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OR 97-803 Standards of care for youth programs AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. 97803 AN ORDINANCE OF THE CITY OF COPPELL, ADOPTING STANDARES OF CARE FOR YOUTH PROGRAMS OFFERED BY THE LEISURE SERVICES DEPARTMENT; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A REPEALING CLAUSE; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: 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 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of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. SECTION 3. That should any word, phrase, paragraphs, section or portion of this ordinance, be held to be void or unconstitutional, the same shall not affect the validity of the remaining portions of said ordinance, which shall remain in full force and effect. SECTION 4. This Ordinance shall take effect immediately from and after its passage as the law and Charter in such cases provided. DULY PASSED by the City Council of the City of Coppell, Texas, this the ~J~ day of /Jz/~.=~/~5/ 1997. APPROVED: CAN ~EE~, YOR ATTEST: KA~T'LEEN ROACH, dITY SECRETARY APPROVED AS TO FORM: PARENT'S GUIDE TO COPPELL'S SUMMER REC PROGRAM EXHIBIT "A" CITY OF COPPELL YOUTH PROGRAM 8TANDARDS OF CARE The following Standards of Care have been adopted by the City Council of the City of Coppell, Texas to comply with Section 42.041(b)(14), Texas Human Resources Code. 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 I. 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(s) - City of Coppell Youth Programs consisting of the After School Program, the Summer Day Camp Program, Mobile Recreation Program and other non- school day programs which last one week (5 days) or longer. E. Program Manual - Notebook of policies, procedures, required forms, and organizational and progranuning information relevant to Coppell Youth Programs. F. Director City of Coppell Leisure Services Department Director or designee. G. Site Director - Cit of Coppell Leisure Services Department Staff who has been assigned administrative responsibility for a City of Coppell Youth Program. H. Counselor - City of Coppell Leisure Services Department full-time, part-time staff, contract instructor or volunteer who has been assigned responsibility to implement the City's Youth Programs. I. Program Site - Area or facilities where City of Coppell Youth Programs are held. J. Participant - A youth whose parent(s) or guardian(s) have completed all required registration procedures and determined to be eligible for a Coppell Youth Program. K. Parent(s) - This term will be used to represent one or both parent(s) or guardian(s) who have legal custody and authority to enroll their child(ren) in the Coppell Youth Program. L. Program Staff - Term used to describe the person or persons who have been employed or have volunteered to work for the City of Coppell and have been assigned responsibility for managing, administering, or implementing some or all portions of the Coppell Youth 1 Programs. This definition also includes program site director and counselors. M. Community Center - One type of facility used to host any program as listed in I.D. 1. Organization A. The governing body of the City of Ccppell Youth Program is the Coppell City Council. B. Implementation of the Youth Program Standards of Care is the responsibility of the Leisure Services Department Director and Departmental staff. C. The Youth Programs to which these Standards of Care will apply are the After School Program, the Summer Day Camp Program, Mobile Recreation Program and other non- school day programs that last one week or longer. D. Each Program site a current copy of the Standards of Care for public and staff. E. Parents of participants will be provided a current copy of the Standards of Care prior to the start of the Youth Program, preferably during the registration process. F. Criminal background checks will be conducted on prospective Program Staff. 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 participants or the City of Coppell at risk. 3. Inspections/Monitoring/Enforcement A. A monthly inspection report will be initiated by the Site Director of each Youth Program to confirm compliance with Standards of Care. (1) Inspection reports will be sent to the Director for review and kept on record for at least two 2 years. (2) The Director will review the report and establish deadlines and criteria for compliance with the Standards of Care. B. The Director 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 Site Director 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 Site Director. Serious complaints regarding enforcement of the Standards of Care will be addressed by the Director of Leisure Service and the complaint and the resolution will be noted. D. The Director 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: (1) name, address, home telephone number; (2) in Case of an Emergency contact names and telephone numbers during Youth Programs; (3) the names and telephone numbers of people to whom the child can be released; (4) a statement of the child's special problems and/or needs; (5) emergency medical authorization, Doctor's name, telephone number; (6) a liability waiver (7) designation of need for reasonable accommodations. 5. Suspected Abuse A. Program staff will report suspected child abuse in accordance with the Texas Family Code. B. Program Staff will receive basic training related to child abuse prevention and how to report suspected abuse. STAFFING-RESPONSIBILITIES AND TRAINING 6. Youth Program Site Director Qualifications A. Site Director will be a part-time, professional employee of the City of Coppell Leisure Services Department and will be required to have all Recreation Counselor qualifications as outlined in Section 8 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 or a minimum of five (5) years of full-time recreation program supervision experience in Parks and Recreation. Acceptable degrees include Recreation Administration or General Recreation, Physical Education, Horticulture, Elementary or Secondary Education, Biology, Zoology, Environmental Education 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. 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 prior to their employment date. H. Coordinators must take a tuberculosis test every two years from their employment date and provide proof of ~ clear tuberculosis test. 7. Site Director's Responsibilities A. The Site Director is responsible for administering the Programs' daily operations in compliance with the adopted Standards of Care. B. The Site Director is responsible to recommend for hire~ supervise, and evaluate Leaders. C. The Site Director is responsible to plan, implement, and evaluate programs. 