HomeMy WebLinkAboutWashington County Mini Grant Public Health Emergency Response Plans 4ta sh ington C ou nt ,,,,
A Mini - Grant Opportunity for Washington County
Cities and Townships
Deadline: January 3, 2008
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Washington County
Department of Public Health and Environment
14949 62 " St. N
Stillwater, MN 55082
651 -430 -6655
Page 36 of 47
I. Introduction:
Washington County is committed to ensuring comprehensive community
mitigation strategies to protect the public's health and safety during and after
emergencies. In the last decade, several emergency and disaster events across the Nation,
and recently in Minnesota, have heightened recognition of the value of emergency
management principles, and the integration of public health emergency support functions.
Regardless of whether the event is man -made or natural, each incident requires
coordination and cooperation among numerous agencies and departments — some of
which are not accustomed to working together. Yet each organization is committed to
preserving life, property and the well -being of our citizens and communities.
Community response and recovery challenges posed by pandemic influenza are
unique and daunting. Mitigation strategies must limit the spread of a disease, sustain
community infrastructure and preserve societal function. Local units of government,
businesses, schools, and communities of faith, and individuals will all be asked to take
steps to minimize spread of disease, and mitigate social and economic consequences of a
severe pandemic.
Now is the time to start planning for community health emergencies as disasters
by their very nature are unpredictable. Washington County Public Health and
Environment is offering financial support (mini - grants) to local units of government in
the county to assist in their public health emergency preparation efforts.
The Goals of the mini -grant are to:
1. Assist local units of government in community health emergency preparedness
initiatives.
2. Increase community awareness and personal and family preparedness.
This mini -grant application has been sent to all city and township administrators in
Washington County.
Funding for this project is provided by Centers for Disease Control and Prevention Public
Health Preparedness Grant.
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II. Funding Information:
Washington County is offering up to $10,000 to cities and townships that are dedicated to
developing or improving their community health emergency response plan, and
generating a creative way to improve the community's awareness regarding personal and
family preparedness. The first half of the grant total will be awarded at the time of
acceptance and the remaining amount will be awarded after the second evaluation. An
additional $1,000 worth of educational materials of your choice will be provided by
Washington County.
Applications will be accepted until January 3, 2008. Applications will be reviewed based
upon criteria including but not limited to: community involvement, participation with
school districts and adjacent cities, and creativity. Applicants will be notified of their
application status by mid - January 2008. The funding period begins January 1, 2008 and
concludes December 31, 2008.
III. Fundable Items:
• Salary costs for hiring or reassigning additional staff
• Contractor fees
• Washington County "Be Prepared" Educational Materials
• Costs associated with training to include staff time, space rental, refreshments
• Other expenses may be allowed — please specify in proposed budget
IV. Deliverables:
The following deliverables are designed to assist local units of government in being
prepared to implement infection control and social distancing measures, strategies to
reduce the demand for medical services, and communications to community members
during a community health emergency. They are also designed to increase community
preparedness.
A. Internal Deliverables
Category A: Form a multidisciplinary planning committee. [This grant requirement may
be met through utilization of an existing or revised internal staff workgroup or
community member and staff workgroup.] (Complete All)
1. Review the Communitv Strateev for Pandemic Influenza Mitigation
( hqp: / /pan demieflu. iaov /plan/ community /community mitigatio and the
Washington Countv Highlv Pathogenic Avian Influenza (HPAII and Pandemic
Influenza Operations plan.
2. Determine potential impact of a community health emergency on your local unit
of government by using multiple possible scenarios of varying severity relative to
illness, absenteeism, availability of service, etc.
Page 39 of 47
3
IV. Deliverables Continued:
3. Identify current activities that will be critical to maintain during a community
health emergency. Identify resources that are necessary to support those essential
services.
4. Meet with Washington County Department of Public Health and Environment
staff to discuss distribution plan concepts for pandemic vaccine and other
medications to your employees and their families.
Category B: Develop a community health emergency response plan. (Complete 2 or
more)
1. Develop a public health emergency specific communication strategy.
2. Develop contingency plans for 30% - 40% employee absences including,
compensation and leave policies and procedures for cross - training of employees.
Reasons for absences may include personal illness, family member illness,
community social distancing, school, childcare, or business closures, or
quarantine.
3. Develop policies that focus on preventing the spread of respiratory infections in
the workplace.
a. Establish social distancing practices.
b. Implement promotion and education of respiratory
hygiene /cough etiquette.
4. Develop guidance for managing and assisting special needs populations during a
community health emergency.
B. External Deliverables
Large and small displays, brochures, web pages, thermometer cards, and z -cards are
currently available.
