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HomeMy WebLinkAboutMINUTES - 04122005 - C.69 • TO: BOARD OF SUPERVISORS Contra FROM: Gayle Uilkema, Supervisor District 2 Costa DATE: April 12, 2005 County SUBJECT: Pilot Project: Safety Package for Emergency Response SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION DATIC}N�S): 1. ACCEPT the following feasibility plan report on the Safety Package for Emergency Response pilot project, 2. ACKNOWLEDGE actions completed to date, and 3. DIRECT the committee to continue with implementation of the pilot project. FISCAL IMPACT: It is anticipated that the cost of the pilot project will be covered by funds raised by private partners. BACKGROUND/REASON(S) FOR RECOMMENDATIO On November 30, 2004 the Board of Supervisors directed the County Administrator's Office and the Health Services Department, in cooperation with the District 11 Supervisor and other County departments to explore the development of a safety package for senior citizen prescriptions and medical information that can be made readily available to seniors in the event of a disaster or evacuation. The proposed pilot project is to conduct a study of the viability of an evacuation "Safety Pack" bag. The small bag would include three days of medications for seniors to keep in their home near a designated exit in case of a required emergency evacuation or hospital trip. In previous evacuations in other parts of the Country, unprepared seniors arrived at emergency shelters unsure of the medication/dosage they required. The objective of this pilot project is to increase awareness and encourage communities to enhance citizen preparedness and independence in the event of a disaster. CONTINUED ON ATTACHMENT: YES SIGNATURE: .................. " F IDNNNi RECOMMENDATION OF COUNTY ADMINISTRATOR NBOAR NDA NCOMMVITTEE APPROVE OTHER SIGNATURE(S): 4 1 ACTION OF BOARD ON WWR fl olOTC- APPROVE AS RECOMMENDED OTER VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN UNANIMOUS(ABSENT*hot) AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. AYES: NOES: ABSENT: ABSTAIN: ATTESTED i C� 900S CONTACT: Dorothy Sansoe 5-1009 JORN SWEETEN,ULTRK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR CC:District 11 CAO BY DEPUTY Page 2 of 2 A pilot project committee was formed which included the following staff: Supervisor Uilkema, Steve Dexter, and Mary Rose from District 11; Dorothy Sansoe, County Administrator's Office; Patricia Pava, Sheriffs Emergency Services Division; Nhang Luong, Area Agency on Aging; Dan Guerra, Julie Freestone and Kate Fowlie, Health Services. This committee has been exploring the development of an emergency safety pack which will hold a three day supply of medicine in an easily recognizable bag which a senior can grab on their way out during an emergency evacuation or a disaster. Supervisor Uilkema recognized the need and opportunity to utilize the talents and efforts of the Rossmoor community to develop a successful project that would ultimately be available Countywide. A Rossmoor Contact Team (Contact Team)was selected from the members of the committee to meet with representatives from Rossmoor. Meetings have been held with representatives from the Rossmoor community, including the Rossmoor Emergency Preparedness Committee and the Golden Rain Foundation Board. The Contact Team has made presentations to Rossmoor representatives who have indicated their support for the effort. The Medical System Commitment Team was formed to assess and obtain commitment of local community medical system pharmacies. The team met with representatives from Kaiser Permanent and Longs Drug Stores to discuss their collaboration with and support of the project. The objective of the meetings was to garner support and sponsorship by local pharmacies for the pilot project. The Products Components Team was formed to determine safety package product components. This team has researched the types of bags available including size, shape, materials, cost, imprinting, pill containers, labels and hooks. The estimated cost for materials and distribution remains under study. The first goal of the Safety Pack bag distribution implementation pilot project is to have 50% of the seniors hanging the product in their home by December 31, 2005. Rossmoor Commitment The first step was for members of Supervisor Uilkema's Feasibility Study Task Force to update and brief members of the Rossmoor Emergency Preparedness committee and the Golden Rain Foundation Board of Directors, along with the residents of Rossmoor. A commitment from the Emergency Preparedness Committee and the Rossmoor community was sought during the pilot project phase to assist in critiquing the bag design, contents, suggested location and other matters pertaining to the emergency medication bag. Supervisor Uilkema received the support of Rossmoorians for the pilot project in their community. Partner Commitment Kaiser Permanente has committed to funding $1,000 for the initial phase and is considering further contributions. Longs Drug Stores has committed to provide in-kind support services and is considering a funding commitment. In addition, American Medical Response and Contra Costa Fire have given this project their support and