1129 ORDINANCE NO. 1129
AN ORDINANCE ESTABLISHING STANDARDS OF CARE FOR THE
RECREATION PROGRAMS FOR ELEMENTARY SCHOOL AGE
CHILDREN OPERATED BY THE CITY; PROVIDING A SEVERABILITY
CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City of Southlake, Texas is a home rule city acting under its
charter adopted by the electorate pursuant to Article IX, Section 5 of the Texas
Constitution and Chapter 9 of the Local Government Code; and
WHEREAS, Section 42.041 of the Texas Human Resources Code provides that
an elementary-age recreation program operated by a municipality is not required to
obtain a license from the state provided that the governing body of the municipality
annually adopts standards of care for such programs by ordinance after a public
hearing; and
WHEREAS, the City Council has conducted a public hearing and desire to adopt
the standards set forth in this ordinance.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF SOUTHLAKE, TEXAS:
SECTION 1.
The Standards of Care attached hereto as Exhibit "A" and incorporated by
reference herein are hereby for recreation programs for elementary-age children.
SECTION 2.
It is hereby declared to be the intention of the City Council that the phrases,
clauses, sentences, paragraphs, and sections of this ordinance are severable, and if
any phrase, clause, sentence, paragraph or section of this ordinance shall be declared
unconstitutional by the valid judgment or decree of any court of competent jurisdiction,
Ordinance No. 1129,Standards of Care 1
Approved 2nd Reading 11-3-2015
Approved 1st Reading 10-20-2015
such unconstitutionality shall not affect any of the remaining phrases, clauses,
sentences, paragraphs and sections of this ordinance, since the same would have been
enacted by the City Council without the incorporation in this ordinance of any such
unconstitutional phrase, clause, sentence, paragraph or section.
SECTION 3.
This ordinance shall be in full force and effect from and after its passage, and it is
so ordained.
PASSED AND APPROVED ON FIRST READING ON THIS at - li DAY OF
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Ordinance No. 1129,Standards of Care 2
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Exhibit "A"
Community Services
Department
CITY OF
SOUTH LAKE
ill
Standards of Care
For
Youth Programs
Community Services Department
1400 Main Street,Suite#210
Southlake,TX 76092
817.748.8019
817.748.8027(Fax)
www.cityofsouthlake.com
Ordinance No.1129,Standards of Care 3
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Approved 1st Reading 10-20-2015
Table of Contents
Standards of Care
General Administration 3
Organization 3
Definitions 4
Objectives of Youth Programs 5
Inspections/Monitoring/Enforcement 5
Enrollment 6
Suspected Abuse 6
Staffing—Responsibilities and Training 7
Camp Director Qualifications 7
Camp Director Job Functions 8
Program Employees Qualifications 9
Program Employees Job Functions 9
Personnel Restriction 10
Training/Orientation 10
Service Standards 10
Appearance 10
Interaction with Parents& Participants 10
Additional Staff Responsibilities 11
Operations 11
Staff/Participant Ratio 11
Discipline 11
Programming 12
Communication 13
Transportation 13
Facility Standards 13
Safety 13
Fire 14
Health 14
Ordinance No. 1129,Standards of Care 4
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CITY OF SOUTHLAKE YOUTH PROGRAMS
STANDARDS OF CARE
The following Standards of Care have been adopted by the City Council of Southlake,Texas, to
comply with Chapter 42 of the Texas Human Resources Code, specifically Section
42.041(b)(14) regarding an exemption for the City of Southlake's Youth Programs, as defined
herein. These Standards of Care are intended to be minimum standards by which the City of
Southlake Community Services Department will operate the City's Youth Programs. The Youth
Programs are recreational in nature and are not child-care facilities or day care programs, and
are not licensed by the State of Texas.
General Administration
1. Organization
A. The governing body of the City of Southlake Youth Programs is the City of
Southlake City Council.
