ITEM 4. 11
CITY MANAGER' S REPORT
NOVEMBER 14, 2022 CITY COUNCIL REGULAR MEETING
ITEM: APPROVE A POLICY ALLOWING STAFF TO ASSIST
WITH THE ADMINISTRATION OF MEDICALLY
NECESSARY PRESCRIBED MEDICATIONS TO
PARTICIPANTS IN CUSTODIAL CARE PROGRAMS
RECOMMENDATION: Adopt a Resolution Approving a Policy Allowing Staff to Assist with the Administration of Medically
Necessary Prescribed Medications to Participants in
Custodial Care Programs
SUMMARY:
Staff is recommending City Council approve a policy to allow staff to assist with the administration of prescribed medications which are medically necessary to participants in custodial care programs with the City of Lathrop.
BACKGROUND:
The Parks, Recreation and Maintenance Services Department strives to ensure that everyone has the opportunity to participate in the City of Lathrop Parks and Recreation programming. The City is committed to complying with all applicable laws and regulations pertaining to those requesting special accommodations. Currently, staff does not assist program participants with administering prescribed medications.
This proposed policy would establish guidelines for assisting with the proper administration of limited prescribed medications and provide liability coverage with the Central San Joaquin Valley Risk Management Authority ( CSJVRMA). CS) VRMA requires approval by the Board of Director's in order to provide an endorsement of liability coverage to member cities who assist with the administration of prescription medications. The Board of Director' s conditionally approved this endorsement for the City of Lathrop at their October 28, 2022 meeting pending the adoption of this policy by the City Council.
REASON FOR RECOMMENDATION:
The City does not currently have a policy to allow staff to assist participants to administer prescribed medication to themselves. The adoption of the proposed policy would allow City staff to assist those participants to administer the medication to themselves without the caregiver present. Additionally, the adoption of this policy will allow CSJVRMA to issue an endorsement of liability coverage to the City of Lathrop for actions related to the administration of prescription medication when acting in compliance with the adopted policy.
CITY MANAGER REPORT PAGE 2
NOVEMBER 14, 2022 CITY COUNCIL REGULAR MEETING
APPROVE A POLICY ALLOWING STAFF TO ASSIST WITH THE
ADMINISTRATION OF MEDICALLY NECESSARY PRESCRIBED MEDICATIONS
TO PARTICIPANTS IN CUSTODIAL CARE PROGRAMS
FISCAL IMPACT:
There is no fiscal impact to adopting the proposed policy.
ATTACH M ENTS:
A. Resolution Approving a Policy to Policy Allowing Staff to Assist with the Administration of Medically Necessary Prescribed Medications to Participants in Custodial Care Programs
B. Policy for the Administration of Medically Necessary Prescribed Medications to Participants in Custodial Care Programs
CITY MANAGER REPORT PAGE 3
NOVEMBER 14, 2022 CITY COUNCIL REGULAR MEETING
APPROVE A POLICY ALLOWING STAFF TO ASSIST WITH THE
ADMINISTRATION OF MEDICALLY NECESSARY PRESCRIBED MEDICATIONS
TO PARTICIPANTS IN CUSTODIAL CARE PROGRAMS
APPROVALS:
i( v
Theresa nd Date
Director of Human Resources
j Z
Todd eba n Dat
Direc r - Parks, Recreation, and Maintenance Services
1- ' 2ozZ
Salvador Navarrete Date
City Attorney
l/ •ZL
Ste J. Salvatore Date
City Manager
ATTACHMENT A
RESOLUTION NO. 22-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING A POLICY ALLOWING STAFF TO ASSIST WITH THE
ADMINISTRATION OF MEDICALLY NECESSARY PRESCRIBED MEDICATIONS TO PARTICIPANTS IN CUSTODIAL CARE PROGRAMS.
WHEREAS, the Parks, Recreation and Maintenance Services Department recommends City Council approve a policy allowing staff to assist participants in custodial care programs with the City of Lathrop with the self-administration of prescribed medications which are medically necessary to; and WHEREAS, the Parks, Recreation and Maintenance Services department strives to ensure that everyone has the opportunity to participate in provided programming and is committed to complying with all applicable laws and regulations pertaining to those with special needs; and
WHEREAS, with respect to minor children who desire to participate in our custodial care programs but need to take prescribed medications during program hours, it shall be the policy of the City of Lathrop to allow City staff to assist those participants who need to self-administer their medications upon receiving a signed waiver and specific written directions; and
WHEREAS, the proposed policy requires recreation staff receive training to ensure compliance with the administration of the policy; and WHEREAS, the Central San Joaquin Valley Risk Management Authority CSJVRMA) has conditionally granted an endorsement of liability coverage to the City of Lathrop for actions related to the administration of prescription medication when acting in compliance with the adopted policy.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Lathrop does hereby approve the proposed policy to allow City staff to assist participants in custodial care programs with the administration of inedically necessary prescribed medications.