will provide training to their staff. Please see the attached documents for further details. Executive Summary March 30, 2005 This Preliminary Feasibility Report provides the County of Contra Costa (the County)with the information needed to evaluate the benefits of the proposed Safety Package Pilot Project Feasibility Study. The report includes, for the Pilot Project only, an Action Plan and an Evaluation Plan for the initial study in the Rossmoor community. Projected costs are also included in this report. The purpose of this pilot project is to test the viability of a voluntary program for seniors and other residents in which the individual would keep a three day supply of medication in a standardized container in a specific location that could be quickly accessed in the event of an emergency evacuation. Based on work performed and a variety of meetings held by the County Feasibility Study Team with the Rossmoor stakeholders, the initial study phase of the Safety Package Pilot Project appears feasible. The Golden Rain Foundation Board of Directors voted unanimous approval of this project on January 27, 2005 indicating a high level of commitment. Further, the same day, the Board of Directors of the Rossmoor Emergency Preparedness Committee also voted approval and formed the Rossmoor Emergency Preparedness Subcommittee (REPS). In addition, the two initial preliminary test groups, Eagle Ridge Homeowners Group and Waterford Congregate Care have endorsed the study. The Rossmoor Public Safety Department, American Medical Response and Contra Costa Fire have supported this project. I Kaiser Permanente has committed to funding $1,000 for the initial phase and later in 2005 will review their budget for another contribution. A future meeting is scheduled to discuss the project with John Muir Medical Center staff. John Muir is in the process of acquiring the Rossmoor Medical Center. Longs Drugs is not yet certain they will help to fund this pilot project, but is willing to partner in other ways to assist. Ongoing fund raising will continue to be required. As part of the study, The County Feasibility Study Team and REPS determined this self help program only requires a bag, a card insert for users to write the prescription name, dosage and times taken each, along with their name and a few plastic baggies to hold the pills. A sticker could be made available to attach to the bag to alert emergency personnel to medication requiring refrigeration. Since this is a pilot project feasibility study, changes could occur to the Action Plan, Promotion and Distribution Plan and an Evaluation Plan for the initial study in the Rossmoor community in response to this undertaking. It is the County Feasibility Study Team's desire to create a plan that facilitates a successful project that would ultimately be utilized Countywide. SAFETY PACKAGE PILOT PROJECT ACTION PLAN March 30, 2005 Backgroun(J. Supervisor Gayle B. Uilkema proposes a pilot project regarding studying the feasibility of a self-help safety medication evacuation package that would subsequently be available to others in Contra Costa County. The Rossmoor community has in place an emergency self-help evacuation plan for the past several years, operated through volunteer efforts of the Rossmoor residents. The development of a Safety Package Pilot Project for senior citizens with prescriptions and medical information is intended as a complement to those efforts. Contra Costa County's mission requires protection of the health, safety and welfare needs of our residents. As a nation we have been faced with disasters that compromised our citizens and rescuers alike to maintain the goal of 3-days of independent resources during a crisis. To that end, lessons have been learned over the years that have increased awareness and allowed communities to enhance citizen education on preparedness and independence in the event of a disaster. In the most recent Hurricanes in Florida, rapid evacuation of thousands of seniors to shelters created a secondary challenge to determine what daily medications were needed and access to those resources. Too often the seniors arriving at the shelters were unsure of the medication and dosage they required, hence creating a further challenge for the caregivers and medical personnel in these limited housing environments. Supervisor Gayle B. Uilkema hearing of this challenge recognizes a need and an opportunity to utilize the talents and efforts of the Rossmoor community to develop a successful project that would ultimately be available Countywide. Chall ■ In the unfortunate event of a disaster which may include evacuation, the Rossmoor seniors may be required to leave their homes quickly without time to adequately gather their important daily medications. Further, should they arrive at a shelter, they need to be able to have access or recall all of the necessary medications or other personal supplies for up to 3- days. Purpose: ■ The purpose of this pilot project is to test the viability of a voluntary self-help program for seniors and other residents in which the individual would keep a three day supply of medication in a standardized container in a specific location that could be quickly accessed in the event of an emergency evacuation. This project must include aspects that are simple to initiate, supported through designated community outreach programs, and is clearly developed with private resources resulting in little or no cost to the County. 