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OR 98-832 Standards for youth programs offered by Leisure Services Dept (replaces 97803) AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE 98832 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, ADOPTING STANDARDS OF CARE FOR YOUTH PROGRAMS OFFERED BY THE LEISURE SERVICES DEPARTMENT; PROVIDING A REPEAI,1NG CLAUSE; PROVIDING A SEVERABILITY ClAUSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNOL OF THE CITY OF COPPELL, SECTION 1. That the standards of care for youth programs offered by the Leisure Services Department of the City of CoppelL Texas attached hereto as Exhibit "A", are hereby adopted. SECTION 2. That all provisions of the Code of Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in ~ull force and effect. SECTION 3. That should any word, phrase, paragraph, section or phrase of this ordinance or of the Code of Ordinances, as amended hereby, be held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Code of Ordinances as a whole. SECTION 4. That this ordinance shall take effect immediately from and after its passage and the publication of the caption, as the law and charter in such cases provide. S817799 DULY PASSED by the City Council of the City of Coppell, Texas, this the ~ day of ~7 7 ,1998. APPROVED: ~SHA~ TEM ATTEST: ~N ROACH, CITY SECRETLY APPROVED AS TO FORM: PETER G. SMITH, CITY ATTORNEY (PGS/ttl 4/22/98) 2 SS17799 CITY OF COPPELL YOUTH PROGRAMS STANDARDS OF CARE The Standards of Care are intended to be minimum standards by which the City of Coppell Leisure Services Department will operate the City's Youth Programs. The programs operated by the City are recreational in nature and are not day care programs. GENERAL ADMINISTRATION 1. Organization A. The governing body of the City of Coppell Youth Programs is the Coppell City Council. B. Implementation of the Youth Programs Standards of Care is the responsibility of the Leisure Services Department Director and Departmental employees. C. Youth Program ("Program") to which these Standards of Care will apply is the Summer Recreation Program. D. Each Youth Program site will have available for public and staff review a current copy of the Standards of Care. E. Parents of participants will be provided a current copy of the Standards of Care during the registration process. F. Criminal background checks will be conducted on prospective Youth Program employees. If results of the criminal check indicate that an applicant has been convicted of any of the following offenses, he or she will not be considered for employment: (1) a felony or a misdemeanor classified as an offense against a person or family; (2) a felony or misdemeanor classified as public indecency; (3) a felony or misdemeanor violation of any law intended to control the possession or distribution of any controlled substance; (4} any offense involving moral turpitude; (5) any offense that would potentially put youth 4 participants or the City of Coppell at risk. 2. Definitions A. City: City of Coppell B. City Council: City Council of the City of Coppell C. Department: Leisure Services Department of The City of Coppell D. Youth Programs or Program: City of Coppell Youth Programs currently consisting of the Summer Recreation Program. E. Program Manual: Notebook of policies, procedures, required forms, and organizational and programming information relevant to Coppell Youth Programs. F. Director: City of Coppell Leisure Services Department Director or his or her designee. G. Leisure Services Superintendent: City of Coppell Leisure Services Superintendent. H. Site Director: City of Coppell Leisure Services Department part-time Programmer who has been assigned administrative responsibility for a Coppell Youth Program. I. Program counselor: city of Coppell Leisure Services Department part-time employee who has been assigned responsibility to implement the City's Youth Program. J. Program Site: Area and facilities where Coppell Youth Programs are held consisting of the Coppell Middle School West campus. K. Participant: A youth whose parent(s) have completed all required registration procedures and determined to be eligible for a Coppell Youth Program. L. Parent(s): This term will be used to represent one or both parent(s) or adults who have legal custody and authority to enroll their child(ren) in Coppell Youth Programs. 5 M. Employee(s): Term used to describe people who have been hired to work for the City of Coppell and have been assigned responsibility for managing, administering, or implementing some portion of the Coppell Youth Programs. N. Recreation Center: The Coppell Middle School West campus located at 1301 Wrangler Rd. and which hosts the Sun~ner Recreation Program. 3. Inspections/Monitoring/Enforcement A. A monthly inspection report will be initiated by the Site Director of each Program to confirm the Standards of Care are being adhered to. (1) Inspection reports will be sent to the Superintendent of Leisure Services for review and kept on record for at least two years. (2) The Superintendent of Leisure Services will review the report and establish deadlines and criteria for compliance with the Standards of Care. B. The Superintendent of Leisure Services will make visual inspections of the Program based on the following schedule: (1) The Summer Recreation Program will be inspected twice during its summer schedule. C. Complaints regarding enforcement of the Standards of Care will be directed to the Site Director. The Coordinator will be responsible to take the necessary steps to resolve the problems. Complaints regarding enforcement of the Standards of Care and their resolution will be recorded by the Coordinator. Serious complaints regarding enforcement of the Standards of Care will be addressed by the Supt. of Leisure Services and the complaint and the resolution will be noted. D. The Superintendent of Leisure Services will make an annual report to the City Council on the overall status of the Youth Program and its operation relative to compliance with the adopted Standards of Care. 4. Enrollment A- Before a child can be enrolled, a parent must sign registration forms that contain the child's: 6 (1) name, address, home telephone number; (2) name and address of parents and telephone number during Program hours; (3) the names and telephone numbers of people to whom the child can be released; (4) a statement of the child's special problems or needs; (5) emergency medical