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HomeMy WebLinkAboutSigned Minutes 11-30-20 Joint Meeting Special Joint Meeting Arlington City Council Arlington Public Schools Board of Directors Skagit Regional Health (PHD #1, Skagit County) Board of Commissioners Stilly Valley Health Connections (PHD #3, Snohomish County) Board of Commissioners Monday, November 30, 2020 Conducted in Zoom format and streamed on the City of Arlington’s YouTube channel Arlington City Council, Arlington Public Schools Board of Directors, Skagit Regional Health (PHD #1, Skagit County) Board of Commissioners, and Stilly Valley Health Connections (PHD #3, Snohomish County) Board of Commissioners held a joint meeting, via Zoom, to discuss matters of mutual interest. In Attendance City of Arlington Council Members: Michele Blythe, Jan Schuette, Marilyn Oertle, Jesica Stickles, Debora Nelson, and Don Vanney Mayor: Barb Tolbert City Administrator: Paul Ellis City Clerk / Exec Asst to City Admin: Wendy Van Der Meersche City Attorney: Steve Peiffle IT Director: Bryan Terry Arlington Public Schools Board Members: Mike Ray, Mary Levesque, Sheri Kelly, and Judy Fay Student Advisors: Faith Graf and Madeline Andrich Superintendent: Chrys Sweeting Exec Director of Human Resources: Eric DeJong Exec Director of Operations: Brian Lewis Director of Communications: Gary Sabol Skagit Regional Health Commissioners: Julie Blazek, Bruce Lisser, Jeffrey Miller, Dale Ragan, and Gary Shand. President and CEO: Brian Ivie Regional VP and COO: Danny Vera Regional VP Operations: Jola Barnett Stilly Valley Health Connections Commissioners: Tim Cavanagh and Tina Davis Superintendent/CEO: Ardis Schmiege Director of Finance: Erika Coghill Also in attendance: Eleven YouTube viewers. DocuSign Envelope ID: 985B578A-3FA8-446F-9C54-785D7891C529DocuSign Envelope ID: 2C7A01D1-3A9E-4DC9-B93E-0331098A52B1 Joint Meeting – City Council, Arlington Public Schools, PHD #1, PHD #3 November 30, 2020 2 Call to Order The City of Arlington hosted the meeting. Mayor Barb Tolbert called the meeting to order at 6:30 p.m., and the Pledge of Allegiance followed. Approval of the Agenda Mayor Pro Tem Jesica Stickles moved to approve the agenda as presented. Councilmember Marilyn Oertle seconded the motion, which passed unanimously by voice vote. Roll call followed. Project Survey Results Update Dr. Chrys Sweeting provided a PowerPoint presentation with survey results, which were collected from all four groups in November and December of 2019. Emergency Management had been identified as a project that should be implemented together. The survey results determined what actions, activities, and goals could take place. A common goal to plan actions in the event of a serious or widespread emergency event is taking place with the COVID-19 pandemic. Group updates during COVID-19 City of Arlington: Paul Ellis stated that from the time it began, essential staff took precautions with working from home, when able, to limit exposure, with staggered work schedules, frequent cleanings of common areas, etc. The IT department updated technology to allow remote access, and department directors created work packages to afford employees the opportunity to work from home. For compliance with the Governor’s orders, most City events were cancelled. Communication was a challenge. The first time any had experienced a pandemic, and information was released in real time. Communication was focused not only internally, but externally, to keep the public up to date. The City provided financial relief with grants from CARES Act funding. Arlington Public Schools: Dr. Chrys Sweeting provided an update with a PowerPoint presentation, focusing on Advocating for Learning and Safety During a Pandemic. She stated that there have been many challenges. Benefits vs risks of in-person learning are constantly being evaluated. In-person learning is almost always better than remote learning, however, the risk of potential transmission must be considered. Many factors have been, and continue to be taken into consideration when making decisions – County factors, age of students, city infection rate, and cases within the school district. Protocols in place have shown to be instrumental in containing the virus. The district’s approach to remain calm and keep hope alive has proven to be so incredibly important, and many lessons have been learned. Skagit Regional Health, PHD #1: Jola Barnett stated that there have been several great lessons learned throughout the last several months. The health system has a formal emergency preparedness program already in place, and a recommendation from their committee was to mandate that all leaders in the organization complete FEMA training, to better understand the incident command structure in a disaster. Training was completed