Merrimack Valley Public Health Alliance

By City Clerk at 3:31 pm, Feb 13, 2025 NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance Date: November 26th, 2024 Time: 2 pm - 3 pm Meeting Location: ​ Virtual: https://us06web.zoom.us/j/88294190778 APPROVED AGENDA FOR VIRTUAL MEETING Voting Attendees: f.​ Deb Rogers, Newbury a.​ Ann Marie Casey, Amesbury Non-Voting Attendees: b.​ Jim Wilson, Amesbury a.​ Meghan Russell, BME Strategies c.​ Frank Marchegiani, Rowley b.​ Erika Syokau, BME Strategies d.​ William Holt, Georgetown c.​ Mike Hugo, MAHB e.​ Rosemary Decie, Groveland I.​ Call to Order a.​ Ann Marie Casey motioned for the meeting to be called, and Deb seconded. The meeting was called to order at 2:04 pm with a quorum of 5/7 voting members present (Amesbury, Rowley, Georgetown, Groveland, Newbury) II.​ Approval of October 29th Minutes a.​ Ann Marie Casey motioned for the meeting minutes to be accepted as written, and Bill Holt seconded. Meeting minutes were approved with a vote of all voting members present in favor. III.​ Website Development a.​ Erika asked if the group had gotten a chance to look at the website proposals that were sent out. b.​ Ann Marie Casey stated that she did not get a chance to review them.  NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance 1.​ Erika presented the scope and pricing offered by each vendor. Slocum Studios and Revize were recommended by other PHE groups. 2.​ Erika reminded the group that MVPHA has already worked with Lady Bugz on its branding and logo. a)​ Ann Marie Casey asked about monthly costs. (1)​Erika shared with the group the different monthly costs. b)​ Meghan noted that Slocum Studios is a standard PHE website vendor many PHE groups have used this vendor. c)​ Bill asked who would keep track of and upload content if things needed to be adjusted. (1)​Erika informed the group that each vendor allows the option to edit on the backend and the group can work with the vendors if problems arise. c.​ Mike Hugo provided information on another vendor who worked on Quabbin’s website and other PHE collaboratives and is currently developing a website for the Islands group. 1.​ Mike will share their contact information with Erika to receive a proposal. 2.​ Ann Marie mentioned that although we have the funds this fiscal year to spend down, maintenance fees are something to think about and it would be worth looking into another vendor. d.​ Erika stated that once she receives the proposal from the fourth vendor she will share the proposals with the group to make a final decision on December 10th. IV.​ Relavent a.​ Erika reminded the group that Michael Hicks sent over Relavent documents that need to be reviewed, filled out, and signed. b.​ Erika reminded folks that authorized members of the Health Department/Board of Health should sign the agreement and return a copy to him. Electronic signatures are fine. Erika listed the documents below: 1.​ Software as a Service Agreement  NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance 2.​ New Customer Onboarding Process 3.​ Establishment Intake Form 4.​ User Intake Form ("UIF") c.​ Ann Marie asked which SaaS agreement to sign because she only saw the Regional Inspector documents and not the one for Amesbury. 1.​ Erika confirmed that she should have one for the Regional Inspector and one for Amesbury. 2.​ Deb Rogers asked if she needed to fill out all sections of the table and not just the items highlighted in red. a)​ Meghan and Erika confirmed that everyone should fill out all sections. d.​ Erika asked the group how many iPads each community would need. 1.​ Amesbury: 2 2.​ Georgetown: 1 3.​ Groveland: 1 4.​ Newbury: 1 5.​ Rowley: 1 V.​ Hiring Update a.​ Erika shared that the postings have been posted externally on different sites and we have started to receive applications. b.​ Erika noted we are looking for a hiring subcommittee to assist in the interview process and asked who would be interested. 1.​ Ann Marie Casey expressed interest in participating in the hiring subcommittee. 2.