200506 COVID-19 Task Force AGDThe Corporation of the Town of Tillsonburg
COVID-19 Task Force Meeting
May 6, 2020
9:00 a.m.
Electronic Meeting
AGENDA
1. Roll Call
2. Call to Order
3. Adoption of Agenda
Proposed Resolution #1
Moved by:
Seconded by:
THAT the Agenda as prepared for the COVID-19 Task Force meeting of May 6,
2020, be adopted.
4. Adoption of Previous Minutes
Proposed Resolution #2
Moved by:
Seconded by:
THAT the Minutes as prepared for the COVID-19 Task Force meeting of April 29,
2020, be adopted.
5. Disclosures of Pecuniary Interest and the General Nature Thereof
6. General Business & Reports
6.1 Communications
6.1.1 Social Media Discussion
6.1.2 Did You Know Series
6.1.3 Town Services Missing
6.1.4 Trail and Park Opening Clarification
6.2 Circulate Local Company Announcements
6.3 Mental Health
6.4 Volunteer Outreach Group Discussion
6.5 Personal Protective Equipment Donation Campaign
7. Round Table
8. Next Meeting
9. Adjournment
Proposed Resolution #3
Moved by:
Seconded by:
THAT the May 6, 2020 COVID-19 Task Force meeting be adjourned at _____ a.m.
The Corporation of the Town of Tillsonburg
COVID-19 Task Force Meeting
April 29, 2020
9:00 a.m.
Electronic Meeting
MINUTES
Present: Deputy Mayor Beres, Abbie Boesterd, Karen Devolin, Emma Dew, Councillor
Deb Gilvesy, Roxanne MacMillan, Joe McGuire, Larry Scanlan, Merley Wheaton.
Staff: Michelle Smibert, Clerk; Colleen Pepper, Marketing and Communications Officer;
Laura Pickersgill, Legislative Services Coordinator
Regrets: Councillor Chris Rosehart
1. Roll Call
2. Call to Order
The meeting was called to order at 9:03 a.m.
3. Adoption of Agenda
Resolution #1
Moved by: Deb Gilvesy
Seconded by: Karen Devolin
THAT the Agenda as prepared for the COVID-19 Task Force meeting of April 29,
2020, be adopted.
Carried
4. Disclosures of Pecuniary Interest and the General Nature Thereof
There were no disclosures of pecuniary interest declared.
5. General Business & Reports
5.1 Election of Chair and Vice-Chair
Resolution #2
Moved by: Dave Beres
Seconded by: Karen Devolin
THAT Councillor Deb Gilvesy be nominated for the role of Chair.
Carried
Resolution #3
Moved by: Joe McGuire
Seconded by: Merley Wheaton
THAT Karen Devolin be nominated for the role of Vice Chair.
Carried
5.2 Meeting dates and time
The group determined that meetings will be held electronically every Wednesday
morning at 9:00 a.m. until further notice.
5.3 Suspension of Development Charge Fees
Deputy Mayor Beres provided an explanation of development charge fees.
Resolution #4
Moved by: Deputy Mayor Beres
Seconded by: Karen Devolin
THAT Staff provide a report to Town Council outlining implications and advantages
of recommending the suspension of development charge fees until July 2020.
Carried
5.4 Circulate Local Company Announcements
A discussion was held regarding the sharing of announcements and providing more
information to the public on initiatives and services that are available during this
pandemic that local businesses, companies and organizations are providing. It was
noted that the BIA has the “Love My Downtown” campaign on right now where
individuals can add a frame around their Facebook profile picture advertising to shop
local. This was suggested as a potential idea for a future initiative.
Members were encouraged to provide their ideas on this initiative to share at the
next meeting.
It was suggested that information needs to be made available to all of the
Tillsonburg demographics, including those individuals who are not online.
Discussion was held regarding the importance of having information easily available
for residents.
Colleen Pepper indicated that municipal communicators are meeting through the
Association of Municipalities of Ontario (AMO) to share best practices. In general,
tasks are changing from initial crisis response to support and recovery planning.
It was noted that Stonebridge and the Town of Tillsonburg Recreation Department
have online recreation workshops available that could be promoted by way of this
Task Force.
The following resolution was passed:
Resolution #5
Moved by: Karen Devolin
Seconded by: Joe McGuire
THAT to support “human connections” during this pandemic, the Task Force ask
RCP to provide for ideas as it relates to unique programming given the
circumstances and to connect with Station Arts on this matter and to share this idea
with other stakeholders that offer programs.