authorization; (6) proof of residency when appropriate; and (7) a liability waiver 5. Suspected Abuse Program employees will report suspected child abuse or neglect in accordance with the Texas Family Code. STAFFING - RESPONSIBILITIES AND TRAINING 6. Youth Program Site Director Qualifications A. Site Director will be part-time, professional employees of the City of Coppell Leisure Services Department and will be required to have all Recreation Counselor qualifications as outlined in Section 7 of this document. B. Site Director must be at least 21 years old C. Site Director must have a bachelor's degree from an accredited college or university. Acceptable degrees include: (1) Recreation Administration or General Recreation (2) Physical Education (3) Any other comparable degree plan that would lend itself to working in a public recreation environment D. Site Director must have two years experience planning and implementing recreational activities. E. Site Director must pass a background investigation including testing for illegal substances. 7 F. Site Director must have successfully completed a course in First Aid and Cardio Pulmonary Resuscitation (CPR) based on either American Heart Association or American Red Cross standards. G. Site Director must be able to furnish proof of a clear tuberculosis test within 12 months prior to their employment date. 7. Site Director's Responsibilities A. Coordinators are responsible to administer the Programs' daily operations in compliance with the adopted Standards of Care. B. Site Directors are responsible to recommend for hire, supervise, and evaluate Counselors. C. Site Directors are responsible to plan, implement, and evaluate programs. 8. Recreation Counselor Qualifications A. Counselors will be part-time or temporary employees of the Parks and Recreation Department. B. Counselors working with children must be age 16 or older; however, each site will have at least one employee 18 years old or older present at all times. C. Counselors should be able to consistently exhibit competency, good judgement, and self-control when working with children. D. Counselors must relate to children with courtesy, respect, tolerance, and patience. E. Counselors must have successfully completed a course in First Aid and CPR based on either American Heart Association or American Red Cross standards. An exception can be made for no more than one staff person at each site, and that person shall successfully complete a First Aid and CPR course within four weeks of starting work. F. Each Counselor applicant must be able to furnish proof of a clear tuberculosis test within the 12 months prior to their employment date. G. Counselors must pass a background investigation including testing for illegal substances. 8 9. Counselor Responsibilities A. Counselors will be responsible to provide participants with an environment in which they can feel safe, can enjoy wholesome recreation activities, and can participate in appropriate social opportunities with their peers. B. Counselors will be responsible to know and follow all City, Departmental, and Program standards, policies, and procedures that apply to Coppell Youth Programs. C. Counselors must ensure that participants are released only to a parent or an adult designated by the parent. All Program sites will have a copy of the Department approved plan to verify the identity of a person authorized to pick up a participant if that person is not known to the Leader. 10. Training/Orientation A. The Department is responsible for providing training and orientation to Program employees in working with children and for specific job responsibilities. Site Director will provide each Counselor with a Program manual specific to the Youth Program. B. Program employees must be familiar with the Standards of Care for Youth Program operation as adopted by the City Council. C. Program employees must be familiar with the Program's policies including discipline, guidance, and release of participants as outlined in the Program Manual. D. Program employees will be trained in appropriate procedures to handle emergencies. E. Program employees will be trained in areas including City, Departmental, and Program policies and procedures, provision of recreation activities, safety issues, child psychology, and organization. F. Program employees will be required to sign an acknowledgement that they received the required training. OPERATIONS 11. Staff-Participant Ratio 9 A. In a Coppell Youth Program, the standard ratio of participants to Counselors will be 20 to 1. In the event a Counselor is unable to report to the Program site, a replacement will be assigned. B. Each participant shall have a Program employee who is responsible for him or her and who is aware of the participant's habits, interests, and any special problems as identified by the participant's parent(s) during the registration process. 12. Discipline A. Program employees will implement discipline and guidance in a consistent manner based on the best interests of Program participants. B. There must be no cruel or harsh punishment or treatment. C. Program employees may use brief, supervised separation from the group if necessary. D. As necessary, Program employees will initiate discipline reports to the parent(s) of participants. Parents will be asking to sign discipline reports to indicate they have been advised about specific problems or incidents. E. A sufficient number and/or severe nature of discipline reports as detailed in the Program Manual may result in a participant being suspended from the Program F. In instances where there is a danger to participants or staff, offending participants will be removed from the Program site as soon as possible. 13. Programming A. Program employees will attempt to provide activities for each group according to the participants' ages, interests, and abilities. The activities must be appropriate to participants' health, safety, and well-being. The activities also must be flexible and promote the participants' emotional, social, and mental growth. B. Program employees will attempt to provide that indoor and outdoor time periods include: (1) alternating active and passive activities; 10 (2) opportunity for individual and group activities, and (3) outdoor time each day weather permits. B. First Aid supplies and a First Aid and emergency care guide will be available in all Program vehicles that transport children. C. All Program vehicles used for transporting participants must have available a 6-BC portable fire extinguisher which will be installed in the passenger compartment of the vehicle and must be accessible to the adult occupants. 