Category A (Complete 1 or more)
1. Host a community event on personal and family preparedness.
2. Identify special needs populations and provide them with focused public health
emergency preparedness information.
3. Collaborate with Police and Fire departments to perform outreach during an
organized community event, i.e. National Night Out.
Category B (Complete 2 or more)
1. Create a link on your city website to Washington County's Emergency
Preparedness web page.
2. Place a display in the lobby of government buildings.
3. Distribute brochures, cards, and displays to non - government organizations.
4. Publish a minimum of 3 articles in local newspapers, newsletters, etc., informing
the public on emergency preparedness, the progress of your local unit of
government's public health emergency response plan, employee training, or
another public health emergency preparedness topic.
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V. Evaluations
Each local unit of government is required to participate in two progress evaluations.
One will be conducted in the middle of the grant period and the other will be conducted
towards the end of the grant period. At the end of the grant period each recipient is
required to write a brief summary of their mini -grant experience. Included in the
summary should be the extent of community health emergency response plan developed,
tested, or number of employees trained, amount of education completed, successfulness
of goals, difficulties within the process, and any additional thoughts.
V1. Annlication Procedures and Deadline
Applications should be mailed to:
Attn: Ashley Turgeon
Washington County Department of Public Health and Environment
14949 62 " Street N
Stillwater, MN 55082
A. Auolication Deadline
Applications must be received by Washington County Department of Public Health and
Environment by December 3, 2007 at 4:30 p.m. Ten copies of the complete application
package are required.
B. Applications must include:
1. Application Cover Sheet
2. Proposed Budget Form
3. Educational Materials Request Form
4. City and Township Services Survey
5. External Deliverables Checklist
6. Typed written explanation describing the following (no longer than 3 pages):
• Plan for implementation
• Previous public health emergency preparedness programs /projects
• Description of methodology for completion of grant requirements
• Description of methodology for coordination with adjacent local units
of government and community organizations
• Timeline for grant period
• Plan to sustain community-based activities after project funding concludes
V11. Ouestions
If you have any questions please contact Ashley Turgeon at 651- 430 -6685 or by email at
ashley .turgeon @co.washington.mn.us or Fred Anderson at 651 -430 -6665 or by email at
fred .anderson @co.washington.mn.us.
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5
Oak Park Heights
Request for Council Action
Meeting Date February 26, 2008
Time Required: 5 Minutes
Agenda Item Title: Approve Agreement with Washington County for Public Health Emera_ enev
Preparedness Planning and Outreach Grant - $10,000.
Agenda Placement New Business,,
Originating Requester's Signature Department /Requestor Eric :T' nson. City Administrator
Re ' /" " --
q
Action Requested 1� scussior�, -See Recommendation Below.
Background /Justification (please indicate if any previous action has been taken or if other public
bodies have advised):
In January 2008, Washington County offered a $10,000 mini -grant program to local units of
government to implement various Public Health Emergency Response Plans. These plans would
facilitate the development of staff cross - training in the event of a pandemic event where limited
workforces are available, identify and plan for special needs populations (Boutwell's) and would aid in
the development and distribution of PREPAREDNESS materials that could be distributed to our
residents.
On January P the City submitted a request for the full amount and On Feb 19 the City was officially
informed that it was awarded the $10,000.00. 'There is no dollar matching required and the funds as
received from Washington County will cover any out of pocket costs to develop these plans and
programs. The Attachment A of the Agreement document outlines the deliverables required of the Citv
and approximate timelines.
Many communities are being encouraged by the State and Counties to implement some level of
planning in the event of a pandemic event. While no level of planning will solve all issues, this project
and funding will allow the City to offer a baseline response should a pandemic event occur.
Essentially, the greatest value of this project will be the informational aspects we can provide to our
residents on how to be prepared and to instill some levels of responsibility both by the City and our
citizens.
The time required by all City staff to implement this project should be minimal and not require
additional hours or financial resources of the City. Yet this investment could pay dividends should
some form of a public health emergency take place.
Recommendation: Authorize the City, subject to the final review of the City Attorney, to enter
into the Agreement between the City and Washington County for Public Health Emergency
Preparedness Planning and Outreach.
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AGREEMENT BETWEEN THE COUNTY OF WASHINGTON
AND
LOCAL UNITS OF GOVERNMENT
FOR
PUBLIC HEALTH EMERGENCY PREPAREDNESS PLANNING AND COMMUNITY
OUTREACH
The County of Washington, acting through its Department of Public Health and Environment,
14949 62" Street North, Stillwater, Minnesota 55082, hereinafter referred to as the "County" and
City of Oak Park Heights, 14168 Oak Park Boulevard, Minnesota 55082 hereinafter referred to as
the "Contractor ", enter into this agreement for the period January 1, 2008 through December 31,
2008.