1 Objectives: 1. Report to the Board of Supervisors the feasibility and cost estimates of the pilot project by April 12, 2005. The feasibility study will include: a.) Commitment level of the Rossmoor community to participate in the pilot project; b.) Desire of a local pharmacy(s) and community medical system to support both in practice and financial sponsorship. 2. Establish partner(s)to fund the pilot of$5,000. to include product development, production of flyers/education tools, and at least 2 public presentations to the Rossmoor/Golden Rain community leaders by March 15, 2005. 3. Secure at least one local (Walnut Creek, CA) Pharmacy willing to partner in the pilot through education, stickers, supplemental medication bottles, or other value added services by March 15, 2005. 4. Establish a key contact within the Rossmoor/Golden Rain Foundation to strategize avenues to implement the pilot project with a goal 50% of the seniors hanging the product in their home by December 31, 2005. 5. Identify and understand current public and private programs and/or services within the county that can be a conduit for education, supplies and follow-up by June 1, 2005. 6. Create a cost-efficient solution for on-going sustainability, effective updating/restocking (similar to the smoke alarm batteries at the semi-annual time change) and project growth to 70% of the residents within Rossmoor by March 15, 2006. Evaluation: • Develop a methodology to determine the number of bags distributed. Further, through a follow-up survey or another mode of communication to be determined, measure the number of residents who added the 3-days of medication and hung them as specified. ■ Together with community partners, meet monthly to evaluate the marketing and community out reach activities in accordance with the objectives. ■ Identify barriers to the program that discourages seniors from engaging in the program or restocking with new medications. • Through input from program participants and community partners, identify aspects of the program that require change. ■ Following the first year of the project evaluation, identify the opportunity to expand the program to other communities within Contra Costa County. 2 i Resources: ■ Community partners to sponsor product purchase, marketing, education, distribution and ongoing geographic program expansion. ■ Determine a specific product/vendor, quality and expenses for logo's, etc. ■ Monthly leadership workgroup to evaluate and expand pilot project. ■ Track county staff time/cost utilized to develop, implement and foster project. SafetyPackage �Prot Project Action Pian Pilot Project Plan objectives Timeline Persons Comments PHASE I B of S Report Team 1. Report to the Board of supervisors the feasibility and cost estimates of the pilot D Sansoe Request extension of original ro'ect. Feasibilitystud to include: Aril 5, 2005 GBU 60 day time limit Rossmoor Contact Team a.)Assess level of commitment by the N Luong Rossmoor community to participate in the M Rose Prepare speaker talking points ilot ro'ect; GBU Prepare press release D Guerra Tentative date A Johnson 9:00 am M Rose Present concept at monthly i. Golden Rain Foundation (GRF) Board January 27, 2005 GBU board meeting D Guerra Tentative date A Johnson 9:00 am M Rose GRF administration at board ii.) GRF Administration Januar27, 2005 GBU meeting A Johnson iiia Rossmoor Emergency Preparedness 9:00am M Rose Address REPC at monthly Committee REPC February 7, 2005 GBU meeting iv.} ID possible volunteers to assist N Luong Other clubs, individuals,faith (Veterans, club leaders, etc. February 2, 2005 M Rose based community, etc. v.) Prepare a brief report update of February 10, M Rose results. 2005 D Guerra 3 . . . . 4 Pilot Project Plan objectives Timeline Person(s) Comments ii.) Decide on inserts inside bag, including survey & county contact information, medicine containers, medical information J Freestone enclosed, instruction sheet, flyers, &any N Loung other items (stickers). February 7, 2005 L Mueller Keep_it simple,easy to use J Freestone iii.) Choose recommended placement of N Loung bags in home (hook required?, over hinge?). February 7, 2005 L Mueller County Council to review 2c.) Prepare summary report of project EMS providers must be information to include: educated to use Team members to email information to S Dexter so he is able to prepare a detail costing i.) Project cost estimates. February 7, 2005 S Dexter report. While it is not a precise estimate, it appears 60 hours of J Freestone County staff time have been N Loung expended in program ii.) Prepare a brief report update of results. Februa!y 7, 2005 L Mueller development. Rossmoor Contact Team 2d.) Schedule at least 2 public presentations to the Rossmoor/Golden Rain Present key points and procure community leaders. January 27, 2005 GBU office commitment. D Guerra A Johnson Address EPC at monthly L) Rossmoor Emergency Preparedness 9:00am M Rose meeting- 1st overview Committee (EPC) meeting Februa!y 7, 2005 