14. Communication A. The Program site will have a pager to allow the site to be contacted by Leisure Services personnel, and the site will have access to a telephone for use in contacting the Leisure Services Department or making emergency calls. B. The Site Director will post the following telephone numbers adjacent to a telephone accessible to all Program employees at the site: (1) Coppell ambulance or emergency medical services. (2) Coppell Police Department (3) Coppell Fire Department (4) Coppell Middle School West (5) Numbers at which parents may be reached (6) The telephone number for the site itself 15. Transportation Ao Before a participant may be transported to and from city sponsored activities, a transportation form, completed by the parent of the participant, must be filed with the Site Director. B. First Aid supplies and a First Aid and emergency care guide will be available in all Program vehicles that transport children. 11 C. All Program vehicles used for transporting participants must have available a 6-BC portable fire extinguisher which will be installed in the passenger compartment of the vehicle and must be accessible to the adult occupants. FACILITY STANDARDS 16. Safety A. Program employees will inspect the Program site daily to detect sanitation and safety concerns that might affect the health and safety of the participants. A daily inspection report will be completed by Program employees and kept on file by the Site Director. B. Buildings, grounds, and equipment on the Program site will be inspected, cleaned, repaired, and maintained to protect the health of the participants. C. Program equipment and supplies must be safe for the participants' use. D. Program employees must have First Aid supplies readily available at each site, during transportation to an off-site activity, and for the duration of any off-site activity. E. Program air conditioners, electric fans, and heaters must be mounted out of participants' reach or have safeguards that keep participants from being injured. F. Program porches and platforms more than 30 inches above the ground must be equipped with railings participants can reach. G. All swing seats at the Program site must be constructed of durable, lightweight, relatively pliable material. H. Program employees must have First Aid supplies readily available to staff in a designated location. Program employees must have an immediately accessible guide to First Aid and emergency care. 17. Fire A. In case of fire, danger of fire, explosion, or other emergency, Program employees' first priority is to evacuate the participants to a designated safe area. 12 B. The Program site will have an annual fire inspection by the local Fire Marshal, and the resulting report will detail any safety concerns observed. The report will be forwarded to the Director of Leisure Services who will review and establish deadlines and criteria for compliance. Information from this report will be included in the Director of Leisure Services annual report to the Council. C. The Program site must have at least one fire extinguisher approved by the Fire Marshall readily available to all Program employees. The fire extinguisher is to be inspected monthly by the Site Director, and a monthly report will be forwarded to the Superintendent of Leisure Services who will keep the report on file for a minimum of two years. All Program employees will be trained in the proper use of fire extinguisher. D. Fire drills will be initiated at Program sites based on the following schedule: (1) Summer Recreation Program: A fire drill twice during the session. 18. Health A. Illness or Injury (1) A participant who is considered to be a health or safety concern to other participants or employees will not be admitted to the Program. (2) Illnesses and injuries will be handled in a manner to protect the health of all participants and employees. (3) Program employees will follow plans to provide emergency care for injured participants with symptoms of an acute illness as specified in the Program manual. (4) Program employees will follow the recommendation of the Texas Department of Health concerning the admission or readmission of any participant after a communicable disease. B. Program employees will administer medication only if: (1) Parent(s) compete and sign a medication form that provides authorization for staff to dispense 13 medication with details as to time and dosages. The form will include a hold harmless clause to protect the City. (2) Prescription medications are in the original containers labeled with the child's name, a date, directions, and the physician's name. Program employees will administer the medication only as stated on the label. Program employees will not administer medication after the expiration date. (3) Nonprescription medications are labeled with the child's name and the date the medication was brought to the Program. Nonprescription medication must be in the original container. Program employees will administer it only according to label direction. (4) Medication dispensed will be limited to routine oral ingestion not requiring special knowledge or skills on the part of Program employees. No injections will be administered by the Program employees. (5) Program employees must ensure medications are inaccessible to participants or, if it is necessary to keep medications in the refrigerator (when available), medications will be kept separate from food. C. Toilet Facilities (1) The Program site will have inside toilets located and equipped so children can use them indepen- dently and Program staff can supervise as needed. (2) There must be one flush toilet for every 30 children. Urinals may be counted in the ratio of toilets to children, but they must not exceed 50% of the total number of toilets. (3) An appropriate and adequate number of lavatories will be provided. D. Sanitation (1) The Program facilities must have adequate light, ventilation, and heat. (2) The Program must have an adequate supply of water meeting the standards of the Texas Department of Health for drinking water and ensure that it will 14 be supplied to the participants in a safe and sanitary manner. (3) Program employees must see that garbage is removed from buildings daily. 15