HomeMy WebLinkAboutItem 07 & 08 - Youth Programs MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: JANUARY 20, 2026
SUBJECT: APPROVE AN ORDINANCE ADOPTING GRAPEVINE YOUTH
PROGRAM STANDARDS OF CARE
RECOMMENDATION: City Council 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 and camps that are operated by Parks and
Recreation, the Library and the Police Department.
Staff recommends approval.
ORDINANCE NO. 06-003
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. 1O(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 20, 2026, 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 Cit '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. 2026-003 2
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE,
TEXAS on this the 20th day of January 2026.
APPROVED:
William D. Tate
Mayor
ATTEST:
Tara Brooks
City Secretary
APPROVED TO AS FORM:
Matthew C.G. Boyle
City Attorney
Ordinance No. 2026-003 3
CITY OF GRAPEVINE
PARKS AND RECREATION DEPARTMENT
Youth Programs -Standards of Care
I. GENERAL INFORMATION/ADMINISTRATION
A. Organization:
Purpose: To provide basic childcare regulations forrecreation activities operated by
the Grapevine Parks & 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 General Manger of The REC of Grapevine,Outdoor
Programs Supervisor 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 andprograms for children ages 5 — 15 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 2701 Ira E Woods Ave
■ Botanical Garden/Bessie Mitchell 411 Ball Street
■ Community Outreach Center 3010 Mustang Drive
■ Dove Waterpark 1509 Hood Lane
■ First Baptist Church 301 East Texas Street
■ First United Methodist Church 422 Church Street
■ GCISD school campuses
■ Grapevine Golf Course 3800 Fairway Drive
■ Grapevine Public Library 1201 Municipal Way
■ Lakeview Park 3850 Lakeview Drive
■ Meadowmere Park 3000 Meadowmere Lane
■ Oak Grove Baseball Complex 2520 Oak Grove Loop South
■ Oak Grove Soccer 1299 Oak Grove Loop North
■ Oak Grove Softball Complex 2700 Dove Loop Road
■ Parr Park 3010 Parr Lane
■ Pickering Park 1901 Kimball Road
■ Pleasant Glade Pool 1805 Hall Johnson Road
■ Rockledge Park 3600 Pilot Point
■ The Ranch of Lonesome Dove 3880 Foxfire Lane
■ The REC of Grapevine 1175 Municipal Way
■ The Vine Arts& Events Center 225 West Worth Street
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B. Implementation:
The Standards of Care Program will be the responsibility of the Grapevine Parks
& 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 Objective
1. To provide youth with the opportunity to experience a variety of recreational
activities which include sports, games, arts & 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.
Exemption status covers ages 5 — 15. Exemption status does not cover children
under the age of 5 or over the age of 15.
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 42.041(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
Manager at 817-410-3467 or the Lake Parks Manager at 817-410-3368.
IL STAFFING
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A. Summer Camp/Recreation Coordinator: The Recreation Program Coordinator
directs and manages a staff of 10-40 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(5-15 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.
1.) Provide reports to the Recreation Supervisor on a weekly basis to monitor
camp activities throughout the program.
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.
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e.) Advanced organizational and communication skills.
f.) Team leadership abilities.
g.) Varied experience in a variety ofactivities 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 —15 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 ofnon-competitive,fun,variedandwell-
organized activities.
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.
e.) 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.
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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 willbe reviewed with the camp counselors to discuss
any areas of improvement or suggestions.
4. Criminal Background Checks:
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 5-15)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.
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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.
J. Each indoor site shall have adequate indoor toilets and lavatories located such that
children can use them independently and program staffcan 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
schedulewillbe distributedthe weekpriorto session andextracopies will be keptwith
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.
H. 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.
I. Camp staff will dedicate their on-duty time to campers and/or parents to ensure a
meaningful and pleasant experience.
J. Prior to working with campers, camp staff will check all messages for the day.
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:
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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 everyday. 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.
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.Staffmustnotify parents ofchildrenin a group when
there is an outbreak of lice or other infestation in the group.
I. Discipline:
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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
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 General Manager of the
REC,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.
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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.
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.
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D. A notebook with all important information for each camper will be taken to each
field trip.
VII. MONITORING AND ENFORCEMENT
Standards of care established by Grapevine Parks & 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 staffis not available,another full-time staffpersonwillbe assigned for daily
checks.
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