​ Deb Rogers expressed interest in participating in the hiring subcommittee. 3.​ Bill Holt expressed interest in the hiring subcommittee. a)​ Ann Marie Casey mentioned that Ann McKay and Deb Ketchen would be great for the hiring subcommittee.  NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance b)​ Erika will reach out to Ann McKay and Deb Ketchen if they would be interested. c.​ Candidates will complete an application review done by me, a phone screening if eligible, an interview with subcommittee members, and a final meeting with our whole group 1.​ Erika will reach out to the folks interested in participating in the hiring subcommittee with next steps. d.​ Ann Marie Casey asked if there will be a template with questions we can use to ask to interview the candidate. 1.​ Erika let the group know we have questions ready for interviews and will send otu candidate information prior to the interview. VI.​ IMA a.​ Erika shared with the group that last week West Newbury had expressed interest in leaving the alliance. 1.​ Ann Marie stated that Mike Hugo have a meeting with the West Newbury Board of Health and Town Manager to learn more about what prompted them to leave. b.​ Bill let Erika know that the Georgetown Town Administrator is reviewing changes from KP Law. c.​ Ann Marie also received minor revisions as well. VII.​ Community Updates a.​ FPHS 1.​ DPH is rolling out the foundational public health standard review. OLRH and LPH are on a journey to ensure that every person in MA can equitably access foundational public health services 2.​ BME will work with the group to move collaboratively through a stepwise process to review current services, sharing of resources, identify local needs, and respond to gaps. Through a structural data collection consisting of two parts:  NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance a)​ Cost tool b)​ Service delivery tool 3.​ On December 10th Erika will give a brief presentation on the rollout of the foundational public health services. b.​ Hazardous Waste Update 1.​ Due to guidance from DPH, the group is unable to move forward with hazardous waste day planning due to federal funding restrictions. 2.​ We are currently looking for other ways to spend down the FY25 funds. c.​ TrainingHub to come to Dec 10th Meeting 1.​ Erika reminded the group that training hub folks will be attending our next meeting on December 10th to talk about ways to leverage their resources and training. d.​ MA Public Health Dec. 10 1.​ Erika reminded the group that the MA Public Health Conference and Meeting is on rising in resistance and advancing community led policy solutions is on December 10th via Zoom. a)​ Erika will share the registration link with the meeting minutes. VIII.​ Adjournment a.​ Frank made a motion to adjourn the meeting and Jim seconded the motion. All voting members present were in favor of adjourning the meeting. The meeting was adjourned at 2:58 pm. IX.​ Next Steps BME: a.​ Erika will request a quote from the website vendor Mike Hugo shared with the group. b.​ Erika will follow up with folks who need assistance with completing Relavent documents. c.​ Erika will work on organizing subcommittee interviews and reach out to Deb Ketchen and Ann McKay. d.​ Erika will follow up with each municipality on the type of iPad information.  NOTICE OF OPEN PUBLIC MEETING Merrimack Valley Public Health Alliance e.​ Erika will work with Rich to finalize IMA. MVPHA: a.​ Ann Marie will attend a meeting with West Newbury’s BOH. b.​ All municipalities will finalize filling out the Relevant documents. Please Note: There will be no public participation in speaking at this meeting. ​ ​ ​ ​ ​ PLEASE NOTE THAT THE BOARD OR COMMITTEE MAY ACT ON ITEMS IN A DIFFERENT ORDER THAN THEY APPEAR ON THIS AGENDA. ALSO, IF IT SO VOTES, THE BOARD OR COMMITTEE MAY GO INTO EXECUTIVE SESSION DURING THE MEETING. PERSONS INTERESTED ARE ADVISED THAT, IN THE EVENT ANY MATTER TAKEN UP AT THIS MEETING REMAINS UNFINISHED AT THE CLOSE OF THE MEETING, IT MAY BE PUT OFF TO A CONTINUED SESSION OF THIS MEETING, WITHOUT FURTHER NOTICE.