The foregoing resolution was passed and adopted this 14th day of November, 2022, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS T FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney
ATTACHMENT B
DRAFT
POLICY ASSISTING WITH THE ADMINISTRATION OF MEDICALLY NECESSARY
PRESCRIBED MEDICATIONS TO PARTICIPANTS IN CUSTODIAL CARE PROGRAMS SCOPE: This policy addresses the assistance in administering medication that may be needed so that minor/dependent participants in custodial care programs can be safely included. The medication must be prescribed by a physician for a condition that could otherwise prevent the minor' s participation in the program.
This policy requires the completion of the PARENTAL/ GUARDIAN CONSENT & DIRECTIONS TO STAFF FOR THE SELF-ADMINISTRATION OF MEDICINES or its equivalent for each participant in the program. Retention of this form shall be the same as for other forms of its nature.
DEFINITIONS:
Assistance in Administerin Medication: This policy applies to general actions of city staff that allow participants to self-administer prescribed and over the counter medications.
Medicallv Necessarv: This policy applies to prescribed medications that a physician or licensed healthcare provider recommends in writing that a participant has available and/ or takes during their actual participation in the custodial care program.
Custodial Care Programs: This policy applies only to those programs operated by a Member where the participants are signed in and out by parents or guardians and the participant' s care is accepted as being under those charged with managing the program. Examples are: adult care programs, before and after school programs, day care, summer camps, extended care and overnight trips managed by CSJVRMA Member operated programs.
Emplovee Trainin: All employees who staff custodial care programs must be trained and certified in First Aid, CPR, and Automated External Defibrillators ( AED) ( where applicable). Additionally, specific training in the dosage and purpose of the medication ( i. e. to address allergies/ use of EpiPens, etc.) shall be provided to all affected employees. This information shall be listed on the PARENTAL/ GUARDIAN CONSENT & DIRECTIONS TO STAFF FOR THE SELFADMINISTRATION OF MEDICINES form or its equivalent.
POLICY
The City of Lathrop is committed to complying with all applicable laws and regulations pertaining to those with special needs. With respect to minors/ dependents who desire to participate in our custodial care programs, but otherwise may not be able to because of a need for medically necessary medications during program hours, it shall be the policy of the City of Lathrop to allow staff to assist those participants who need to self-administer their medications. 1 195
However, prior to a covered participant being accepted into and/ or rtiCjpate in a custodial care
pro ram, all of the following criteria must be met:
The PARENTAL/ GUARDIAN CONSENT & DIRECTIONS TO STAFF FOR THE SELF-ADMINISTRATION OF MEDICINES form ( Appendix A) or its equivalent shall be completed and signed by the parent/guardian.
All medication must be in their original containers, identifying the prescribing physician, name of inedication and recommended dose, in English.
Participants are responsible for arriving at the program with all necessary medications, supplies, pumps, back- up medications, and any other equipment necessary for the participant to safely self-administer their medications.
Medications and related supplies that must be stored on behalf of the participant shall be done so in a secured, controlled, and accessible manner, by staff.
Medical monitoring of blood sugar levels must be done by parents or guardians prior to attending the program each day, to ensure that they are within the participant' s target range.
Staff will not be responsible for identifying symptoms of hyperglycemia or hypoglycemia, but can assist the participant in checking blood sugar levels with proper training provided by parents or guardians.
Parents/ guardians are responsible for providing all necessary information regarding dietary restrictions, food allergies or special diet considerations to staff.
Participants and parents/ guardians shall be advised and reminded that it is the participant' s responsibility to administer the medication and that staff will only assist as needed. Staff will not give scheduled injections.
It is the responsibility of the parent/ guardian to pick up any medication that remains at the conclusion of the program. Any medication not picked up will be disposed of in a safe manner.
A copy of this policy shall be made available to parents and guardians of affected participants.
