Coronavirus: Plymouth Town Manager's Report

Press release from the Town of Plymouth:

HOMELESS POPULATION – HOUSING THE SICK (in Plymouth) We were notified today that there is a hotel in Plymouth that will be serving as a shelter for the sick and quarantined homeless individuals coming from Cape Cod to Quincy (that’s our best guess on the target area). This starts tomorrow.

Background: MEMA has been soliciting hotels in the state to use to quarantine homeless that have COVID-19 or who are in quarantine after an exposure to the virus. The latest official notification from MEMA is that they have contracted a site in Plymouth (Best Western – Cold Spring). Please understand that this hotel is exclusively for the homeless individuals who are in isolation / quarantine status, not for the healthy homeless population. It is also important to understand that this hotel is not border specific. It is a statewide resource and will be made available to statewide patients.

Selected: The Best Western Hotel at 188 Court Street in Plymouth is one of MEMA’s selected locations. It has 57 rooms on two floors, plus 3 suites. There is a business center on site that can also be used for the sick. The State will have use of the entire facility (however, we do not know if it will be 1 person per room, or more than that). We don’t currently have a count of how many sick or quarantined individuals could be housed there.

Outreach: This Plymouth hotel is a regional site; the individuals will be brought in from other cities and towns. MEMA has informed us that there are four other Towns in Massachusetts that also have hotels that have contracted to receive homeless individuals starting this week. They are:

• Plymouth Best Western Cold Spring

• Pittsfield Hilton Garden Inn

Based on the location of Plymouth’s facility versus the others, we believe that it will house individuals from Cape Cod up to Quincy.

Logistics and Local Resources: Plymouth’s Chiefs have asked for a conference call with MEMA representatives to answer some questions, and the Chiefs have notified our patrolmen and firefighters and EMS regarding the location in the event they respond there for services. “This facility should be considered CODE ISOLATION CONFIRMED USE Personal Protection Equipment for the purposes of police/fire/ambulance response.”

HOMELESS POPULATION – ESTABLISHING A TEMPORARY HOMELESS SHELTER ON OBERY STREET

As you know, Plymouth’s Board of Health members and Connie Melahoures of the Plymouth Task Force for the Homeless have both asked if the Town could step in and find some options to ‘house’ the homeless population when the shelters close on April 1st. They suggested that we find a place for a ‘tent city’ or reach out to local hotels. We immediately began looking into options. Here was the research from over this past weekend:

• Hotel Option – I spoke with a hotel manager who has experience with some housing of the homeless when she worked in another Massachusetts Town and it was very controversial. There are hotels that work with a 3rd party for the state that do house the homeless – usually families. This is very different than individual homeless persons who are accustomed to a homeless shelter. These hotels are not right for that.

• We are looking at potential locations for “temporary tents for the homeless.” I had some misgivings about this due to oversight, lack of water, need for donated portotoilets, potential for growth in the population, and expectations of yearly such provisions and accommodations. I am also worried about the fallback and pushback when we go to remove the tents at some point and the controversy that will generate.

• We looked at providing Connie with a building (vacant on Long Pond Road) where she could house the men. She has already politely declined this option – although she wants to see it and I can arrange for that.

• Somehow find a way to keep the existing shelters operating where they already are, and exist, and are knowledgeable on what to do. This seems like a good option as the program has been successful, tried, and proven. I have heard from Connie and others that this option will not work due to staffing levels and other issues.

As you can see, we were not having much luck on resolving this issue. Establishing a new homeless shelter for overnight stays, for the next few months, was also causing serious misgivings from the Chiefs who are concerned about attempting to put together a new service like this with very little time, experience, planning, and limited resources. I agree with those concerns and worry something done in haste will cause more problems and harm. However, since it appeared that the Select Board could direct us to apply for MEMA funds to erect tents in Plymouth for the homeless to shelter in the evenings for the foreseeable future (until public buildings open again), we moved forward and submitted that request.

The MEMA submittal asks that Plymouth be provided tents to house the homeless and that those tents be erected on County Land at 44 Obery Street next to the County Commissioners’ Building.

Just today, MEMA has indicated that it may be able to provide their established 3-tent setup; one for testing (for COVID 19), one for treatment (sick), and one tent for quarantine. This is different than what the Select Board is seeking. If you direct us to proceed, both MEMA and Town staff do need direction on some logistical, operational, and financial questions though.

Issues that need to be reconciled:

• Clarification on Use of Tents – We need to request clarification from MEMA to determine if the Town can use these tents NOT for testing/treatment/quarantine, but rather for overnight sheltering for the homeless; and, if so, does it qualify for any reimbursement.

