HomeMy WebLinkAboutItem 12 & 13 - Youth Programs Standards of CareMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JANUARY 16, 2024
SUBJECT: APPROVE AN ORDINANCE ADOPTING GRAPEVINE YOUTH
PROGRAM STANDARDS OF CARE
RECOMMENDATION: City Council to consider an ordinance amending the Code of Ordinances
Chapter 16 Parks and Recreation Section 16-19 by adopting the Youth
Program Standards of Care and take any necessary action.
FUNDING SOURCE: No funding required.
BACKGROUND: The Parks and Recreation Department is required to bring the Youth
Programs Standard of Care before the Council for a public meeting
annually. This is required by Section 42. 041(b)(14) of the Child Care
Standards and Regulations of the Texas Human Resources Code.
These standards have been adopted annually by the Council since 2016
and cover all programs/camps that are operated by Parks and Recreation,
the Library and Police Department.
Staff recommends approval.
ORDINANCE NO. 2024-001
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS, AMENDING THE GRAPEVINE
CODE OF ORDINANCES BY AMENDING SECTION 16-
19, ADOPTING THE YOUTH PROGRAMS STANDARDS
OF CARE, CITY OF GRAPEVINE, TEXAS; PROVIDING
FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE
DATE
WHEREAS, The City of Grapevine, Texas (the "City") administers day camps
and programs for children ages five to thirteen years old; and
WHEREAS, as required by V.T.C.A. Human Resources Code § 42.041(b)(14)
(the "Code"), the City of Grapevine must meet day care licensing requirements for
elementary age children for all day camps administered by the City or apply for an
exemption from the Texas Department of Family and Protective Services; and
WHEREAS, the City of Grapevine Youth Programs Standards of Care will
provide basic child care regulations for day camp activities operated by the Parks and
Recreation and other departments in accordance with the Code; and
WHEREAS, as required by the Code, on January 16, 2024, the City Council of
the City held a public hearing at its regular meeting to gather input from citizens on
the proposed Youth Programs Standards of Care; and,
WHEREAS, the Youth Programs Standards of Care is attached hereto as
Exhibit "A" for all intents and purposes and shall be available on the City's website;
and
WHEREAS, all constitutional and statutory prerequisites for the approval of
this Resolution have been met, including but not limited to the Open Meetings Act and
Chapter 211 of the Local Government Code; and
WHEREAS, the City Council deems the adoption of this ordinance to be in the
best interests of the health, safety, and welfare of the public.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That Section 16-19 of the City of Grapevine Code of Ordinances
shall be added to read as follows:
"Sec. 16-19 Youth Programs Standards of Care"
The City Council of the City of Grapevine hereby adopted the City
of Grapevine Youth Programs Standards of Care for providing basic child
care regulations for day camp activities operated by the Parks and
Recreation Department, as well as other departments. As required by
V.T.C.A. Human Resources Code § 42.041(b)(14), the Standards
adopted by this ordinance include staffing ratios, minimum staff
qualifications; minimum facility, health, and safety standards; and
mechanisms for monitoring and enforcing the adopted local standards. A
substantial copy of the City of Grapevine Youth Programs Standards of
Care is attached hereto and incorporated herein for all intents and
purposes and shall be available on the City's website under the Parks and
Recreation subhead."
Section 3. That the above premises are found to be true and correct and are
incorporated into the body of this ordinance as if copied in their entirety.
Section 4. That the City of Grapevine is hereby directed to provide a copy of
the program standards, a notice of a public hearing, and a copy of the ordinance
adopting the standards to the Texas Department of Family and Protective Services.
Section 5. That if any portion, section or part of a section of this ordinance is
subsequently declared invalid, inoperative or void for any reason by a court of
competent jurisdiction, the remaining portions, sections or parts of sections of this
ordinance shall be and remain in full force and effect and shall not in any way be
impaired or affected by such decision, opinion or judgment.
Section 6. That the fact that the present ordinances and regulations of the
City of Grapevine, Texas, are inadequate to properly safeguard the health, safety,
morals, peace and general welfare of the inhabitants of the City of Grapevine, Texas,
creates an emergency for the immediate preservation of the public business,
property, health, safety and general welfare of the public which requires that this
ordinance shall become effective from and after the date of its final passage, and it
is accordingly so ordained.