in 2019, which was a benefit in setting up a command structure with a solid framework for DocuSign Envelope ID: 985B578A-3FA8-446F-9C54-785D7891C529DocuSign Envelope ID: 2C7A01D1-3A9E-4DC9-B93E-0331098A52B1 Joint Meeting – City Council, Arlington Public Schools, PHD #1, PHD #3 November 30, 2020 3 the emergency operation. In the summer, when things slowed, they worked on policies and procedures, making sure the framework was in the place to continue to support their workload. In the fall, there was an increase in patient visits and COVID-19 admissions. They’ve kept a watch list of critical supplies with Personal Protective Equipment (PPE), keeping staff safe from exposure. They have been preparing for the recent surge, and have not had one beyond their capabilities. Key lessons were learned regarding data and information resources. They received information from many different sources several times a day to assess their current situation. A dashboard was created to monitor PPE, supplies, patient volumes, and other critical information, with staffing of essential personnel. That information was also reported to necessary agencies. Access points to the hospital have been reduced. Working from home for those able to do so was created and monitored and assisted by the IT department. The organization has become very efficient with Zoom and WebEx. Respiratory clinics have been set up in the community to reduce the burden of urgent cares and ERs. Communication has been critical. Stilly Valley Connections, PHD #3: Ardis Schmiege stated that when the pandemic began, all in-person services were closed immediately, with staff schedules staggered and staff members working from home, who were able. When it was discovered that the pandemic would be long-term, the services they had been providing had to be recreated, learning the technology for utilizing online communication with partnerships and the community. One of those that changed very quickly was the mental health counseling program with Arlington and Darrington school districts, which had previously been done in person at the schools. Once schools closed, everything had to be revised. Arlington was easier than Darrington, because not all Darrington students have internet. Everyone worked well together, and students have continued to receive counseling. Different groups within the organization unable to meet in person have provided videos on Stilly Valley Health’s website. In working with other partners, the organization has been providing mental health support service. They have been fortunate to do a lot of connecting through Zoom, but miss the in-person connections. The organization has learned to show grace, patience, and be flexible in adapting to these changes. The new building in Smokey Point will open to the public for events in 2021 when the Covid-19 pandemic is under control and the State guidelines allow us to have public meetings. Activity Paul Ellis, Chrys Sweeting, Brian Lewis, Gary Sabol, Jola Barnett, and Ardis Schmiege led participants in an activity. Six virtual breakout groups met for approximately 20 minutes to discuss concerns they are all facing during the pandemic moving forward, and how they can all work together to mitigate. After the breakout groups met, each group’s representative reported back to the entire group. General announcements Mayor Tolbert stated that with the 2021 legislative session approaching, this is a great time for conversations with partners regarding items the group would like to advocate for in the community. DocuSign Envelope ID: 985B578A-3FA8-446F-9C54-785D7891C529DocuSign Envelope ID: 2C7A01D1-3A9E-4DC9-B93E-0331098A52B1 Joint Meeting – City Council, Arlington Public Schools, PHD #1, PHD #3 November 30, 2020 4 The next proposed meeting will be April 12, 2021, and hosted by Skagit Regional Health, Public Health District #1. Adjournment With no further business to come before the group, Mayor Pro Tem Jesica Stickles moved, and Councilmember Debora Nelson seconded the motion, which passed unanimously with a voice vote, and the meeting was adjourned at 7:41 p.m. ________________________________________ _________________________________________ Ms. Barbara Tolbert, Mayor Dr. Chrys Sweeting, Superintendent City of Arlington Arlington Public Schools ________________________________________ _________________________________________ Mr. Gary Shand, Board Secretary Ms. Judy Fay, President Skagit County Public Hospital District No. 1 Arlington Public Schools Board of Commissioners Board of Directors ________________________________________ Ms. Tina Davis, Board Secretary Snohomish County Public Hospital District No. 3 Board of Commissioners DocuSign Envelope ID: 985B578A-3FA8-446F-9C54-785D7891C529DocuSign Envelope ID: 2C7A01D1-3A9E-4DC9-B93E-0331098A52B1