On March 10, Governor Charles D. Baker declared a state of emergency in the Commonwealth due to the outbreak of the novel coronavirus (COVID-19). Pursuant to my authority contained in M.G.L. Ch. 39, §§ 15 and 17 to regulate the proceeding and preserve order at town meeting, I adopt this Public Health Protocol for the Annual Town Meeting to be held on June 22 at 6:30 p.m. with check-in open at 5:30 and a rain date of June 24. My objective is to implement all reasonable and prudent measures to protect the health of participants, while simultaneously preserving the deliberative nature of town meeting. I have developed these measures in close consultation with the Manchester Board of Health. At its meeting on June 11, the Board voted to endorse this protocol.
Scientists and public health officials are in accord that outdoor locations are safer than indoor. For this reason, in consultation with the Board of Selectmen as well as the Board of Health, we have decided to hold the meeting on the Hyland field at the Manchester Essex Middle High School. This will allow individual chairs and pairs of chairs for members of the same household to be spaced 10 feet apart with seven ten-foot aisles for movement within the meeting. This includes a safety margin beyond the six-foot separation recommended by the Centers for Disease Control and Prevention (CDC) and the Massachusetts Department of Public Health (DPH).
I strongly urge all participants to wear a mask or other face covering, especially while checking in and leaving the meeting, except for those who are unable to do so due to a medical condition. Not everyone who has COVID-19 is symptomatic. Wearing a face covering reduces the risk of transmitting the virus to others: each of us has a responsibility to protect our neighbors. Participants should continue to wear masks during the course of the entire meeting, except when they are recognized to address the voters. On May 1, Governor Baker issued COVID-19 Order No. 31, requiring any person over age two, whether indoors or outdoors, and unable to maintain a distance of 6 feet from every other person to wear a mask covering the mouth and nose, except when prevented due to a medical condition or otherwise exempted by DPH. Both CDC and DPH have advised people to wear face coverings when they are out of the home and may be in close proximity to others. While other provisions of this Protocol are intended to maintain at least six-foot separation between participants, there remains the potential for closer encounters. Face coverings provide an additional layer of protection.
Participants are encouraged to arrive early since the check-in process will be slower than usual; early arrivals will help to reduce bottlenecks and crowding. Check-in will begin at 5:30 p.m. There will be two check-in stations, one near the refreshment stand and the other near the entrance to the school at the traffic circle. When voters arrive, volunteers will direct them to the two entrances, dividing the number as equally as possible between stations to minimize wait times.
There will be signs at each station listing the symptoms of COVID-19 and strongly urging anyone experiencing any of those symptoms not to attend.
While waiting in line, voters should wear masks and maintain separation of at least 6 feet from the check-in volunteers and from other voters, except for members of their own households. Markings will be placed on the ground at each station showing six-foot separation. There will be a police officer at each station to help maintain appropriate distancing. There will be extra masks available for anyone who lacks one.
Volunteers at check-in stations should be recruited from populations at lower risk of infection to the extent practicable. They should be wearing gloves, face coverings and eye protection (glasses or face shields). Hand sanitizer should be available at each station.
When issuing voting handsets and handouts, volunteers should place them on the table and voters should pick them up, while maintaining six-foot separation between each other. Volunteers should not contact voters by placing the handsets or handouts in their hands. In the event of inadvertent contact, both the volunteer and the voter should use hand sanitizer.
The Town is delivering packets containing the Finance Committee Report and all other materials required for the meeting to all households well in advance of the meeting. The purpose of delivery is to minimize the number of pieces physically distributed at the meeting itself. This will help protect both voters and volunteers. There will be additional packets available at the meeting, as required by the Town’s General By-law, but I urge residents to bring the packets they receive at their homes.
There will be seven microphones, one at the west end of each aisle. Each will be covered with a disposable plastic hood. A voter who wishes to speak should go to the stationary microphone at the front of the aisle nearest her/his seat and, if someone is already at the microphone, wait at least 6 feet away from that person. When that person leaves, wait for a volunteer to change the plastic hood and adjust the height of the microphone. When the volunteer steps away, then go to the microphone. Voters should not touch the microphones. Wait to be recognized, then give the meeting your name and address. Speakers must limit their remarks to two minutes or less.
We will vote electronically as we have at recent town meetings. We have tested the voting system and found that it works throughout the football field. All votes will be taken electronically. If the electronic voting system should fail, votes will be taken by show of hands, either estimated by the moderator or, if there is any doubt at all, counted by the tellers.
The bathrooms are located near the refreshment stand and will be open and provided with hand sanitizer. Voters should use hand sanitizer before returning to the meeting.
After the meeting dissolves, I will ask voters to remain in their seats and leave only when their row is called. This will help to minimize crowding at the two limited exits and maintain safe distancing
June 11, 2020
Alan Wilson
Town Moderator