Ordinance No. 2024-001 2
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE,
TEXAS on this the 16th day of January, 2024.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED TO AS FORM:
Matthew C.G. Boyle
City Attorney
Ordinance No. 2024-001 3
MT11:7 U-11
CITY OF GRAPEVINE
PARKS AND RECREATION DEPARTMENT
Youth Programs - Standards of Care
GENERAL INFORMATION/ADMINISTRATION
A. Organization:
Purpose: To provide basic childcare regulations for recreation activities
operated by the Grapevine Parks and Recreation Department. This will allow
the Department to qualify as exempt from requirements of the Texas Human
Resource Code.
1. The governing body of the City of Grapevine Youth Programs is the City
of Grapevine's City Council.
2. Implementation: Program will be the responsibility of the Grapevine
Parks & Recreation Department, with the Recreation Supervisor, Outdoor
Programs Coordinator and Recreation Program Coordinator supervising
the overall program and administering the program on -site.
3. Programs: The Youth Programs Standards of Care will apply to all
elementary -age day camp and programs for children ages 5 - 13 years
old.
4. Other: Each site will make available for the public and staff a current
copy of the Standards of Care. Parents of participants will be provided an
abbreviated copy of Standards of Care during the registration process.
Program Sites:
■ 121 Community Church
■ Botanical Garden / Bessie Mitchell
■ Community Outreach Center
■ Dove Waterpark
■ First Baptist Church
■ First United Methodist Church
■ Grapevine Golf Course
■ Grapevine Public Library
■ Lakeview Park
■ Meadowmere Park
■ Oak Grove Baseball Complex
■ Oak Grove Soccer
■ Oak Grove Softball Complex
2701 Ira E Woods Ave
411 Ball Street
3010 Mustang Drive
1509 Hood Lane
301 East Texas Street
422 Church Street
3800 Fairway Drive
1201 Municipal Way
3850 Lakeview Drive
3000 Meadowmere Lane
2520 Oak Grove Loop South
1299 Oak Grove Loop North
2700 Dove Loop Road
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■ Parr Park
■ Pickering Park
■ Pleasant Glade Pool
■ Rockledge Park
■ The Ranch of Lonesome Dove
■ The REC
■ The Vine Arts & Events Center
B. Implementation:
3010 Parr Lane
1901 Kimball Road
1805 Hall Johnson Road
3600 Pilot Point
3880 Foxfire Lane
1175 Municipal Way
225 West Worth Street
The Standards of Care Program will be the responsibility of the Grapevine
Parks and Recreation Department, with the Recreation Program Coordinator
overseeing the overall program and the daily operations/administering the
programs on site.
Regulations apply to these on -going programs:
- Summer Day Camps
- Winter Break Camp
- Spring Break Camp
- Youth Programs
- Youth Sports Camps
- All Specialty Camps
C. Day Camp Objectives
1. To provide youth with the opportunity to experience a variety of
recreational activities which include sports, games, arts and crafts,
education, drama, special events, field trips, etc.
2. To provide a pleasant and memorable experience in a fun atmosphere.
3. To provide a safe environment; always promoting good health and welfare
for all.
4. To teach children how to spend their leisure time wisely, in an effort to
meet several needs; emotional, physical and social.
D. Exemption Status:
Once an exempt status is established, the Licensing Division will not monitor the
recreational program. The Licensing Division will be responsible for investigating
complaints of unlicensed child care and for referring other complaints to the
municipal authorities or, in the case of abuse/neglect allegation, to the local
authorities.
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Exemption status covers ages 5 — 13. Exemption status does not cover children
under the age of 5 or over the age of 13.
E. Standards of Care Review:
Standards will be reviewed annually and brought to the City Council for approval
after a public hearing is held to pass an ordinance regarding section 42.04 1(b)
(14) of the Texas Human Resources Code. Childcare Licensing will not regulate
these programs nor be involved in any complaint investigation related to the
program.
Any parent, visitor or staff may register a complaint by contacting the Recreation
Supervisor at 817 410-3467 or the Lake Parks Manager at 817 410-3368.
II. STAFFING
A. Summer Camp / Recreation Coordinator: The Recreation Program
Coordinator directs and manages a staff of 10-16 day -camp counselors and
supervises the activities of children in a day camp environment.