WHEREAS, the County is required to plan for public health emergency response to
bioterrorism, infectious diseases and other threats to the public's health, and
WHEREAS, the ability to effectively respond to such public health emergencies is
dependent upon the overall level of preparedness by local units of government and community
organizations, and
WHEREAS, the County desired to encourage and help advance the level of community
health emergency preparedness and educational efforts by local units of government;
WHEREAS, the County has received CDC Public Health Preparedness Grant funds from
the Minnesota Department of Health to address local public health emergency preparations; and
NOW, THEREFORE, in consideration of the mutual understandings and agreements set
forth, the County and the Contractor agree as follows:
1. TERM
The agreement will be effective immediately upon signature of both parties, and will be
until December 31, 2008. This agreement may be cancelled by either the County or the
Contractor at any time, with or without cause, upon thirty (30) days written notice to the
other party.
2. SERVICES TO BE PROVIDED
The Contractor will provide the following services related to their local units of
government and community health emergency preparedness initiatives:
a. Form a community health emergency preparedness planning committee by utilizing
an existing or revised internal staff workgroup or community workgroup or
creation of a new community comprised of staff and community partners.
1
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b. Review the Washington County Hip-hly Pathojaenic Avian Influenza (HPAI) and
Pandemic Influenza Operations Plan by the community health emergency
preparedness planning committee.
C, Determine potential impact of pandemic influenza on your local unit of government
by using multiple possible scenarios of varying severity relative to illness,
absenteeism, availability of service, etc.
d. Identify current activities that will be critical to maintain during pandemic
influenza. Identify resources that are necessary to support those essential services.
e. Meet with Washington County Department of Public Health and Environment staff
to discuss distribution plan concepts for pandemic vaccine and other medications to
your employees and their families.
f. Complete "Internal and External Deliverables" as identified by the Contractor
within their grant application by the designated timeframe and as outlined in
Attachment A.
3. COUNTY RESPONSIBILITIES
The County shall provide the Contractor with the following services related to the local
unit of government and their emergency preparedness initiatives:
a. Upon approval of this agreement by the County, pay the Contractor up to $10,000 to
complete the grant related services. The County shall distribute the grant funds as
follows:
1. Within 30 days of the effective date of this Agreement, the County agrees to
advance one -half of the total grant funds to the Contractor.
2. The second half of the grant funds will be provided following an acceptable
mid -year grant progress evaluation report.
b. Provide the Contractor with requested "Be Prepared" community outreach materials as
specified in the Contractor grant application.
c. Provide technical assistance and consultation on public health emergency preparedness
initiatives within their jurisdiction.
4. COST OF SERVICES
a. The total amount to be paid under this agreement will not exceed $10,000, plus
$1,000 in community outreach materials.
b. General administrative tasks, routine governmental operations and services are not
allowable service costs under this agreement.
2
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5. PAYMENT FOR SERVICES
Payment for services will be made directly to the Contractor for performance of agreed to
duties. The County may request documentation of expenditure of funds, accompanied by
receipts, paid invoices, or other expenditure documentation requested by the County,
detailing the Contract's expenditures in fulfilling community health emergency
preparedness and educational services.
6. AUDITS. REPORTS. RECORDS AND MONITORING PROCEDURES,
a. The Contractor will maintain records which reflect all revenues, costs incurred and
services provided in the performance of the Agreement.
b. The Contractor agrees to abide by the provisions of Minnesota Statute 16C.05
subdivision 5, and further that the County, the State Auditor or legislative authority,
or any of their duly authorized representatives at any time during normal business
hours, and as often as they may deem reasonable and necessary, shall have access
to and the right to examine, audit, excerpt, and transcribe any books, documents,
papers, records, and accounting procedures and practices of the Contractor which
are relevant to the Contractor's performance under this Agreement.
7. STANDARDS
a. The Contractor shall comply with all applicable Federal and State Statutes and
regulations as well as local ordinances now in effect or hereafter adopted.
b. Failure to meet the requirements of Section a. above may be cause for cancellation
of the Agreement effective the date of receipt of the Notice of Cancellation.
8. DATA PRIVACY,
All data collected, created, received, maintained, or disseminated for any purposes by the
activities of the contractor, because of this agreement, is governed by the Minnesota
Government Data Practices Act, Minnesota Statutes Chapter 13, as amended, the
Minnesota Rules implementing such Act now in force or as adopted, as well as federal
regulations on data privacy.