ATTACHMENTS
Appendix A — ParentaUGuardian Consent & Directions to Staff for the Self-Administration of Medicines
2 196
Appendix A
CITY of LATHROP
PARENTAL/ GUARDIAN CONSENT & DIRECTIONS TO STAFF FOR THE SELFADMINISTRATION OF MEDICINES.
Dependent' s Name Date of Birth Program/ Class
Medical Condition:
Asthmatic: Yes No
Allergies[ NOTE SEVERITY, FOOD RESTRICTIONS, ETC.]
Allergic Reactions, Signs, or Symptoms to Look For:
Medications: Kept at Sight Brought in Daily by Participant Name of Medication: Form: ( liquid, pill, etc.)
All medications, prescription and over the counter, must be provided to Parks, Recreation and Maintenance Services Department in their original packing with your dependent' s full name written on the container. Remember to provide medication cups, spoons or other instruments for the medication' s administration. The medication dosage must be completed below in the INSTRUCTION section. If additional instructions are required, please attach another sheet.
INSTRUCTIONS: Parents/ Guardians — Please write specific step- by-step instructions for staff to follow in the event your dependent has an allergic reaction or displays symptoms of a medical condition. You must confirm these steps with your dependent' s
physician or health care provider. By providing these
instructions, you are consenting to stafPs ASSISTANCE with medicine in the treatment of your dependent.
For ezample: 1. Administer Epi- Pen 2. Administer 2 teaspoons oJliquid Benadryl
3. CaU 911 4. Call Parents/ Guardians at
l.
2. 3.
4. AUTHORIZATION, WAIVER AND REI. EASE
I authorize [ City' s] employees to perform emergency procedures, including assisting with the administration of EpiPens, injections or self-administered medications ( whether over the counter or prescription) or any other steps that 1 have described above to treat any illness, medical condition, allergic reaction, or injury that my dependent may experience.
I recognize and acknowledge that there are certain risks of injury in connection with the administration of inedication to any minor child or dependent. Such risks include, but are not limited to, failing to properly administer the medication, failing to observe side effects, failing to assess and recognize an adverse reaction, fai( ing to assess and/ or recognize a medical emergency, and failing to recognize the need to summon emergency medical services. 3 197
Appendix A
CITY of LATHROP
AUTHORIZATION, WAIVER AND RELEASE— continued
I hereby authorize the City of Lathrop employees or staff to assist in the administration of inedication on my behalf or allow my dependent to self- administer ( if permitted by my dependent' s physician) the lawfully prescribed Epi- Pen or other medication in the event of an allergic reaction by my dependent. acknowledge the assistance in administration of the Epi- Pen or other medication to my dependent by an individual who is not a nurse or medical professional may be necessary, and 1 specifically consent to such practice. I hereby waive any claim for myself, my heirs, executors, assigns or personal representatives that I may have against the City of Lathrop its officials, officers, employees, agents or volunteers, from any and a11 claims for damages arising out of or in any way connected to the self-administration, assist- in- administration or failure to administer or attempt to administer any medication to my dependent. I further agree to protect, indemnify, defend and hold harmless the City of Lathrop, its officers, employees, agents and volunteers, for any claims for damages, including attorney fees, arising out of or in any way connected to the self- administration, assist- in- administration, failure to administer or attempt to administer medication to my dependent.
I also give my permission to the City of Lathrop staff to contact emergency services or obtain emergency medical treatment if necessary. I agree to be wholly responsible to payment of any and all medical and emergency services rendered to my dependent.
Signature of Parent/ Guardian: Date•
REMINDERS:
Participants are responsible for arriving at the program with all necessary medications, supplies, pumps, backup medications, and any other equipment necessary for the participant to safely self-administer their medications.
Medical monitoring of blood sugar levels must be done by parents or guardians prior to attending the program each day, to ensure that they are within their target range.
Staff will not be responsible for identifying symptoms of hyperglycemia or hypoglycemia, but can assist the participant in checking b(ood sugar levels with proper training provided by parents or guardians.
Parents/guardians are responsible for providing all necessary information regarding dietary restrictions, food allergies or special diet considerations to staff.
Participants and parents/ guardians shall be advised and reminded that it is the participant' s responsibility to administer the medication and that staff will only assist as needed. Staff will not give scheduled injections. t is the responsibility of the parent/ guardian to pick up any medication that remains at the conclusion of the program. Any medication not picked up will be disposed of in a safe manner. 4 198