1. Essential Job Functions:
a.) Direct and supervise all counselors including hiring and training.
b.) Complete and submit proper records including camp schedules,
counselor work schedules, payroll, accident/incident reports and
attendance.
c.) Develop age appropriate camp curriculum (5-13 years) in
accordance with the philosophy of the program.
d.) Ensure staff is committed to following established guidelines,
procedures and policies.
e.) Maintain an orderly, clean and safe environment for the children
while promoting a non-competitive program directed toward
accentuating positive behaviors, physical development and
emotional growth.
f.) Develop and distribute a weekly schedule of activities.
g.) Complete facility reservations and transportation needs for all
camp activities.
h.) Schedule, confirm, obtain and distribute payment for all field trips.
i.) Maintain supplies, equipment and all necessary documentation for
the operation of the camp.
j.) Communicate to parents about camper's progress and activities.
k.) Conduct on -going program evaluations implementing approved
recommendations as needed.
I.) Provide reports to the Recreation Supervisor on a weekly basis to
monitor camp activities throughout the program.
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2. Qualifications:
a.) Bachelor's Degree in Education or Recreation is preferred, but not
required.
b.) A minimum of three years of experience as a camp counselor
and/or educator.
c.) Requires a valid Texas driver's license with a good driving record
over the past three years.
d.) Must pass city criminal background check prior to hiring.
e.) Must pass pre -employment drug screen and/or physical.
f.) Must complete First Aid and CPR certification prior to camp.
3. Requirements of Work:
a.) Coordinator must complete the mandatory staff training program of
at least 20 hours, in addition to planning hours with site staff prior
to the start of camp. This training includes departmental
orientation, customer service, sexual harassment, behavioral
issues and discipline, training and examination program on sexual
abuse and molestation, as well as practical skills on activities for
children in games, songs and crafts.
b.) Ability to be physically active and involved with children all day.
c.) Ability to lift 50 pounds.
d.) Knowledge of child development and age appropriate activities.
e.) Advanced organizational and communication skills.
f.) Team leadership abilities.
g.) Varied experience in a variety of activities including, but not limited
to, sports, art, nature, drama and cooperative activities.
B. Day Camp/Recreation Counselor: The Camp Counselor is responsible for
direct leadership of youth ages 5 — 13 in a variety of activities including, but
not limited to games, sports, arts & crafts, schedules, activities, supplies and
equipment, and also responsible for cleanliness of the area used by camp
participants. The counselor positions are also responsible for completing
necessary forms relating to attendance, check-in/check-out procedures,
accidents and incidents.
1. Essential Job Functions:
a.) Promote a non-competitive, positive, self-image enhancing
environment for each participant through the direction of non-
competitive, fun, varied and well -organized activities.
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b.) Directly lead activities using a method that will provide opportunity for
the involvement of all children on an equal level. The Counselor
prepares, in advance, direction for activities, daily schedules and
required equipment used during activities.
c.) Accompanies youth on all field trips.
d.) Exhibit enthusiasm for the activity to impart a feeling of excitement to
camp participants.
e.) Follow procedures for camper check in/check out. Report
accidents/incidents, behavioral modifications and camp schedules.
f.) Follow guidelines for safety and storage of equipment, including
inventory of supplies.
g.) Provide and adhere to established guidelines set forth for the safety,
behavior, communication and discipline of the camp participants.
h.) Recognize and reward positive, improved and outstanding behavior
and/or accomplishments of camp participants.
2. Minimum Qualifications:
a.) Three months to a year of experience working with children in a day
camp setting depending on if applicant is applying as an RCA/LPA I
Camp Counselor or RCA/LPA 11 Camp Counselor.
b.) Minimum age of 16.
c.) A valid Texas driver's license with good driving record.
d.) Must pass criminal background check prior to hiring.
e.) Must pass pre -employment drug screen and/or physical.
f.) Must complete First Aid and CPR certification prior to camp.
3. Other Requirements:
a.) Staff must complete the mandatory staff training program of at least
10 hours, in addition to planning hours with Recreation Program
Coordinator prior to the start of camp. This training includes
departmental orientation, customer service, sexual harassment
training, behavioral issues and discipline, as well as practical skills on
activities for children in games, songs and crafts.
b.) Staff must exhibit competency, good judgement and self-control,
throughout the duration of camp.
c.) Staff should relate to children with courtesy, respect, acceptance and
patience.
d.) Staff must wear the proper uniform.
e.) Staff will be evaluated at least once during the summer prior to the
completion of camp. Evaluations will be reviewed with the camp
counselors to discuss any areas of improvement or suggestions.
4. Criminal Background Checks:
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Criminal background checks will be conducted on prospective day camp
employees. Applicants may be disqualified if they have a job -related
criminal conviction. A prospective employee will be subject to a pre-
employment drug test and/or physical prior to hiring.
5. Staffing Ratios:
The state required ratio for number of children (ages 5-13) may not
exceed 15.1 child to staff.