B. Implementation of the Youth Programs Standards of Care ("Standards of Care")
is the responsibility of the Director of Community Services and departmental
employees.
C. These Standards of Care apply to all Youth Programs operated by the
Department, including but not limited to: the Summer Day Camp Programs,
Holiday Day Camp Programs, and Spring Break Day Camp Programs.
D. Each Program Site will have available for public and staff review a current copy
of the Standards of Care.
E. Parents of participants may obtain a copy of the Standards of Care from the
City during the program registration process. In addition, the Standards of Care
can be accessed on the City's website at: www.SouthlakeParksandRec.com.
F. Criminal background checks shall be conducted on prospective staff. No
person who has been convicted of, who is under indictment for, or is the
subject of an official criminal complaint alleging violation of, any of the crimes
listed in the Texas Department of Protective and Regulatory Service's Day Care
Center Minimum Standards and Guidelines Appendix II, as same may be
amended, or a felony violation of the Texas Controlled Substance Act, may be
present while children are in care.
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2. Definitions
A. Camp Director: A Department employee who is assigned responsibility to
implement and direct a Youth Program and oversee the Program Employees
assigned to the corresponding Youth Program.
B. Department: Community Services Department of the City of Southlake.
C. Employee(s): Individuals who have been hired to work for the City of Southlake
and have been assigned responsibility for managing, administering, or
implementing some portions of the Youth Programs.
D. Parent(s): One or both parent(s) or legal guardian(s) who have legal custody
and authority to enroll the child(ren) in the Youth Programs.
E. Participant: A Youth whose parent(s) or legal guardian(s) have completed all
required registration procedures and determined to be eligible for the Youth
Programs.
F. Program Coordinator or Coordinator: A Department employee who has been
assigned administrative responsibility for the Youth Programs and oversees the
Camp Directors.
G. Program Employee: A Department employee who is assigned to work with
participants of a Youth Program at a Program Site.
H. Program Manual: Notebook of policies, procedures, required forms, and
organizational and programming information relevant to Youth Programs.
I. Program Site: The facilities and surrounding property where Youth Programs
are held.
J. Recreation Supervisor: A Department employee who oversees the Program
Coordinator and operations of all Youth Programs.
K. City: City of Southlake,Texas.
L. City Council: City Council of the City of Southlake,Texas.
M. Youth: A school aged person between the ages of 5 and 13, as of the
enrollment date of the Youth Program.
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N. Youth Programs: The City of Southlake Youth Programs consisting of programs
such as: the Summer Day Camp Programs, Holiday Day Camp Programs, and
Spring Break Day Camp Programs. A single camp may be referred to as a Youth
Program.
3. Objectives of Youth Programs
A. To provide Youth with the opportunity of recreational activities which may
include sports, games, arts and crafts, education, dance, drama, special events,
field trips,tournaments, etc.
B. To provide an encouraging atmosphere by emphasizing the positive
development of physical skills, emotional development and growth of self-
confidence.
C. To provide a safe environment by promoting good health and welfare for all
participants.
D. To teach Youth how to spend their leisure time wisely in an effort to meet the
emotional, physical and social needs of the Youth.
4. Inspections/Monitoring/Enforcement
A. The City has established these Standards of Care in order to obtain an
exemption from the State regarding the Youth Programs. Once the exemption
is established, the State will not monitor the Youth Programs. These Standards
of Care will be reviewed annually and brought before the City Council for
consideration, regarding any amendments recommended by the Recreation
Supervisor, and approval after a public hearing regarding the Standards of Care
is held, pursuant to Texas Human Resources Code §42.041(b)(14).
B. The Program Coordinator shall prepare an inspection report and submit it to
the Recreation Supervisor to confirm the Standards of Care are being adhered
to.
(1) Monthly inspection reports shall be sent to the Recreation Supervisor
for review and maintained by the City in accordance with applicable
record retention policies.
(2) The Recreation Supervisor shall review the monthly inspection report
and shall establish deadlines and criteria for compliance with the
Standards of Care where failure to comply is noted.