Carried
5.5 Mental Health
Laura Pickersgill will circulate an existing list of local mental health resources
available that was sent from a member on another Tillsonburg Advisory Committee.
Members were asked to review the list and provide information at the next meeting
of any additions/amendments to that list.
It was mentioned that many local youth citizens could be experiencing mental health
issues especially those in graduating classes who may have graduation ceremonies
and proms being cancelled/postponed. It was suggested that information on
available resources, solutions for deferring these events to a later date need to be
pushed out further to this demographic.
6. Current Communications Protocol
Colleen Pepper provided an overview of the Town’s Current Communications
Protocol.
7. Round Table
Karen Devolin mentioned that many community organizations are in desperate need
of personal protective equipment. Members were asked to send any information of
companies/individuals that have personal protective equipment to Laura Pickersgill
for discussion at the next meeting. It was suggested that this list could be sent out
to local manufacturers and the local hospital for their information.
Abbie Boesterd will provide information at the next meeting on the personal
protective equipment donation campaign happening currently in Oxford County.
8. Items for Next Agenda
Volunteer Outreach Group Discussion
Survey on Current Town facilities/operations
Communication Ideas
9. Next Meeting
Wednesday, May 6, 2020 at 9:00 a.m.
10. Adjournment
Resolution #6
Moved by: Merley Wheaton
Seconded by: Karen Devolin
THAT the April 29, 2020 COVID-19 Task Force meeting be adjourned at 10:44 a.m.
Carried
COVID-19
Communication
Options
Colleen Pepper | Marketing & Communications
May 6, 2020
2
Overview
•Update
•What other municipalities are doing
•Our challenges
•Communication options
3
Update since last week
•Mayor will be speaking via Facebook Live at
3:00 p.m. today
•He will be giving a brief update and then
responding to questions received via email
•Promoted the opportunity on website, Facebook,
Twitter and in Mayor’s Daily Bulletin yesterday
4
Other Municipalities
“Stick to your knitting” Approach
•Emphasis is on their own information
•When there isn’t any new local information, there
is no update and frequently ‘radio silence’
5
Other Municipalities
Examples of “Stick to your knitting” Approach
•Norfolk County – Minimal updating; detailed info
on three phase recovery plan (PDF)
•Oxford County – includes only County program info
and ‘off ramp’ to county partners
•Ingersoll – ‘scroll for days’ one page, by department
•Woodstock – updates organized by department;
FAQ by department
6
Other Municipalities
Challenges of “Stick to your knitting” Approach
•Community is on their own to navigate the daily
news
7
Our current approach
Information Hub
“We connect people with information”
8
Our current approach
Information Hub
1.Program/Facility changes
2.Support the lead agency (Public Health)
3.Share other information that’s relevant to Tillsonburg residents and businesses
•Organized by user need not departmental silo
4.Quite comprehensive, one-stop-shop
9
Our current approach
Advantages of Information Hub
1.Getting really good results
2.Predictable – people have learned when we’re
communicating and staff know what’s coming
3. Comprehensive yet respects who the subject
owners are (i.e. links to source)
10
Our current approach
Challenges of Information Hub
1.Time consuming as it needs daily feeding
2.Some days we’re sharing more information from
others than ourselves
3.Very limited window to deviate or accommodate
other communications needs (impact as we move
into recovery phase)
11
Potential new approach
“B.O.B.”
“We connect people with best
information in bite-sized chunks”
12
Potential new approach
What is B.O.B?
1.“Best of the best” model – hybrid approach
2.No set format; can call in ‘requests’
3.Quality not quantity
4.More social media
13
Potential new approach
Advantages of B.O.B?
1.Flexible and adaptable
2.Allows us to shift energy to channels that make
the most sense for the content
3.Could allow for time to be allocated to other
projects as recovery progresses
14
Potential new approach
Challenges of B.O.B?
1.Lack of structure and predictable
content/schedule for public
2.Requires more graphics and visual presentation,
not just links
3.Every day is a new adventure
15
Potential new approach
Example of B.O.B?