• Meals – I believe that Connie Melahouras has agreed to supply the three meals/day on a permanent basis, at no cost to the Town. This will include delivery, and the Sheriff will provide trash removal. The Town should explore some backup plans in the event she is not able to meet this commitment. One option mentioned by a Selectman was that the Sheriff’s Department would provide the 3 meals/day.

• Custodial Services – We need to determine some details about this service provision. There would definitely be a strong need to keep the area clean and sanitized on a regular basis, as we do not know how many individuals would be ‘residing/sleeping’ in the tent(s). The cleaning service would need to include portatoilet areas and showers as well. One of the questions is would the custodial service need to be 24/7. Was this a provision that the County was providing?

• Portatoilets & Showers (Provision/Cleaning/Pumping) – This may be something that MEMA provides – we are still working on clarifying this issue. If it is not, then we can brainstorm options. In addition, we have received some concerns from a Board of Health member on extra care that must be taken with any such portable toilets as some research shows elevated concentrations of coronavirus inside mobile bathrooms.

• Utilities – The Town needs to explore options now to install electrical service in the tent(s), as well as heat and hot water. This may be something the County is handling.

• Funding – Remember that, even if we get reimbursement, the task of collecting the information to send in to be reimbursed must be done. In addition, reimbursement will not occur in the short term, so the Town will need funding up front.

• Security – Representative Muratore has worked with the Sheriff’s Department and he can provide two employees to monitor the tent. The cost will be around $10,000/week ($30 per hour x two persons x 24 hours/day).

• Transport – What parties will be transporting individuals to/from the Tent facility for needs or for care when it is required? Or if those individuals who are done with quarantine at the Hotel in North Plymouth want to stay at the Tent(s) on Obery Street.

• Supplies – Cots, blankets, tables, towels, soap, and other housing accommodations in the Tent (still being discussed).

• Laundry – Facilities for clothing/towels/blankets.

• I’m sure there are some things we are not thinking of; we will continue to brainstorm and await the Select Board’s direction.

COVID -19 INFORMATION / COMMUNICATION

For the information you need at the local level, please watch the daily noon-time show on PACTV, visit the website of the Plymouth Area Chamber of Commerce, listen to WATD, follow the e-mails distributed through Lea Filson’s See Plymouth contacts, read the Old Colony Memorial Newspaper, sign up for e-mails distributed to Seniors through the Center for Active Living’s Director Michelle Bratti, and follow the Town News on the Town’s website, the Town’s Facebook page, and the Town link named COVID-19 Information Center. This last site includes an option for residents to sign up for alerts.

TEMPORARY DRIVE-UP TESTING CENTER

The Assistant Town Manager, Police Chief, Fire Chief, Public Health Director, and Emergency Management Director have been working with BID Plymouth on their plans for a drive up testing facility in Plymouth. There are some details that are being further developed regarding test kits and traffic control. Some of the highlights of this plan include:

• The hospital has swab kits and is working on lab space availability and they will be ready to go once they have that space (potentially another 2 weeks).

• The Plymouth Police Department (“PPD”) will respond to calls for assistance at the facility. When the PPD shows up at the hospital or the hospital’s tents, they need to be in PPE – mask and gloves – to interact with any patients or staff.

• The hospital is accessing Web EOC directly for MEMA support and understands they need to let MEMA know that DPH has been notified of the activity. This needs to be a DPH “sanctioned” site.

• The Town and hospital will make a joint request for National Guard assistance for security at the mobile testing site.

• The hospital is seeing an uptick in the number of positive test results and are getting about a 24-hour turnaround for tests. The hospital has good capacity to receive patients.

• The hospital has not been notified about the Best Western being used to house/isolate homeless people who have tested positive. Transport and transfer is something that will need to be coordinated.

• Point-of-care testing is not available in Plymouth – test kits are sent out to a 3rd party lab.

• One test / 10minutes – with appointment. All appointments will be prescreened and there will be absolutely no screening or appointment scheduling done at the testing center.

• Priorities will be given to health care workers and police, fire, EMS and other essential town staff

• This will be a five day/week operation

GOVERNMENT OPERATIONS

As of Wednesday, March 18, 2020, Town Management made the difficult decision to close all Town offices in order to be protective of employees and the public, as well as socially responsible and do our part in response to the current coronavirus pandemic. Non public safety Town employees will no longer come into the office but rather provide services through remote means whenever possible. This originally was in effect through this weekend, however, we are considering extending that. I will let you know.