4 8. Recreation Counselor Qualifications A. Counselors will be part-time or temporary employees of the Leisure Services 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 or National Safety Control standards. At least one Counselor at each Program Site must have current certifications. F. Each Counselor applicant must be able to furnish proof of a clear tuberculosis test prior to their employment date. G. Counselors must pass a background investigation including testing for illegal substances. H. Counselors must take a tuberculosis test every two years from their employment date and provide proof of a clear tuberculosis test. 9. Counselor Responsibility A. Counselors will be responsible to provide participants with an environment in which they can feel safe, enjoy wholesome recreation activities, and 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 the Coppell Youth Recreation Program. 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 Counselor. 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. The 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 the 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 A. In the Coppell Youth Program, the standard ratio of participants to Counselor 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. 6 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 staff will provide cultural, educational and recreational programs for each group of Participants according to their ages, interests and abilities. The activities will be appropriate to participants' health~ safety, and well-being. The activities also will be flexible and promote the participants' emotional, social, and mental growth. B. Program staff will attempt to provide indoor and outdoor time periods to include: (1) alternating active and passive activities; (2) opportunity for individual and group activities, and (3) outdoor time each day as weather permits. C. Program Staff will be attentive and considerate of the Participant's safety on field trips and during any transportation provided by the Youth Program. 1. During field trips, Program Staff will have authorization for emergency medical care and emergency contact information for each Participant. 2. Program Staff will have a written list of the Participants in the group and must check the roll frequently, specifically before departure to and from destination. 3. Program Staff will have first aid supplies and a guide to first aid and emergency care available on field trips. 14. Communication A. Each remote Program Site will have a pager to allow ~k~e Site to be contacted by Staff and each Program Site will have access to a telephone for use in contacting or making emergency telephone calls. B. At each Program Site the Site Director will post the following telephone numbers adjacent to a telephone accessible to all Program Staff: 1. City of Coppell ambulance of emergency medical services. 2. City of Coppell Police Department 3. City of Coppell Fire Department 4. Leisure Services Department Administrative Office 5. Numbers at which parents may be reached 6. Telephone number and address for the Program Site itself 7. Telephone number of Director's office 15. Transportation A. Before a Participant can be transported to and from City sponsored activities, a transportation form, completed and signed by a Parent of the Participant, will be filed with the Site Director. B. First aid supplies and a first aid emergency guide will be available in all Youth Program vehicles that transport Participants. C. All vehicles used for transporting Participants will have a 6-BC portable fire extinguisher. D. Seatbelts will be worn if provided. E. Participants will be oriented to expected behavior and safety rules. FACILITY STANDARDS 16. Safety A. Program staff will inspect Program sites daily to detect sanitation and safety concerns that might affect the health and safety of the participants. A weekly 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 t© 8 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 site porches and platforms more than 30 inches above the ground must be equipped with railings participants can reach, except performance stages. 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 pre-designated safe area. 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. Each 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 who will keep the report on file for a minimum of two years. D. Fire drills will be initiated at the Program site based on the following schedule: 1. After School Program - Once every three months. 2. Other Youth Programs - Once during each session~ 9 18. Health A. Illness or Injury 1. A participant who is considered to be a health or safety concern to other participants or staff wi].l not be admitted to the Program. 2. Illnesses and injuries will be handled in a manner to protect the health of all participants and staff. 3. Program staff will follow plans to provide emergency care for injured participants with symptoms of an acute illness as specified in the Program manual. 4. Program staff will follow the recommendation of the Texas Department of Health concerning the admission or readmission of any participant after a communicable disease. B. Program staff will administer medication only if: (1) Parent(s) complete and sign a medication form that provides authorization for staff to dispense 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, date, directions, and the physician's name. Program staff will administer the medication only as stated on the label. Program staff 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 staff will administer it only according he label direction. (4) Medication dispensed will be limited to routine oral ingestion not requiring special knowledge or skills on the part of Program staff. No injections will be administered by the Program staff. (5) Program staff must ensure medications are inaccessible to participants or, if it is 10 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 independently and Program staff can supervise as needed. 2. An appropriate and adequate number of lavatories will be provided. D. sanitation 1. The Program facilities must have adequate light, ventilation, and climate control. 2. The Program site must have an adequate supply of water meeting the standards of the Texas Department of Health for drinking water. Water will be supplied to the participants in a safe and sanitary manner. 3. Program site will remove garbage from Program Site daily. 4. All waste matters will be kept in a leakproof, covered container. END OF STANDARDS OF CARE 11