1.1 Mayor’s bulletin a week
2.One video a week
3.Lots of bite size chunks on social media
Oxford County Walk-In Counselling
COVID-19 Response
Oxford County Walk-In Counselling is a dedicated collaboration of local agencies that are committed to
offering accessible and free Walk-In Counselling and Intake across Oxford County. Each agency has their
own delivery of Walk-In service; however each partner has remained dedicated to offer Walk-In
Counselling & Intake in a new way during the COVID-19 pandemic in order to ‘flatten the curve’ and to
promote social distancing. Each agency is now offering Walk-In Counselling & Intake via pre-booked
telephone appointments. Please refer to each agency’s booking process below:
AGENCY BOOKING PROCESS
To reach ADSTV for Services or Intake, call
519-673-3242
Information & Intake Support – ext 222
To reach CMHA for Walk-In Counselling, call
1-800-859-7248 x 210
Sessions will be available via telephone from
Tillsonburg and area: Mondays 12:00 p.m. – 7:00 p.m.
Ingersoll and area: Tuesdays 3:00 p.m. – 7:00 p.m.
Woodstock and area: Saturdays 11:00 a.m. – 3:00 p.m.
To reach OCCHC for Walk-In Counselling, call
519-539-1111 x 207 OR x 201
Sessions will be available via telephone from
9:00 a.m. – 11:00 a.m. on Wednesdays
To reach Wellkin for a Walk-In Counselling session, call
1-877-539-0463
Sessions will be available via telephone
Monday thru Friday
To reach Woodstock Hospital for Walk-In Counselling, call
519-421-4223
Sessions will be available via telephone from
12:00 p.m. – 6:00 p.m. on Thursdays
Created by Oxford youth in
partnership with Wellkin, the Youth
Engagement Advisory Hub (The
Hub) is a space dedicated to youth
wellness. It’s a place to connect with
peers, and to learn about resources
and supports in your community.
*As part of the precautions taken
by Wellkin in response to COVID-19,
we are temporarily providing an
online alternative for this space!
• A virtual “drop in” space to connect with
supportive staff and other youth through Zoom
• Information on supports related to mental health,
employment, housing, addiction, and more
• A structured wellness activity each
week that you can participate in
Dates | May 7 – August 27, 2020
Time | Thursdays 3:30–5:30pm
To join | Eventbrite registration links
are located on our website
When and where you can access
What you can expect
Youth aged 13–25 years, in Oxford & Elgin counties
Who can access The Hub
To see our calendar of events, and
learn more about the Hub, check out:
ONLINE*
wellkin.ca/the-hub
The Hub is made possible by The RBC Future Launch
Community Challenge, which is supported by the
RBC Foundation and Oxford Community Foundation.
your suppliescould save lives
They need personal protective equipment
(PPE), so they can continue to care for,
and protect our community members.
What’s needed?
• Face masks - surgical masks /
procedural masks / other types
• Disposable isolation gowns
• Shield masks & headbands / goggles
• N95 masks & filters
• Latex-free gloves
unopened packages preferred
• Hand sanitizer
• Cleaning agents and disinfectant wipes
How to donate?
There are two ways to donate: drop-off or pick-up.
DROP OFF:Woodstock | 377 Mill St.
Oxford County Paramedic Services
Blue drop-off bin. Please use back entrance off
Sales Dr. (accessed via Parkinson Rd. or Juliana Dr.)
Ingersoll | 29 Noxon St.
Alexandra Hospital Ingersoll
Drop-off bin located at the east, rear loading
dock at the hospital. 8 a.m. - 3 p.m. (Mon-Fri)
Tillsonburg | 167 Rolph St.
Tillsonburg District Memorial Hospital
Yellow drop-off bin located across the street from the
hospital, in front of the staff parking lot.
ARRANGE A PICK-UP:
Let us know your address and the quantity/type
of items, and we will arrange a pick-up.
For either option, please contact us in advance.
Email: donations@oxchc.ca
Call: 1-800-755-0394, ext. 3550
Front-line healthcare
workers in Oxford
need your help
HELP PROTECT OUR HEALTHCARE WORKERS
PLEASE DONATE TODAY A message from oxford’s healthcare partners
525 University Avenue, 5th Floor, Toronto ON, M5G 2L3
A new process and ordering system to consistently address urgent requests for Personal
Protective Equipment (PPE) across the West Region has been launched.
Supply chain partners in the Erie St. Clair, South West, Waterloo Wellington, and Hamilton
Niagara Haldimand Brant geographic areas have come together to develop a centralized
warehouse and distribution system to effectively receive and distribute PPE supplies across the
West Region. This is based on a hub and spoke model, and a virtual warehouse.
The virtual warehouse platform is a unique and innovative first in Ontario that centralizes data
from multiple systems and provides a more truthful and transparent picture of the regional
supply system. This helps the supply chain partners better track current PPE supplies and daily
usage with near real-time information.
