate of time and half. It is assumed she will work approximately 20 hours per week for Region 4A. Her time sheet will reflect what hours were worked for Region 4A, and charges for that work will be taken from Region 4A funds (not Administrative Overhead).  Fringe benefits worth 23% of her Region 4A wages, calculated at 10 hours per week straight time and 10 hours per week overtime, will be set aside in Region 4A’s operating budget.
 

2. MHOA’s Treasurer will serve as Fund Manager for Region 4A, with her hours serving Region 4A increased funded from Administrative Overhead funds.

3. The Region 4A MRC Administrator is considered to be an employee of MHOA. All fringe benefits will be covered by Region 4A funds at a rate of 23% of the salary.

4. The Deputy MRC Coordinators (2 persons) and MRC Administrative Assistants (2 persons) are contractors, each working up to 4 hours per week and 5 hours per week respectively. These positions will be reevaluated as possible employees when the IRS guidance is received.

5. The Trainers (2 persons) and Information Technology Consultant are considered contractors to MHOA, as they work on a fee for service basis (the trainers charge a fee per person trained, the IT Consultant maintains the webpage and technology on an as-needed basis at an hourly rate).

6. All contracted positions will be reevaluated following the receipt of the IRS decision. Fringe Benefits at a rate of 23% for these positions shall be set aside in the operating budget as a precaution against possible penalties incurred based on an IRS Decision.

7. If MHOA incurs financial penalties related to fringe benefits, Region 4A will advocate to the Massachusetts Department of Public Health for reimbursement using Region 4A funds.

8. Contractors working solely for single communities will no longer be paid by MHOA. If Region 4A sees these contractors as necessary, it will authorize the funding of direct grants to those communities so that they may be paid by a single source.

9. The hiring of any personnel or contractors shall be approved according to the MHOA bylaws prior to the hiring of a person or execution of a contract.

10. The Organizational Chart Marked as Exhibit A shall be utilized to allow a clear line of oversight between MHOA and Region 4A.

AGREEMENT

 This Agreement is made and entered into by and between the Massachusetts Health Officers Association (“MHOA”) and Emergency Preparedness Region 4A (“Region 4A”).

 In consideration of the mutual promises, terms and provisions in this Agreement, the parties agree as follows:

1. During the period from September 1, 2007 through August 30, 2008 (“the contract period”), MHOA will act as the Host Agency/Fiscal Agent for Region 4A.  In this role, MHOA will provide a program manager and any necessary support staff to coordinate and attend Region 4A meetings; provide agendas, handouts, refreshments for these meetings; record meeting minutes and distribute them to regional members; utilize consultants as needed; act as purchasing agent for regional members; maintain any necessary documents, such as minutes, fiscal reports and activity reports; and assist the Region 4A Regional Coordinator as necessary.

2. During the contract period, MHOA also will manage regional funds, including making all deposits as necessary; keeping records of all debits and credits; paying bills in a timely manner; preparing financial reports for regional members as reasonably requested; and arranging for an annual audit.

3. MHOA will provide all office equipment, supplies, telephone service, and transportation necessary to perform the foregoing tasks.

4. Region 4A will pay and indemnify MHOA for all costs associated with the performance of these tasks, including but not limited to all monies paid to or on behalf of the program manager, support staff, consultants, contractors and any other service providers as compensation for their work in performing the tasks.  Payment shall be made with funds provided by the Massachusetts Department of Public Health to Region 4A.  Region 4A also will pay MHOA an administrative fee equal to fifteen percent (15%) of the total of such costs.  Payment for the administrative fee shall be made upon receipt of each payment installment.

5. This Agreement sets forth the entire agreement between MHOA and Region 4A and supersedes all prior and existing agreements and understandings, both written and oral.  This Agreement may not be modified or amended, and no breach shall be deemed to be waived, unless agreed to in a writing signed by an authorized representative for each party.  This is a Massachusetts contract and shall be construed and enforced and governed in all respects by the laws of the Commonwealth of Massachusetts, without regard to the conflict of laws principles thereof.

6. This Agreement incorporates within it Attachment A, entitled “MHOA / Region 4A Agreement Specifications” dated September 20, 2007.

Intending to be legally bound by the foregoing, the parties have executed this Agreement as a sealed document this 20th day of September, 2007.

The above agreement was cleared through MHOA’s attorney prior to presentation to the Executive Board, the specifications were discussed, but the attorney has not seen the final document.  The job descriptions for the Region 4A staff will be re-formatted to match the MHOA format.

