HomeMy WebLinkAbout8.1 Informational Report on Voluntary Special Needs RegistriesSTAFF REPORT
CITY COUNCIL
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Agenda Item 8.1
DATE:June 15,2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Informational Report on Voluntary Special Needs Registries
Prepared by: John Stefanski, Assistant to the City Manager
EXECUTIVE SUMMARY:
The City Council will receive a report on voluntary special needs registries. Voluntary special
needs registries are designed to provide a channel for parents or guardians of community
members with special needs to provide the police with information regarding any special
assistance that person may require during a disaster, evacuation, emergency, or interaction with
first responders. In those situations, police officers will be able to access the information from a
secure database to assist them in the interaction.
STAFF RECOMMENDATION:
Receive the report and provide direction, as appropriate.
FINANCIAL IMPACT:
None.
DESCRIPTION:
Under Item 9 of its May 18, 2021 meeting, the City Council made a request for information on
voluntary special needs registries.
Background
Voluntary special needs registries are designed to provide a channel for parents or guardians of
community members with special needs to provide the police with information regarding any
special assistance that person may require during a disaster, evacuation, emergency, or
interaction with first responders. In those situations, police officers will be able to access the
information from a secure database to assist them in the interaction.
Parents or guardians can enroll a person of any age with any medical condition, mental health
condition, or disability in the registry. Examples of this may include, but are not limited to,
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individuals with Alzheimer’s Disease, Dementia, Bipolar Disorder, Autism Spectrum Disorder,
Down Syndrome, and Epilepsy.
Individuals themselves may proactively enroll in the registry to provide important information in
case of an emergency. These registries will typically request the following pieces of information
regarding the individual with special needs including:
1. A photograph, description, and contract information for the individual and their
parents/guardians/caregivers.
2. Locations the individual is familiar with or frequents.
3. Important details regarding any medical, safety, or behavioral concerns.
4. Any other helpful suggestions to assist officers and first responders when interacting with
the individual.
This data is stored in a police department’s records/information management systems, which
dispatchers have access to during a call for service or contacts with individuals who are listed in
the registry. This data is typically retained for a period of one or two years, at which time the
individual, parent, or guardian will need to resubmit in order to ensure the data in the registry is
current.
A cursory review of California cities found that at least six cities in California employ some form of
a voluntary special needs registry:
-Burlingame
-Camarillo
-Hemet
-Irvine
-Pacifica
-Santa Clarita
Analysis
The implementation of such a system would require further discussions with the Alameda County
Sheriff’s Office and Alameda County Information Technology Department. One potential option
would be to structure the Special Needs Registry like the City’s Personal Security Camera
Registration Database. Under this structure, individuals could submit information to the registry
via an online form, which would be transferred to Dublin Police Services’ (DPS) computer-aided
dispatch system. Under this structure, if DPS receives a call for service at a specific address or
officers run a check on a specific person, information from the registry could be shared with the
responding officer in the field.
STRATEGIC PLAN INITIATIVE:
None.
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NOTICING REQUIREMENTS/PUBLIC OUTREACH:
The City Council Agenda was posted.
ATTACHMENTS:
None.
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Item 8.1
Informational Report on Voluntary
Special Needs Registries
June 15, 2021
1901
What are Special Needs Registries?
•Voluntary Special Needs Registries compile
information regarding special assistance
requirements for community members during a
disaster, evacuation, emergency, or interaction
with first responders.
•First responders are then able to access that
information to assist in interactions in the field.
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How They Work
•Parents or guardians can
enroll a person of any
age with any medical
condition, mental health
condition, or disability in
the registry.
•Individuals may also
proactively register
themselves.
•Registries typically
request:
–Photo and description
–Contact information
–Information on:
•Frequented or familiar
locations.
•Details regarding medical,
safety, or behavioral
concerns.
•Other helpful information.
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How They Work, 2
•Submitted information is stored in the police
department’s records/information management
system.
–This way dispatchers can access the information
during a call for service or contact with a listed
individual.
•Data is typically retained for 1-2 years, at which
time individuals will need to resubmit.
–Ensures the data is current.
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Local Implementation
•Requires coordination with ACSO and Alameda
County ITD.
•Could be structured similarly to the City’s
personal security camera registration database.
–Online form submittal.
–Information then transferred to DPS computer-
aided dispatch system.
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Staff Recommendation
•Receive the report and provide direction, as
appropriate.
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Item 8.1
Informational Report on Voluntary
Special Needs Registries
John Stefanski
Assistant to the City Manager
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