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C. The Recreation Supervisor shall make visual inspections of the Youth Programs
based on the following schedule.
1. Youth Programs operating during the summer shall be inspected no less
than twice during the Youth Program's summer schedule.
2. Youth Programs which operate during the regular Carroll Independent
School District school year, for two (2) weeks or less, shall be inspected
at least once during the Youth Program's schedule.
D. Complaints regarding enforcement of the Standards of Care shall be directed to
the Program Coordinator. The Program Coordinator shall be responsible to
take the necessary steps to address the complaint and resolve the problem, if
any. Complaints regarding enforcement of the Standards of Care and
resolution of complaints arising under the Standards of Care shall be recorded
by the Program Coordinator. All complaints regarding enforcement of the
Standards of Care where a deficiency is noted will be forwarded to the
Recreation Supervisor with the complaint and the resolution noted.
5. Enrollment
Before a child may enroll in a Youth Program, the parents shall sign registration forms
that contain the following information about the child:
(1) Name, home address, home telephone number, parent's email address;
(2) Name and address of parent(s) and contact telephone number(s) during
Youth 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, needs or medical
conditions;
(5) Emergency medical authorization;
(6) A signed liability waiver.
6. Suspected Abuse
Program Employees shall report suspected child abuse or neglect in accordance with
the Texas Family Code. In a situation where an Employee is involved in an incident
with a child that could be considered to be child abuse, the incident shall be
immediately reported to the Recreation Supervisor. The Recreation Supervisor will
Ordinance No.1129,Standards of Care 8
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immediately notify the Police Department and any other agency, as may be
appropriate.
Texas State law requires the Employees of the Youth Programs to report any suspected
abuse or neglect of a child to the Texas Department of Family and Protective Services
or a law enforcement agency. Failure to report suspected abuse is punishable by fines
up to $1,000 and/or confinement up to one hundred eighty (180) days. Confidential
reports may be made by calling 1.800.252.5400.
A complete copy of the Texas Family Code regulations regarding child abuse can be
found at http://www.statutes.legis.state.tx.us
Staffing- Responsibilities and Training
1. Camp Director
A. Qualifications. The Camp Director shall:
(1) Consistently exhibit competency, good judgment, and self-control when
working with Youth.
(2) Interact with Youth with courtesy, respect, tolerance, and patience.
(3) Successfully complete a course in first aid, CPR, and AED, in compliance
with American Heart Association standards.
(4) Pass a background investigation and testing for illegal substances.
(5) Be mature, responsible, and able to complete duties with minimal
supervision.
(6) Communicate effectively with the public.
(7) Possess a valid Texas driver's license.
(8) Have previous experience in supervising Youth of varying age levels in a
group setting and possess knowledge of recreational games, crafts, and
activities.
(9) Complete City-mandated training.
(10) Be at least eighteen (18)years of age.
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B. Job Functions. The Camp Director shall endeavor to:
(1) Direct and supervise Program Employees. Hiring and training shall be
the responsibility of the Program Coordinator with assistance from the
Camp Director.
(2) Complete and submit proper records, including Youth Program
schedules, Program Employee schedules, accident/incident reports, and
participant attendance.
(3) Schedule appropriate activities in accordance with the philosophy of the
Youth Program and coordinate with the Program Coordinator to ensure
appropriate reservations and transportation are secured in order to
complete activities.
(4) Maintain an orderly, clean and safe environment for the Youth while
promoting a non-competitive program directed toward accentuating
positive behaviors, physical development, and emotional growth.
(5) Maintain supplies, equipment and all necessary documentation for the
operation of the Youth Program.
(6) Communicate with Parent(s) as necessary.
(7) Conduct on-going evaluations regarding the Youth Program and
implement approved recommendations, as needed.
(8) Provide reports to Program Coordinator on a weekly basis regarding
Youth Program activities.