• Ongoing service to the public and staff is available – it’s a new way to work and everyone is adapting

• Looking at financials and any more permanent reduction in services

• Reviewing Health Numbers from Lynne (attached, below)

• Carefully looking at service provision so that we respond to essential services and needs, predominantly from home, and we do not unduly ask employees to work outside of the home

TOWN MEETING

If there are Town Meeting members who want to do their research for Town Meeting, they have options:

• Online OCM articles

• Email or call us with specific questions

• Watch local shows on PACTV or government access channel – go to on demand and pull up older meetings when the article was discussed

• Read information available on Town’s website – many of us can help you find something specific or point you to great resources (printed books not currently available)

• New way to get educated on the articles - put in time and participate – “things get solved when you get involved”

A MESSAGE FROM THE NATHAN HALE FOUNDATION

We are sending along how we are helping our community during this period of isolation.

Nathan Hale Veterans Outreach Center

OPEN 10 -12 noon

Monday, Tuesday, Thursday, Friday

• We are picking up 600 pounds of fruits and vegetables from the Greater Boston Food Warehouse TODAY

• Beginning today, no clients should leave their car when picking up groceries, we will come to the car with premade bags

• Plymouth VSO Roxanne Whitbeck is assisting clients by delivering pre-made bags to veterans

• Clients and people from the community are being served at the outreach center

• We ARE accepting everyone who requests food

• A staff member has been calling clients to do a "wellness check" on our frequent clients

• We are working with SYSCO to retrieve groceries that they are donating

• We are working with Duxbury and Plymouth pantries to share and exchange grocery items

• We are working with the Plymouth Council On Aging to assist them with their MEALS ON WHEELS program

• We are receiving premade sandwiches from a local restaurant for food deliveries to those in need

• Many masks were donated to the outreach center and we will provide delivery clients with a mask until we run out

• Sanitizing at the center goes on daily, no one but a volunteer touches the sign-in sheet, pen or door handles

• All volunteers wear gloves and masks

• 2,000+ pounds of more food on order to be picked up and then distributed Thursday by our driver

• Transportation is ongoing as needed (VA appointments have been canceled by the VA, but SOME still are going as needed)

• Utilizing additional refrigeration resources based at the Three Harts Farm to store frozen food and dairy items.

We will continue to serve our clients and citizens in our community in whatever way they need to the best if our abilities. If you know of anyone whom we could help, please let us know!

-- Chris and Diane Hart

MARITIME FACILITY - UPDATE FROM DAVID GOULD

The existing Alaskan yellow cedar shingles on the building will be removed. Contrary to some assertions these are not typical white cedar shingles and that is important to note.

The Alaskan yellow cedar shingles are different in that they are a much thicker, hardier and more expensive shingle that should last considerably longer than traditional white cedar shingles people are used to seeing installed on buildings. The issue with the shingles installed on the building is not a result of the product. OPM, architect, GC and manufacturer and mill are in agreement with this fact. The sub-contractor installed the shingles in a traditional format for white cedars and butted them up against each other very tightly. This is not what should be done with Alaskan yellow cedars or what was called out in the spec’s.

In fact, the spec’s required a pre-construction meeting and a mockup of the shingles, spacing, sill, etc. This was not done. To your point this is what the OPM should be catching. Under a typical project management scenario this is something staff would have caught and addressed. Since that time we have had the shingle manufacturer rep and the wholesaler visit the site. The shingles have warped and cupped because they were installed improperly, i.e. too tightly and not allowing these shingles to expand. It is important to note that they are kiln dried and will expand when placed on a building. The previous sub-contractor was not qualified per the spec to do this work – another issue the OPM should have identified but did not. The new sub-contractor, Cedar Works, has done this installation in the past with this product and meets the certified installer requirement required by the contractor.

A mock up, pre-installation conference and agreement on the required spacing have all been done since these issues were identified. Going forward the contractor will be removing and replacing all of the shingles. The building wrap will be replaced and the shingle spacing will be done properly, the correct nail for the marine environment will be used this time, the correct sill will be installed along with the correct backer rod and sealant. The OPM and architect have been advised to thoroughly inspect this work and record it completely and staff will ensure that this is done.

We are also requiring the metal roof caps be removed and reinstalled per the spec as the contractor made intrusions into the metal cap which was not allowed per the spec. When the siding and the roof caps are done correctly we are confident in the materials being used will hold up well in the coastal environment. Doing this work per the spec will also ensure that all warranties for both the roof and the siding will be valid and enforceable going forward.