III. FACILITY STANDARDS
A. Emergency evacuation and relocation plans will be posted at each facility.
B. Program employees will inspect sites frequently for any sanitation or safety
concerns. Those concerns should be passed on to the Recreation
Supervisor.
C. Each camp must have a fully stocked first aid kit. This shall be checked and
stocked on a weekly basis by the Recreation Program Coordinator. It shall
include bandages, first aid cream, rubber gloves, Neosporin, alcohol wipes,
hot/cold packs, gauze, tweezers and scissors.
D. In a situation where evacuation is necessary, the first priority of staff is to
make sure all participants are in a safe location.
E. Program sites will be inspected annually by the Fire Marshal and must
comply with Fire Marshal's directives.
F. The recommended number of fire extinguishers shall be inspected quarterly
and available and "primed" for use.
G. Fire drills should be conducted once a month during the summer camp.
H. Medication will only be administered with written parental consent.
Prescription medications shall be left with staff in their original container,
labeled with the child's name, date, directions and physician's name.
Medication shall be dispensed only as stated on the bottle, and not past the
expiration date.
I. Non-prescription medicine with the child's name and date on the medication
may be brought if in the original container. Non-prescription medication will
only be administered with written parental consent.
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J. Each indoor site shall have adequate indoor toilets and lavatories located
such that children can use them independently and program staff can
supervise as needed. There shall be one flush toilet per 30 children.
Outdoor sites shall provide portable toilets based on number of children
attending each day. Sinks shall be provided based on one sink per 30
children.
K. All participants must wear appropriate footwear daily. Sandals and flip flops
will be allowed only in swimming pool areas.
IV. SERVICE STANDARDS - Day Camp / Camp Counselors
This information will be provided to each staff as a part of the day camp manual:
A. Camp staff shirts, shorts, and appropriate footwear are to be worn at all
times.
B. Camp participants and parents will be treated with respect at all times.
C. Camp staff will take it upon themselves to resolve complaints. If you are
unable to resolve the complaint on the spot, take the customer's name and
phone number, investigate complaint resolution and then follow up with the
customer.
D. Camp staff will keep parents continuously informed of camp activities. A
weekly schedule will be distributed the week prior to session and extra
copies will be kept with the sign in log daily.
E. Camp staff will note details of behavior of campers (accomplishments,
discipline problems, general activities, etc.) and update parents as much as
possible.
F. Camp staff will monitor the sign in/out log at all times.
G. Camp staff shall clean/sanitize rooms after each activity. Floors will be swept
or vacuumed, chairs stacked, mirrors cleaned, and supplies put away. This
is extremely important due to the fact that rooms are used throughout the day
by other groups.
H. Camp staff will dedicate their on -duty time to campers and/or parents to
ensure a meaningful and pleasant experience.
I. Prior to working with campers, camp staff will check all messages for the day.
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V. OPERATIONAL ISSUES
A. Emergency Phone numbers are kept at the front desk of the facilities, as well
as with the Recreation Program Coordinator on field trips. Those numbers
include fire, police, and ambulance services.
B. A Day Camp manual is given to every Day Camp Counselor, Day
Camp/Recreation Leader and Recreation Program Coordinator. The manual
addresses the following items-
1 . Discipline Issues
2. City Rules and Regulations
3. Forms that must be filled out
4. Service Standards
5. Game/activity leadership
6. Ways to interact with children
7. Field Trips
Additional manuals will be located at each site for access by any staff member.
C. Sign in/sign out sheets will be used every day. Only adults listed on sign-
in/out release will be allowed to pick up children. An authorized person must
enter the pickup location, present appropriate identification and sign the
sheet in order for staff to release the child.
D. Emergency evacuation and relocation plans will be posted at each facility.
E. Parents will be notified regarding planned field trips and provided the
required release forms.
F. Enrollment information will be kept and maintained on each child and shall
include:
1. Child's name, birth date, home address, home telephone number,
physician's phone number and address and phone numbers where
parents may be reached during the day.
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2. Name, driver's license number and telephone numbers of persons to
whom the child can be released.
3. Field trip release form as needed.
4. Liability waiver.
5. Parental consent to administer medication, medical information, and
release on participant.
G. Staff shall immediately notify the parent or other person authorized by the
parent when the child is injured or has been involved in any situation that
placed the child at risk.
H. Staff shall notify parents or authorized persons of children in the facility when
there is an outbreak of a communicable disease in the facility that is required
to be reported to the County Department of Health. Staff must notify parents
of children in a group when there is an outbreak of lice or other infestation in
the group.