The committee discussed the idea of contracting with a payroll service to handle all of the administrative duties related to personnel management.

A friendly amendment was offered, seconded, and unanimously approved to revise the language in Attachment A, #2 to state that the Treasurer’s costs would be paid form MHOA’s administrative funds from the 4A grant, with no set hour limit.

Motion made, seconded, and approved to accept the agreement between Region 4A and MHOA.

Motion made, seconded, and unanimously approved to refer the matter of a payroll service to the Finance Committee for a meeting within the coming months.

The meeting adjourned at 2:51 p.m.

Respectfully Submitted,
Brent L. Reagor, RS
Secretary

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MHOA Annual Meeting Minutes Wednesday, October 24, 2007

President Sharon Mastenbrook called the MHOA Annual Meeting to order at 5:10 p.m. on Wednesday, October 24, 2007.  The meeting was held in the Ballroom C at the MassMutual Center in Springfield, MA.

The meeting was then turned over to the nominating committee with Greg Erickson as spokesperson.
Greg presented the slate of officers brought forward by the committee:  President-Richard Day, Vice President-Brent Reagor, Secretary-Tom Carbone, and Treasurer-Phyllis Boucher.--no nominations came from the floor. Motion was made and seconded for the Secretary to cast a vote as motioned -. vote was unanimous in the affirmative.

The body was directed by the moderator to caucus by BIOTERRORISM REGIONS to nominate regional representatives.
The following individuals were nominated: Region-1- Beverly Hirschhorn,    Region 2- NONE, Region 3- Jack Vondras, Region 4a- Doug Halley,   Region 4b –Sigalle Reiss, Region 4c – NONE, and Region 5- Terry Hayes. There was a unanimous vote among each region for each representative.

The following slate was presented to fill the at- large openings: Tara Tradd, Lou-Ann Clement, Joanne Martel, James Garreffi, Derek Fullerton, Julia Junghanns,  Sigalle Reiss, Sandy Collins, Tom McKean, Richard Ray, and Frank Giacalone. 8 openings—11 nominations, therefore a ballot vote was performed.

During this time break to count the ballots, David Naparstek updated the membership on the new Massage Practitioner Board of Registration.  The development of a licensing process is underway, although there are still numerous issues to be worked out, including the licensing of establishments.

The votes were tabulated and the following 8 were voted at large to be on the executive committee.- Frank Giacalone, Rich Ray, Sandy Collins, Derek Fullerton, Tara Tradd, Julia Junghanns, Joanne Martel, and Lou-Ann Clement.

A motion was made and seconded to adjourn at 5:52 pm. Vote unanimous in favor.

Respectfully submitted,
Brent Reagor, Secretary

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MHOA Executive Committee Minutes  Thursday, November 15, 2007

President Sharon Walker-Mastenbrook called the MHOA Executive Committee meeting to order at 9:48 a.m. on Thursday, November 15, 2007.  The meeting was held at in Room 222 at the Newton City Hall.

Present:  Richard Ray, Greg Erickson, Tom Carbone, Frank Giacalone, Jack Vondras, Phyllis Boucher, Mary-Isabel Luddy, Sarah McColgan, Linda Shea, Donna Moultrup, Sharon Mastenbrook, Rich Day, Sandy Collins, Sigalle Reiss, Paul Halfmann, Joanne Martel, Doug Halley, Robert Finkel, Robert Shea, Brent Reagor, James Gareffi

Minutes – September 20, 2007; October 10, 2007; October 24, 2007
Motion, seconded, approved unanimously as written.

Treasurer’s Report – Phyllis
Latest statements handed out.

Member Services Report – Ruth-Ellen (by email)
1 new Regular member: Andrea Crete, Health Agent, Town of Holden
625 Total Members
Motion, seconded, approved unanimously

Executive Administrator’s Report – Mary-Isabel
Strategic Planning Committee – Mary-Isabel handed out copies of the presentation she created based upon the meeting of the Strategic Planning Committee.  It contained the updated Strategic Plan for the next 5 year planning period.

Legislative Breakfast – The event is set for March 4th at the State House.  The Executive Committee discussed possible methods to increase participation by both the membership and the Legislators.  It was suggested that an Advocacy101 presentation be developed for future use and presentation at a Regular meeting or the Conference.