As far as other updates go drywall is going up inside and bathrooms are being completed and flooring, painting and finish detail submittals are being reviewed and the project is moving forward. We will continue to update you on the building as it progresses.

Q n A

Q: How can I get fuel assistance?

A: I know that the South Shore Community Action Council offers a fuel assistance program: (508) 747-7575. We recommend looking at their website, first, since their availability may vary during this time. In addition, the state has information on fuel assistance at https://www.mass.gov/service-details/fuel-assistance-program

The Town does offer some assistance with filling out the application. If you need that assistance, please email the Center for Active Living Director at mbratti@townhall.plymouth.ma.us.

Q: Have we postponed the March 31, 2020 Senate Election?

A: The March 31 Senate Election is postponed until May 19, 2020. (As a side note - the local election is still scheduled for Saturday, May 16, 2020 and Town Meeting does not yet have a date/time).

Q: Are there many residents who sign up to get updates that go onto the Town’s website?

A: There are currently 1,825 people subscribed for these updates. The Urgent Alert has 53 new subscribers this month, with 31 added since March 17th.

Q: What can be done for homes on the edge of ponds or water bodies as the water level is rising and homes are being flooded out?

A: The portion that is certainly a Town issue are those that relate to failed or failing septic systems due to this flooding. We do have to pursue that in terms of ensuring that residents are complying with any order to update their sewer system, and the Public Health Department and Building Department can do that. Where this subject becomes difficult is in the reality of talking about who is responsible for homes that were built at low elevations or at the shorelines of ponds/rivers/etc or on cliffs. Based on climate changes and other factors, do these homes have a shelf-life – and does there come a time when they are no longer able to be salvaged? That is a harsh reality that I think everyone wants to avoid saying. But unless someone is willing to spend the dollars needed to save these homes, it’s the truth. People may not be able to afford, or be able to get permitted, the measures necessary to save their homes. We’ve seen this with other properties and it’s heartbreaking, but true.

Q: Can’t the Town lower the level in the pond using Town funds or Town Staff to help all the homes take on less water?

A: Unfortunately, ‘lowering water levels in ponds’ is not something that is typical or natural, thus it would not be easy to get permitted through the state. What Town staff and officials understand is that there are water bodies in Plymouth that are going to rise at different times, depending on what is happening to ground water level, temperatures, sea-level rise, rain, etc. If we begin to seriously consider putting together major engineering projects to lower pond levels to save homes, we are going to have to look at all ponds that could potentially flood homes throughout this whole Town. There will be one side who will make the financial argument that it may be cheaper to take or buy these houses rather than make it so they don’t flood. There’s the other horrible reality that as water levels rise, some of these homes along ponds/rising water areas will no longer be habitable and the Town will condemn them. And finally, there is the position that some of these homes will have to be raised (put on pilings or stilts) at the homeowner’s expense. All these conversations, if they request public dollars, will require public debate and a Town Meeting vote.

Q: I’m a town meeting member and want to start doing my homework for the upcoming town meeting, why can’t I get my hard copy of the Report and Recommendation Book?

A: We are doing everything possible to set an example for our employees and the town and promote employees doing their tasks and providing service to residents, but from their own homes. To assign an employee to go to the Printers to get the books, then bundle the books for mailing, and mail them out, goes against the example we are setting. Some even suggested that Town Meeting members drive to the parking lot of Town Hall where a Town Employee would pass them out. This doesn’t seem prudent as we all exercise the best precautions we can to protect ourselves and others, particularly as we have an online option for Town Meeting members to research the articles. Please hang in there with us while we all get used to this. Go to the Town’s website. Click on “Quick Links” and then go to “Town Meeting Information.” You’ll also find the notice that the Annual and Special Town Meetings have been postponed. So although we don’t yet know the date of Town Meeting, you can study all the backup articles for both the spring and special town meetings. And you can begin to reach out to us with questions if you are so inclined.

Town Meeting Signed Warrants

Annual Warrant

Special Warrant

Report & Recommendations of the Advisory & Finance Committee

Spring Town Meeting Book

Spring Special Meeting Book

FY 2021 Budget Book

Q: I’m hearing that the capital process is not being followed in Plymouth – can you elaborate on this?

A: Capital projects and the process have been an item in many of my Town Managers reports through January and February. All those reports are on line. Below is a particularly relevant one as it speaks to revamping some of the outdated processes in the bylaws and that subject also came up at an Advisory & Finance Committee meeting and I believe we will be working with a small group to make those changes at an upcoming meeting. If you are interested in this subject – please peruse all the latest Town Manager’s reports as they all have relevant information on the capital process. https://www.plymouth-ma.gov/sites/plymouthma/files/news/tm_report.pdf

Q: Why is the Town talking about a potential 30 million dollar override?