9. EOUAL EMPLOYMENT OPPORTUNITY — CIVIL RIGHTS.
a. During the performance of this Agreement, the Contractor agrees that no person
shall, on the grounds of race, color, religion, age, sex, disability, marital status,
public assistance status, criminal record, creed or national origin, be excluded from
full employment rights in, participation in, be denied the benefits of, or be
otherwise subjected to discrimination under any program, service, or activity under
the provision of any and all applicable federal and state laws against discrimination
including the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of
1973, as amended.
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b. If during the term of this Agreement, it is discovered that the Contractor is not in
compliance with the applicable regulations as aforesaid, or if the Contractor
engages in any discriminatory practices, the County may cancel said Agreement as
provided by the cancellation clause of the Agreement.
10. INDEMNITY AND INSURANCE
a. Indemnification - The Contractor agrees to indemnify, defend, and hold harmless
the County, its officers, employees and agents for any and all claims arising out of
the Contractor's activities related to the services provided under this Agreement.
No other provision of this Agreement shall serve to limit in any way the obligations
of the Contractor to indemnify and defend the County under this clause.
b. Insurance Reauirements - The Contractor agrees that in order to protect itself as
well as the County from claims arising out of Contractor's activities under this
Agreement, it will at all times during the term of this Agreement keep in force
policies of insurance providing:
1. General Liability, Professional Liability and Automobile Liability
insurance. All such policies shall provide limits not less than the tort
liability limitations set forth in Minnesota Statutes Section 466.04.
2. Workers Compensation Insurance. Limits per applicable State and Federal
Laws.
3. County shall be endorsed as an Additional Insured on all policies obtained
and maintained under this clause. All policies shall provide that they shall
not be canceled, materially changed, or not renewed without thirty days
prior notice thereof to the County.
4. Certificates of Insurance evidencing the insurance required under this clause
must be provided to the County before the effective date of this Agreement
and at other times during the term of this Agreement as requested by the
County.
11. SUBCONTRACTING
The Contractor shall not enter into subcontract for any of the goods and services
contemplated under this agreement without written approval of the County. All
subcontracts shall be subject to the requirements of this contract. The Contractor shall be
responsible for the performances of any subcontractor.
12. INDEPENDENT CONTRACTOR
Nothing contained in the Agreement is intended or should be construed as creating the
relationship of co- partners or joint ventures with County. No tenure or any rights or
benefits, including Workers' Compensation, Unemployment Insurance, medical care, sick
4
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leave, vacation leave, severance pay, PERA, or other benefits available to County
employees, shall accrue to the Contractor or employees of the Contractor performing
services under this Agreement.
13. FIREARMS PROHIBITED CLAUSE
Unless specifically required by the terms of this contract, no provider of services pursuant
to this contract, including but not limited to employees, agents or subcontractors of the
(Vendor or Contractor, depending upon which term is used) shall carry or possess a
firearm on county premises or while acting on behalf of Washington County pursuant to
the terms of this agreement. Violation of this provision shall be considered a substantial
breach of the Agreement; and, in addition to any other remedy available to the county
under law or equity. Violation of this provision is grounds for immediate suspension or
termination of this contract.
IN WITNESS THEREOF, the County and the Contractor have executed this agreement this
day of 1 2008.
CONTRACTOR
WASHINGTON COUNTY
BY
Signature BY
Lowell Johnson, Director
Department of Public Health and
Name (please print) Environment
Date
Title (please print)
Approve as to orm:
Date
For Washingtdli County Attorney
5
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Attachment A
CITY OF OAK PARK HEIGHTS
14168 Oak Park Boulevard
Minnesota 55082
Internal and External Deliverables
Internal deliverables
• Develop a public health emergency specific communication strategy.
• Develop contingency plans for 30 -40% employee absences.
• Develop policies that focus on preventing the spread of respiratory infections in the
workplace by establishing social distancing practices and implementing promotion and
education of respiratory hygiene /cough etiquette.
• Develop guidance for managing and assisting special needs populations during a
community health emergency. This will be accomplished with the special populations of
Boutwell's Landing /McKean Square Complex and the Maximum Security Prison.
External Deliverables
• Host a community event on personal and family preparedness.
• Identify special needs populations and provide them with focused public health
emergency preparedness information.
• Collaborate with Police and Fire departments to perform outreach during an organized
community event.
• Create a link on your city website to Washington County's Emergency Preparedness
page.
• Place a display in the lobby of government buildings.
• Distribute brochures, cards, and displays to non - government organizations.