I. Discipline:
1. Discipline and guidance of children must be consistent and based
on an understanding of individual needs and development.
2. There shall be no harsh, cruel, or unusual treatment.
a.) Children shall not be shaken, bit, hit, or have anything put in or
on their mouth as punishment.
b.) Children shall not be humiliated, yelled at or rejected.
c.) Children shall not be subjected to abusive or profane language.
d.) Punishment shall not be associated with food.
e.) Corporal punishment in any form will not be tolerated.
f.) Staff may use brief, supervised separation from the group if
necessary, but staff shall not place children in a locked room or
in a dark room with the door closed.
3. Incident reports will be filled out on any disciplinary cases, and
information is to be shared with parents when picking up the child
or sooner, when extreme cases occur. Continued disciplinary
problems will result in the participant being asked to leave the
program.
4. Children who show patterns of endangerment to themselves, other
participants or staff will be asked to leave the program.
J. Illness or Injury
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1. Parents shall be notified immediately in cases of illness or injury.
2. An ill child will not be allowed to participate if the child is suspected of
having a temperature and/or accompanied by behavior changes or
other signs or symptoms until medical evaluation indicates that the
child can be included in the activities. In the event that an injury
cannot be administered through basic first aid, staff will call 911.
3. When an injury occurs, an incident report shall be filled out
immediately. The form shall be filled out completely with the original
sent to the Recreation Supervisor, Outdoor Programs Coordinator
and Recreation Program Coordinator and a copy kept in the Day
Camp files.
VI. GENERAL GUIDELINES FOR CHILDREN
As a part of the Day Camp Manual, staff will be given the following information:
A. A child is not allowed to use the phone unless it is an emergency. In this
case, Day Camp staff should make the call for the child.
B. Children must stay off any elevated surfaces (tables, counter tops, ping pong
tables, etc.).
C. Children should walk in the building. Running is permitted only in designated
areas.
D. Bouncing and throwing balls is permitted only in the gym or during outside
activities.
E. Active games using equipment that can cause damage to window, shades,
lights, and ceilings must be played only in the gym.
F. Children must respect staff and each other.
G. Children must wear shoes at all times (except during aquatic activities).
H. Children must be contained and not allowed to filter in with the general
public. You must know where each and every child is AT ALL TIMES.
VII. ACTIVITIES
A. Activities for each group will be planned according to the participant age,
interest and ability. The activities should be flexible and promote social and
educational advancement.
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B. A weekly calendar of activities will be posted for parents the Friday prior to
that week of camp.
C. When taking field trips, staff will-
1 . Count everyone before they leave the program site as well as prior to
leaving the field trip site.
2. Carry medical information on each child and necessary medications with
them on the trip.
3. Carry a first aid kit.
4. Carry a cellular phone for emergency use.
5. Ensure that participants are wearing a camp shirt and a City of Grapevine
wristband so that children are easily identified.
D. Swimming Pool Based Water Activities
1. Require parent or legal guardian to confirm the child's swimming ability
during the registration process.
2. Require lifejackets to be worn when child/camper is not affirmed a good
swimmer during water activities.
E. Lake Based Water Activities
1. Require parent or legal guardian to confirm the child's swimming ability
during the registration process.
2. Require lifejackets to be worn at all times when entering in the lake or
lake -based water activities regardless of swim strength.
VIII. FIELD TRIPS
A. Ratio on field trips will be 10.1 per staff member.
B. Each staff member is given a list of campers. Staff is responsible for the
assigned list of campers for the duration of the trip.
C. A required face to name check will be done prior to leaving the program site,
upon arrival at the field trip site, upon leaving the field trip site and upon
arrival back at the program site.
D. A notebook with all important information for each camper will be taken to
each field trip.
IX. MONITORING AND ENFORCEMENT
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Standards of care established by Grapevine Parks and Recreation will be
monitored and enforced by City departments responsible for their respective areas
as identified:
A. Health and safety standards will be monitored and enforced by the City's
Police, Fire, and Code Enforcement Departments.
B. Staff and program issues will be monitored and enforced by the City of
Grapevine Parks & Recreation Department. The Recreation Manager/Lake
Parks Manager shall visit each site on a weekly basis for an informal
inspection of the programs. The Recreation Supervisor, Outdoor Programs
Coordinator and Recreation Program Coordinator is responsible for informally
checking the camp activities on a daily basis. When this staff is not available,
another full-time staff person will be assigned for daily checks.
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