A: I would like explain why the override agenda item is on the March 30, 2020 Selectmen’s meeting, especially for the few, but vocal, conspiracy theorists that are out there. I understand it just seems odd for this to be a discussion for the Select Board members at this time – while we are all facing such dire and serious circumstances. Let me explain why it legally needs to be discussed, now.

Current: This potential override question is a 30 million dollar debt exclusion override. This would be for a new fire headquarters sited on town property on Long Pond Road (where the old water barn is located). This is not a capital override or a general operating override – this is a debt exclusion override with a specific purpose that is for a certain length of time (the bonding time for the construction). Last time we did a debt exclusion was the 199 million dollar one for 2 new high schools & new senior center in 2005.

Process: The capital article for Fire Headquarters for the Spring Town Meeting was vetted through the Capital Improvement Committee, heard and voted by the Select Board, presented and voted by the Advisory and Finance Committee. In normal circumstances, the next step would be for a Town Meeting vote by the Town Meeting Representatives and then the Select Board would vote to place it before the voters at the ballot box in May. However, since we don’t know when Town Meeting will take place, the Selectmen are in the odd position of meeting the April 10th legal deadline for deciding if the ballot question should proceed as voted by A&F and be on the Sat May 16th warrant. In order to decide this – they need a LEGAL meeting and an OPEN discussion. That’s what is happening tomorrow night.

Why does an Override Conversation have to take place now: Certainly the Select Board’s decision has become more complicated, not just because of the precarious situation with Covid-19, but because of timing – specifically the unknown date of the continued Spring Town Meeting and the existing local election date that is currently scheduled for Saturday, May 16, 2020. I would like to just repeat – what some may not know is that there is a set number of days prior to an election during which the Selectmen can vote to put a question on the ballot. That 35 day timeframe has not been extinguished or lifted due to existing uncertainties. Thus the deadline is now. Both for purposes of government transparency, AND to meet the legal requirements of Open Meeting Law, a public conversation with a publicly posted agenda item must occur.

Setting aside the existing unpredictability about the spread of the virus, the economy, the health of our residents, and the dates of town elections/town meetings – the need for improvements to our fire stations has not declined and will not go away without local action and funding. The Selectmen can decide to put this question on now, or wait for November, or wait until next Spring. The decision is theirs – the deliberation is public.

Q: What are some of the pros and cons to the Select Board placing the $30 Million dollar override question on the May ballot?

A: This is a very subjective question, but I will try to give you some thoughts and questions that the Select Board may consider when making their decision.

• The Finance Committee & Select Board themselves already voted to pursue a new Fire Headquarters, so should we continue on that trajectory?

• Do we continue to advance the need for a new Fire Headquarter and don’t delay facility progress?

• We may not be able to keep 114 Sandwich St. operating indefinitely, DEP will make us do something to address the contamination that could possibly be very expensive and disruptive – how does that factor into the timing? (We had to shut down Spooner Street 6-months before the new station was ready, thankfully we had the new one in the works.)

• The need doesn’t change by waiting and it won’t get cheaper to wait.

• Put it on now and get the pulse of the public on if they want to do this project.

• Wait, and take more time to have the discussion and educate everyone on why this is important.

• Running the government must continue.

• There may very likely be favorable pricing in the market by moving forward when private construction is slower.

• Is it more helpful to have Town Meeting members weigh in prior to a ballot question, as would traditionally occur?

• Does the existing crisis trump everything at this time?

• Does the legal timeline come into play at all on this? (The Select Board must vote a ballot question at a minimum of 35 days before an election. Once voted, it cannot be removed.)

• By delaying, are we just slipping back into neglecting facilities?

Q: Why do I have to pay a fee to pay my excise tax bill on line?

A: The credit card fees are charged by the credit card company to the bank, Unibank. That is how credit card companies make their money. What is different about a municipality is that cities and towns cannot then charge all the taxpayers those fees. It is simply not legal. Therefore, for the convenience of a taxpayer to use their credit card they have to pay the fee directly to the credit card company. Taxpayers also have the option to pay with their checking account / ACH, for a fee of $0.25.

Many people do not realize that most businesses absorb these fees for their customers. Credit card transactions usually cost merchants between 1.5% – 4%, per transaction. Cities and towns, however, cannot absorb and spread those costs out to all taxpayers, for the benefit of the few who are incurring the fee for the convenience of the service.

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This press release was produced by the Town of Plymouth. The views expressed here are the author’s own.