• Publish a minimum of 3 articles in local newspapers, newsletters, etc., informing the
public on emergency preparedness.
6
Page 33 of 54
Timeline
February -March
• Convene Meeting of parties to review materials, current activities, and assign
projects
April -May
• Have drafts completed of communication plans and employee absentee
plans /cross training
June -July
• Have drafts completed of all public outreach documents, prepare for public health
event at National Night Out.
August- September
• Hold community events and have all publications including website links and
newspaper press releases
• Direct mailing to all citizens outlining a `Be Prepared" policy
October November
• Finalize all Plans and Documents for final adoption by city council
C: \MyFiles\Contracts\Mini Grant Contracts \Local Government Mini- GrantALOCAL GOVERNMENT (OAK PARK HEIGHTS)
Mini Grant Contract.doc
7
Page 34 of 54
F.
City of Oak Park Heights
14168 Oak Park Blvd. N • Box 2007 . Oak Park Heights, MN 55082 • Phone (651) 4394439 • Fax (651) 439 -0574
January 3, 2008
Application to: Washington County Dept of Public Health and Environment
Mini -grant Opportunity - Public health Emergency
Response Plans
C /O: Ms. Ashley Turgeon
Washington County Dept of Public Health and Environment
14949 62nd Street, N.
Stillwater, MN 55082
Submitted by: City of Oak Park Heights
Contact: Eric Johnson, City Administrator
City of Oak Park Heights
PO Box 2007
Stillwater, MN 55082
L.gjohnson @ jahts.con
Phone 651- 439 -4439
Fax 651 -439 -0574
Page 35 of 54
Form I
Application Cover Sheet
Name of local unit of government applying: P/-A t,-' V.
Contact person from the applying local unit of government:
Mailing Address:
Vr
MN
Street Address city State Zip Code
Email Address:
Telephone Number:
Fax Number:
List the organizations you plan to work with:
Ro KJ) `nol
Organization Contact Name Contact Phone Number
Organization r Contact Name Contact Phone Number
( ' s - / C) 0
Organization Contact Name Contact Phone Number
Organization Contact Name Contact Phone Number
Organization Contact Name Contact Phone Number
List of adjacent local units of government you plan to work with:
0 7 7 5 "- 5
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Local Unit of Government Contact Name Contact Phone Number
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Local Unit of Government Contact Name Contact Phone , Number
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4 P' 5 -) U, 1,44ky
Local Unit of Government Coiitact Name Contact Phone Number
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Local Unit of Government Contact Name Contact Phone Number
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k eor, r 1'r 1 4,y j.�ks I,-e,
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Local Unit of Government Contact Name Contact Phone Number
Page 36 of 54
6
Form 2
Proposed Budget Form
Provide an estimated budget and a brief description explaining how you will use the
funding. (Refer to pg. 3 for information about the items and activities that can be
funded)
Example:
Budget Estimate Description
$7,000 To pay a consultant to assist with preparing our public health
emergency response plan
$3,000 I To pay for hosting a community education event
$10,000 Total Requested
Budget Form
Budget Estimate Description
g � rro F .° : a fir, t: tI't�i� .� � �r'� 4 �� /,� f ore "f
S-21 C"' t P" �� �! I�b�a J ! ^f iLS' . �'`, 'J f'�t T� ^. i' l jf i A" �s s r S- 21 7 P -n E v rat S u5 . P le, 0 rr f f.
/.Soo � 5'f"ef Sz.:
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1
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I • o , go o I Grant Total Requested
0 0 0 I in -Kind Total — i, r �o`oa
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I RO , Po o I Grand Total
Page 37 of 54
7
Form 3
Educational Material Request Form
Please complete this form indicating the number of items you would like as well as the
cost. Additional materials may be purchased using the grant fund or other sources of
funding.
Item Price Per Unit Number of Dollar Amount of
Requested Items Requested items
Z -Cards I $0.37
Pens $0.60
Thermometer Cards $0.85
Pan Flu — `Be $0.10
Prepared" Brochures
Highlighters I $0.92
3 -Panel Display No charge if
returned
Tabletop Display No charge if
returned Y6 j
Total $1,000
")Vr
vVV 1 2a $ Page 38 of 54
8
Form 4
City and Township Services Survey
Complete this survey indicating which services your local unit of government offers.
1. Which of the following services does your local unit of government provide? (Either directly or
through contract)
Place an X in the box indicating the services you provide.