Nominating Committee – Greg Erickson
Two positions on the Executive Committee are vacant, the Regional Representatives for Regions 2 and 4c.  Jim Gareffi from the Nashoba Associated Boards of Health will attend a couple of Executive Committee meetings to see if he is able to fill the Region 2 position.  The Boston Public Health Commission has provided MHOA with a possible candidate, Richard Serino, but he was unable to attend this meeting.

Local/State Advisory Council – Donna
The current focus of discussions is the CDC grant for the next round and the deliverables that will be necessary for local health to meet.  The primary goal is the protection of local monies.

Regionalization Committee – Donna
The presentations have been updated based upon input received.  There is concern from the Committee that the program is not moving fast enough, and there is some pressure to actually create a pilot region instead of the voluntary program that has been the focus.  Some of this concern is from the Legislative end of the discussion.

DPH-DCS Report – Paul Halfmann
Two new inspectors have been hired that will be based out of the Canton office.  Lauren Thompson will cover the Northeast Region and Michael Beachem will cover the Cape and Islands.  DCS will be working with MHOA to develop the agenda for the Spring seminars.  DCS has also been meeting with some of the larger recreational camp operators who operate in multiple jurisdictions to make sure they understand the application process.

SACCHO Representative Report – Jack Vondras
A handout detailing October activities was given out.  No questions.

Tobacco Control Report – Sarah
Distributed by email, no questions.

The meeting adjourned for all non-voting members of the Executive Committee

IRS Settlement Discussions – Robert Shea and Robert Finkel, MHOA Attorneys
Sharon gave a presentation of the current status of the IRS investigation.  Robert Finkel then summarized the case, stating that employment taxes for our use of independent contractors is currently the issue.  IRS believes they should have been employees.  There exists a potential for the IRS and MHOA to reach a settlement as long as we agree to treat the employees in question, as employees moving forward.

The possible outcomes are: a settlement where we pay some back taxes, with no fine; we file for an appeals hearing or we go to US Tax Court.  The most optimum solution would be to settle, pay some tax, along without having to pay a fine.

It has also been discovered, through a review of our Directors and Officers insurance, that those covered by the policy would have personal liability for the back taxes, should MHOA choose not to pay the IRS.  The IRS agent dealing with our case has requested our employment records for 2005 and 2006 and there may be additional negotiations, which could reduce our monetary liabilities.  MHOA is preparing documentation on all employees and contractors for further negotiations with the IRS.  Our current liability in the range of $60,000 to $90,000.  We do have the liquid assets to cover that liability.

MAHB faced an audit of its use of contractors by the Massachusetts Division of Unemployment Assistance and reached a settlement with that agency. MHOA could face a similar liability.

Kathleen MacVarish offered to search her files to see if she had any information from Robin Braverman, who helped MHOA, through Joe Tabbi, to get organized with our first contractors.

A motion was made, seconded, and unanimously approved for MHOA Counsel to continue negotiations with the IRS.

It was noted the Region 4A is examining their internal structure to reduce any liabilities associated with the employee/contractor designations.

Personnel Policies
A motion was made, seconded, and unanimously approved to grant one week of bereavement leave for Mary-Isabel, as this does not currently exist in the Personnel Handbook.

A motion was made, seconded, and unanimously approved to gift a monetary gift from the organization to Mary-Isabel for her use.

PEER Grant – Kathleen MacVarish
BU is coordinating a 2.4 million dollar grant to study ways to better facilitate communication between hospitals, local health, long-term care facilities, community health centers, and EMS in Regions 4a, 4b, and 4c.  The final product will be a set of communication protocols and a drill to test those protocols.  As the Region 4a fiscal agent, MHOA has been requested to coordinate that portion of the grant.  We would receive $75,000, be able to take 15% off the top for administrative charges, and our responsibility would be to coordinate a couple of meetings within Region 4a for all stakeholders.  MHOA would be represented on the PEER grant Council by Doug Halley.
A motion was made, seconded, and approved to defer the decision on accepting this responsibility until after the December 14th, 2007 PEER Grant kickoff meeting.

President’s Report – Sharon
Sharon gave a PowerPoint presentation, which was distributed by email to all members of the Executive Committee in which she gave recommendations for the future of the organization.  These included the redistribution of the officer workload, an evaluation the level of decision-making authority vested in boh the officers and the various committees, and the expiration of ex-officio member terms on the Executive Board.  The Board wished Sharon well, and thanked her for her service as President during these challenging times.

Meeting adjourned at 12:35pm

Respectfully submitted,
Brent Reagor, Secretary