Built around this virtual warehouse is a physical warehouse and distribution system that ensures
we are ready to receive and send PPE supplies to providers across the West Region in a timely,
consistent manner based on allocation directives and best practices. This system involves a
centralized warehouse in London, funneling supplies to several hubs in each geographic area.
With this system in place, an online order form has been developed for all urgent PPE requests
for acute and non-acute providers. The order form can be found here. From there, select your
area and click on the “Urgent Pandemic Supply Form” button to complete and submit your
request.
Please note the updated escalation process for PPE supplies below, and begin using this process
immediately. Please do not reach out to the previously listed email addresses as they will not be
monitored:
1. PPE Stewardship - All providers should continue to practice PPE stewardship following your
internal PPE policies. We all must ensure we are using PPE in alignment with clinical
guidelines, and develop strategies to reduce the unnecessary use of PPE. For current
evidence-informed best practices, refer to the Public Health Ontario’s ‘Updated IPAC
Recommendations for Use of Personal Protective Equipment for Care of Individuals with
Suspect or Confirmed COVID-19’
2. Source Locally - All providers must continue to try and source supplies and equipment
through their normal channels and partner amongst each other to secure supplies.
3. Urgent Circumstances – Providers should escalate to the area hub closest to them by
completing the urgent pandemic supply form. When completing the form, please have the
following information available: number of days of PPE on hand, number of patient/resident-
facing staff requiring PPE, number of non-patient/resident-facing staff requiring PPE.
2
4. Provincial Escalation - Should the area hub be unable to secure the items locally, the order
will be escalated to the Ministry’s Emergency Operations Centre (MEOC) in accordance with
Ministry directives.
For providers with an existing relationship with a supply chain organization, please continue to
order non-urgent supplies through your usual process.
Ontario Health West Region is committed to addressing the need for valuable PPE across the
region and will keep all stakeholders updated on important information, new developments, or
changes to this process.
Thank you for your continued dedication to patients and families, and willingness to work
together on innovative solutions during this unprecedented time.
Urgent Request (less than 3 days supply) for clinical PPE received by Hub via Smartsheet or EmailIs the request from a sector of care, per the Ontario West Region Allocation Advisory Committee directive (see below)?Fill partial order for 3 days of supply from donated stock for all requestors on a first come, first serve basisYesThe Ontario Health West Region Allocation Advisory Committee has decided that urgent PPE requests from organizations in the following sectors should receive the requested products, as available and in accordance with the allocation framework:Aboriginal Health Access Centre, Acute (Hospitals), Ambulance Services (Emergency Medical Services), Assisted Living, Community Living, Community Service Agency, Homecare Service Provider, Local Health Integration Network, Long‐Term Care Home, Mental Health and Addictions, Non‐Acute Pharmacy, Post‐Acute Rehab, Complex Care and Continuing Care, Primary Care Community Health Centre, Primary Care (Blended Salary Model, Fee‐For‐Service, Family Health Group, Family Health Network, Family Health Team), Primary Care Walk‐In Clinic, Public Health Unit, Residential Hospice, Retirement Home, Supportive Housing Unit, Third Party Service ProviderRequest should be filled from any organization that is “currently dealing with a COVID outbreak” or “in quarantine”Communicate back to requestor that they need to request full/partial order through MEOC order formIs the organization currently dealing with a COVID outbreak or in quarantine?NoCan a 3‐day supply be filled/partially filled from donated supply of PPE?NoYesFill complete order for 3 days of supply from donated stock for all requestors on a first come, first serve basisYesClinical Personal Protective Equipment (PPE) Decision‐Making Process – Elgin and Oxford Hubs MEOC Order Form: https://app.smartsheet.com/b/form/4a072d7bb51d48cdbccdd1cbb473a7bcSee list of examples of organizations in Elgin and Oxford that may request PPE1. All providers should continue to practice PPE stewardship, following their internal PPE policies. The system must ensure we are using PPE in alignment with clinical guidelines, and develop strategies to reduce the unnecessary use of PPE.2. All providers should continue to try and source supplies and equipment through their normal channels and partner amongst each other to secure supplies.3. Providers should escalate to the area hub closest to them by completing the urgent pandemic supply form. Should the area hub be unable to secure the items locally, the order will be escalated to the Ministry’s Emergency Operations Centre (MEOC). Can a 3‐day supply be filled from provincial supply chain?NoLast Updated: April 27, 2020Fill orderYesNoYes