Assure
Provide Service
Services Service by
Contract
Law Enforcement
Fire Department
Emergency Medical Service
Town Board
City Council I }(
Finance and Administration
Public Works I 7/
� f
Assessor
I I I x
Library
Parks and Recreation
Zoning /Building Inspection/Planning I
Electrical /Gas I 4 G f00,Q -6
Water Collection
Sewer Treatment
Animal Control
i Other: / _ ,
2. Please indicate the number of individuals employed by your local unit of government.
Number of Employees:
Page 39 of 54
9
Form 5
Internal Deliverables Checklist
Place an X in the box indicating the deliverables you will complete.
Note: All deliverables in Category A are required.
Internal Deliverable Chosen Deliverable
I X
A. Form a multidisciplinary planning committee Required
1. Review pandemic influenza documents — see Required
page 3
2. Determine potential impact of a public health Required
emergency on your local unit of govt. by using
multiple scenarios relating to illness, etc.
3. Identify current activities and resources that Required
will be critical to maintain during a public
health emergency
4. Discuss the possibility of a distribution plan of Required
Medications to your employees and their
families. Collaborate with Washington County
B. Develop a public health emergency response
plan (complete 2 or more)
1. Develop a public health emergency specific
communication plan
2. Develop contingency plans for 30 % -40%
employee absences
a. Establish compensation and leave policies
b. Develop procedures for cross - training of
employees
c. Identify alternate resource vendors
3. Develop Policies that focus on preventing the
spread of respiratory infections in the work �,/
place /
a. Establish social distancing practices X
I b. Implement promotion and education of
respiratory hygiene/cough etiquette
4. Develop guidance for managing and assisting
special needs populations during a public health
emergency
Page 40 of 54
10
Form 6
External Deliverables Checklist
Place an X in the box indicating the deliverables you will complete.
Category A Category B
(Choose 1) X (Choose 2) X
1. Host a community 1. Create a link on your city website
event on personal and to Washington County's Emergency
family preparedness Preparedness web page V
2. Identify special
needs populations and ,� 2. Place a display in the lobby of
provide them with government buildings
special needs focused
emergency
preparedness 3. Distribute brochures, cards, and
information displays to non - government
organizations ,
3. Collaborate with
Police and Fire
departments to 4. Publish a minimum of 3 articles in
perform outreach local newspapers, newsletters, etc.,
during an organized informing the public on public health
community event emergency preparedness \
Note: Applications will be accepted until January 3, 2008.
Please send the completed application to:
Email: Mail: Ashley Turgeon Phone:
Washington County Department of Public Ashley Turgeon
ashley .tugeon @co.washington.ma.us Health and Environment 651 -430 -6685
fred .anderson @co.washington.mn.us 1494962 nd St. N Fred Anderson
Stillwater, MN 55082 651- 430 -6665
Questions may be directed to Ashley Turgeon or Fred Anderson.
Page 41 of 54
11
.^ ~'
����n, ������^��~ ��~~�- ^
«�'xu� ^x�L »����8� ������ Heights ~ `~
\4|68 Oak Park Blvd. N° Box 20O?* Oak Park Heights, k4N550X2°Phonu(65})4]94439° Fax (65\)4}9'O574
January 3, 2007
TO: Ms. Ashley Turgeon
FROM: Eric Johnson, City Admin f
RE: Washington County - Be or I ative - Mini-Grant Opportunity -
"Written Explanation"
The following paragraphs demonstrate ih ity of Oak Park Heights' proposed
programming to establish and impleme t an emergency preparedness programming
'
-
and initiatives. The paragraphs explicitly follow the order os requested m the application
documentation.
Section #1: Plan for Implementation
• Previous public health emergency preparedness programs /projects?
At this time the City mf Oak Park Heights does not currently have inplace
o formal "public health emergency plan" and b thus the reason for the
City's significant interest |n this rnini'gvont
However, to date the City has made available public documents oo
received from Washington County ot its reception area and has included
links to the Washington County vvebxitein its quarterly newsletter.
• Description xfmethodology for completion mf grant requirements?
Upon receipt Vfm confirmation of grant award, the City Administrator will
convene o meeting with appropriate staff and participatory bodies to
review the required criteria and tmimplement the required functions. The
persons to participate shall include:
i. City Administrator (also from Bayport and Stillwater)
ii Chief ofPolice
iii. Director of Public Wor
iv. City uf Bayport Fire Chief - (the City contracts this service vv/8oypod)
v. Ms. Deb Boyd, BouhwoU: Campus Administrator (special needs)
vi Ms. Jessica Symmsa' Warden from the MN Correctional Facility -OPH.
vii John Muller ' Lakeview Hospital - EMS Director
viii. A Washington County Representative.