GBU presentation ii.) Meet with EPC as initial focus group- I 2na Monthly EPC meeting our D Guerra group will attend. Need see bullets below for list of questions A Johnson prototype bag, inserts&list of prepared by the Product Components Team 12:30pm M Rose questions to show to to utilize at this meeting. March 8, 2005 N Luong participants for comments Product Com onents Team J Freestone • Prepare a list of questions for February 25, L Mueller product analysis by focus group 2005 N Luong • Prepare list of key benefits (selling J Freestone points) regarding the safety bag February 25, L Mueller for the focus group 2005 N Luong • Prepare list of any other questions/ information the Product J Freestone Components Team requires February 25, L Mueller from focus group meeting 2005 1 N Luong 5 Pilot Project Plan Objectives Timeline Person(s) Comments CC results &answers from N Luong meetings regarding list of M Rose questions to Product iii.) Prepare brief report of results. March 10,2005 GBU Review Components Team Pharmacy Partner Team 3). Secure at least one local (Walnut Creek, CA) Pharmacy willing to partner in the pilot and commit to longer term project through education, stickers, supplemental medication bottles, or other value added services, then prepare brief report of results. D Guerra S Dexter L Mueller 0 Kaiser Hospital_ February 7, 2005 P Pava Kaiser contact Kit Niemeyer D Guerra Patricia has a contact at Long's S Dexter Drug store. She will initiate a L Mueller meeting prior to 2/1/05. Also to ii.) Longs Drug February 7, 2005 P Pava initiate contacts at Kaiser D Guerra S Dexter L Mueller iii.) Identify other_pqssible supporters February 7, 2005 P Pava Rite Aid 4. Establish a key contact within the Establish a plan for Rossmoor Contact Team to meet with the Rossmoor/Golden Rain Foundation to Rossmoor project stakeholders, strategize avenues to implement the pilot December 1, presenting draft plan of action project with a goal 50% of the seniors 2005 for 50% for distributing and promoting hanging the product in their home. goal M Rose pilot pr9ject bags. Marketing Team J Freestone 4a.) Strategize and prepare draft timeline to February 25, N Luong promote pilot proj ct in Rossmoor. 2004 M Rose 4b.) Create draft plan of action for J Freestone distributing and promoting pilot project bags February 25, N Luong in Rossmoor. 2004 M Rose Rossmoor Contact Team 4c.) Schedule meetings, seek input, obtain One prelim approval &finalize the plan of action for meeting with EPC distributing and promoting pilot project bags subcommittee GBU staff to schedule meeting in Rossmoor from community leaders. March 8, 2005 M Rose with Rossmoor contacts. D Guerra ii.) Seek GRF Administration comments & Schedule after A Johnson Rossmoor Emergency approval of draft distribution & promotion BoS approves M Rose Preparedness Subcommittee e%# plan. I pilot proje%,L N Luong (REPS)to approve 6 , . . ' 7 r ► EVALUATION PLAN Pilot Project Plan-Evaluation Timeline Persons Comments 1. Develop a methodology to determine the success of the program. Resulting document to include: a.) Create a follow-up survey or another mode of communication to capture information. L) Measure the number of residents who added the 3-da s of medication ii.) other survey information b.) Establish overall evaluation criteria for program. L) Cost ii.) Ease of distribution & use iii.) other criteria 2. Meet regularly to evaluate the marketing and community out reach activities in accordance with the objectives. 3. Identify barriers to the program that discourages seniors from engaging in the program or restockingwith new medications. 4. Through input from program participants and community partners, identify aspects of the program that require change. 4. Following the first year of the project evaluation, identify the opportunity to expand the program to other communities within Contra Costa County. 1 SAFETY PACKAGE PILOT PROJECT Feasibility Study April 5, 2005 BAG COST AND COMPONENTS COSTS: Bags I- 7,000, size 6"X10" red, polyester, drawstring bags with imprint (plus shipping costs): $3,980 (includes 3 plastic pill baggies) Adept Printing, San Leandro/ bag alone $.52 cents. $ 4,000 Stickers - 7200 full color stickers, 2 1/2 inches round with something printed on it; the cost for 600 would be $12.50. 150 The quote is from Central Services. Card insert -for prescription information, no quote vet'. estimated $200 200 Instruction sheet- no quote yet, estimated $100 100 Total Estimated Costs 4,450 OTHER INFORMATION: 2nd Rossmoor does not want the "pharmacy 2 set of labels or"pill blister packs as they view this as a "self help and self sufficiency program." Bag inserts, per Rossmoor REPS, should include plastic baggies for holding medications; an instruction sheet on directions relating to bag usage; card insert to note dosage, type of medication, and number of times taken a day; along with a possible sticker to indicate and remind of refrigerator medication. On the outside of the bag it is necessary to have the phrase "Caution keep medications out of reach of children." Our County Council will be requested to review the bag and contents prior to distribution for any legal issues. "Keep it simple"was the Committee's motto.