Page 42Of54
This group, will be officially named as the Oak Park Heights Public Health
Emergency Response Committee. The Committee will then review the
elements of the Deliverables Checklist and will delegate /coordinate the
completion of each item.
While there are several 'deliverables' planned, including various public
outreach items (website postings, newsletters, press releases, etc) two key
items will require extensive discussion and study to formulate and officially
craft an Integrated Response Plan:
1. Each Department will need to establish a 'leave policy' to ensure that in the event of
a public health emergency, staff does come to work. This is vital for three agencies in
Oak Park Heights so that there are available staff to perform various services and will
include cross - training:
Public Works - as this ensures that there are water and sewer
services (this includes services to the Washington County Complex
as these systems are on Oak Park Heights systems, not Stillwater).
Police - this role may be dynamic as what role public safety will
play will be extensive and will include every thing from basic patrol
to possibly securing a dispensary site to acting as "first- responders"
Fire - as stated above, the City of Oak Park Heights does contract
its fire services with the City of Bayport and must continue to
ensure that such services are available in the event of a public
health emergency. It is possible that there will be increased fire
hazards in the event electricity and gas is cut -off and people resort
to alternative home heating.
A key aspect that the County / state must realize is that none of these persons
will likely show -up for work if they feel their families are in Jeopardy.
Accordingly, a plan must be Implemented by the County /State that provides
these people and their families specific assurances that they are a primary
recipient any inoculation, vaccine or other preventative measure that may be
available in the event of a pandemic. Failure to provide this will result In
massive non - responses.
2. The City of Oak Park Heights has two Special Needs areas, Boutwells Landing and
the MCF - Oak Park Heights Maximum Security Prison.
Roughly 12 percent of the City's population (500 + / -) is located at the Boutwell's
Landing / McKean Square complex and owned by Senior Housing Partners. A large
percentage of these persons will require 'special needs' in the event of public health
emergency such as a pandemic flu. A plan needs to be formulated that addresses
how these person may be vaccinated as many cannot travel to an off -site location
or these persons may need relocated to a 'secure' location.
Another 10 percent of the City's population (450 + / -) resides in the MCF - Maximum
Security Prison. How these people are serviced / protected will also require significant
consideration and coordination with the Warden's office. Assuring adequate utility
provision will be paramount as transporting of these persons may prove difficult.
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It is unknown if a outside consultant will be required to facilitate any of the above
discussions. The budget submitted for this grant does include $4,000.00 for any
consulting services, should these funds not be necessary, such dollars will be invested
in other areas to facilitate compliance with all deliverables and programming.
• Description of methodology for coordination with adjacent local units of
government and community organizations
The fact that the City of Oak Park Heights does coordinate its fire and police
back -up services with its surrounding communities provides a head -start in the
coordination of services with other local governments. The City would
anticipate that this would be expanded to include discussions on how water
systems and sewer systems could be readily tied together.
At the outset of the establishment of the Committee and Integrated Response
Plan the City will be incorporating groups from Lakeview Hospital and Senior
Housing Partners (Boutwells' Landing). However, as the project proceeds
there will opportunities to include faith -based group assistance and other
community groups such as the Red Cross aid in the formulation of response
policies. In theory, there will be significant need for persons to administer
vaccines or inoculations (should these be available) and /to simply provide
aid and comfort.
• Timeline for grant period
All elements will be completed within twelve months, but will be targeted to
be completed in eight months. Completion will be upon the formal adoption
of the Integrated Response Plan by the Oak Park Heights City Council and
which will be submitted to Washington County along with documentation of
all deliverables.
2. Plan to sustain community -based activities after project funding concludes.
As currently in place, the City of Pak Park Heights does regularly include items
from Washington County in its newsletters and this can continue. Additionally, the
Committee will be required to meet on at least an annual basis to review and
possibly up -date the Integrated Plan.
Largely, the most powerful aspect of this Plan is that people will be familiar with
resources that are available to them and who they can contact and /or count on
to deliver such aid to them, and the annual contact / discussion will preserve this
understanding.
With the aid of the Washington County grant, a team will be created that will
hopefully be able to respond efficiently and effectively to any health emergency
including pandemic flu.
Page 44 of 54
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City of oak Park Heights
14168 Oak Park Blvd. N • Box 2007.Oak Park heights, MN 55082 • Phonu (651) 439 -4439 • Fax (651) 439 -0574
April 8, 2008 - MEMO #1 -
TO: Mr. Fred Anderson, Director - Washington County - Public Health
Mr. Mike Bell, Bayport Fire Dept.
Mr. Tom Ozzello, Director of Public Works
Mr. Brian DeRosier, Deputy Chief of Police
Ms. Debra Boyd, Boutwell's Landing
Mr. John Muller, Lakeview Hospital
Ms. Jan George, St. Croix Valley Red Cross Bayport)
Ms. Jessica Symes, Warden, MN Correctional Facility (OPH)
Mr. Steve Ayers, Capt. MN Correctional Fa ility (OPH)
FROM: Eric Johnson, City Administrator
RE: Public Health Emergency Preparedness
You will recall earlier this year had I contacted you about possibly participating in a short
endeavor that will result in the completion of a Public Health Emergency Preparedness
Plan for the City of Oak Park Heights. Essentially, this 'Pla - I' outlines certain protocols and
policies for the City to follow to ensure that:
• Public facilities and services remain effective as well as
• Properly provides preparedness information to th s general public
• Engage /monitor the needs of certain 'special nee �s' facilities including the
populations at Boutwell's Landing and the MCF -Ook Pak Heights.
Washington County did award a $10,000 grant to the Cr y aid in the preparation of this
plan, but as you know we cannot prepare nor this plan indlependently or effectively
without your assistance. i
i
There are several objectives that the City is required to rn�et over the next few months -
see attached list. Considering, these, i would like to invite you to a short 'kick -off' meeting
on Tvestlay:April-29>h=N:oon0200Nprr, where we can g ) Dyer the relevant information
and devise best approaches to meet these objectives. I: gely, the commitments the
City will be seeking from you respective organizations is !cur vast knowledge and
expertise as well as identification and solidification of co itact points.
Enclosed are the 'deliverables' and general timetables tlh�t will be discussed.
I will endeavor to keep the 1st meeting to not more than 2 hours and will provide lunch,
with subsequent meetings to not more than l hour, perh a s only a few meetings
between now and autumn.
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City of Oak Park Heights
14168 Oak Park Blvd. N • Box 2007.Oak Park Heights, MN 55082 • Pho
July 29, 2008
MEMO
TO: City of Oak Park Heights — Public Health Emergency Preparedness
Committee
FROM: Eric Johnson, City Administrator
RE: Update on Project Deliverables — see below
Each grantee was required to form a multidisciplinary planning committee to complete the
following objectives:
• Review pandemic influenza documents (on page 3 on the contract) (COMPLETED -
We have received documents from the County and from the OPH Prison and have
discussed these, perhaps still need something from Boutwells ?)
• Determine potential impact of a public health emergency on your govt.
(still working on it)
• Identify critical activities and resources to be maintained during an emergency.
(still working on it, however will largely be the ability to provide power to wells and lift
stations as well as keeping roadways passable)
• Coordinate with Washington Co. to discuss the possibility of distribution plan of meds
to staff /families. (COMPLETED - this will largely be a based on an action determined by
Wash County. we have discussed this in many ways and at numerous meetings at the
Sheriff's Command Center and at other meetings, but it will be dependent on the
scenario at hand)
Additionally, you also chose to complete all four tasks under the internal deliverable, "Develop a
public health emergency response plan ", including:
• Develop a public health emergency specific communication plan. (still working on it)
• Develop contingency plans for 30-40% employee absences. (still working on it)
• Develop policies that focus on preventing the spread of respiratory infections in the
work place. (signs ordered and received, not yet installed)
• Develop guidance for managing and assisting special needs population during a public
health emergency. (still working on it)
Finally, you chose to complete the following external deliverables:
• Identify special needs populations and provide them with special needs focused
emergency preparedness information. (COMPLETED - Boutwells and the OPH Prison)
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• Collaborate with Police and Fire depts. to perform outreach during an organized
community event. (slated for Aug 5th)
• Create a link on your city website to Washington County's Emergency Preparedness
webpage. (COMPLETED)
• Place a display in the lobby of government buildings. (still working on it)
• Distribute brochures, cards, and displays to non - government orgs. (COMPLETED)
• Publish a minimum of 3 articles in local newspapers /newsletters, informing the public
on public health emergency prep. (COMPLETED)
In the letter accompanying the contract, you mentioned focusing on the following areas:
• Each dept will establish a "leave policy" to ensure staff in the vital areas of Public
Works, Police, and Fire come to work in the event of a public health emergency. (in
process - draft form)
• Plan for service to "special needs" populations, particularly those at Boutwell's Landing
and the MCF - Oak Park Heights Maximum Security Prison. Focus will be on coordinating
vaccination or other care of Boutwell's Landing residents and transportation of Prison
residents. (still meeting on this )
• Plan to sustain community -based activities after the grant has finished. (still working
on it)
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