(9) Know and follow all City, Department, and Program Manual standards,
policies, and procedures that apply to Youth Programs.
(10) Ensure that participants are released only to a Parent or an adult
designated by the Parent in accordance with Department procedures.
All Program Sites will have a copy of the approved Department
procedure to verify the identity of a person authorized to pick-up a
participant.
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2. Program Employees
A. Qualifications. A Program Employee must:
(1) Consistently exhibit competency, good judgment, and self-control when
working with Youth.
(2) Interact with Youth with courtesy, respect, tolerance, and patience.
(3) Successfully complete a course in first aid, CPR, and AED, in compliance
with American Red Cross standards.
(4) Pass a background investigation and testing for illegal substances.
(5) Be mature, responsible, and able to complete duties with minimal
supervision.
(6) Possess a valid Texas driver's license.
(7) Have previous experience in working with Youth of varying age levels in
a group setting and possess knowledge of recreational games, crafts,
and activities.
(8) Complete City-mandated training.
(9) Be at least sixteen (16) years of age.
B. Essential Job Functions. A Program Employee shall endeavor to:
(1) Promote a non-competitive, positive, image-enhancing environment for
each participant through the direction of fun, varied, and well-organized
activities.
(2) Directly lead activities using a method that will provide opportunities
for the involvement of all participants on an equal basis.
(3) Exhibit enthusiasm for the activity to impart a feeling of excitement in
the participants.
(4) Follow procedures for Youth Programs drop off and pick-up and
preparation of accident/incident reports.
(5) Follow guidelines for safety and storage of equipment and notify Camp
Director regarding supplies inventories.
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(6) Ensure safety of Youth at Program Site and on field trips.
(7) Adhere to these Standards of Care for Youth Programs.
3. Personnel Restriction
A person shall not be employed as an Employee in a Youth Program if:
(1) The person would be permanently barred from being present at a child
care operation while children are in care under the Texas Administrative
Code Title 40, Part 19, Chapter 745 (Licensing).
4. Training/Orientation
A. The Department is responsible to provide training and orientation to all Youth
Programs employees who work with children regarding their specific job
responsibilities. Program Coordinators shall provide each Camp Director with a
staff program manual specific to each Youth Program.
B. Employees must be familiar with these Standards of Care for Youth Programs.
C. Employees shall be trained in appropriate procedures to handle emergencies.
D. Employees shall be trained in City, Department, and Program Manual policies
and procedures applicable to Youth Programs.
E. Employees shall be required to sign an acknowledgment that they received the
required training.
Service Standards
1. Appearance
A. Youth Programs shirts shall be worn by participants and volunteers.
B. The City's dress code policy shall be adhered to at all time. Failure to comply
with the dress code will result in an Employee being sent home.
2. Interaction with Parents and Participants
A. Participants and Parents will be treated with respect at all times.
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B. Program Employees and Camp Directors shall keep parents continuously
informed of activities and schedules. A weekly schedule shall be distributed
and copies shall be kept with the daily sign in sheets.
C. Staff shall note details of behavior of participants (accomplishments, discipline
problems,general activities, etc.) and update Parents as much as possible.
D. The Camp Director will review and document complaints and forward
complaints to the Program Coordinator, and shall respond as appropriate. All
complaints shall be addressed within one (1) business day, if they are not
resolved on site. All complaints must be recorded, including resolution, and
forwarded to Program Coordinator.
3. Additional Staff Responsibilities
A. Program Employees shall monitor the sign in/out log at all times.
B. Program Employees shall spend 100% of their time while on duty actively
involved with Participants and/or Parents.
C. Program Employees shall pick-up the area used by their group after each
activity.
D. Prior to beginning work each day, all staff shall report to the appointed location
for any messages, instructions, or information.
Operations
1. Staff/Participant Ratio
A. The maximum ratio of Participants to Program Employees shall be 12:1 based on
average daily attendance. In the event an employee is unable to report to the
Program Site, a replacement shall be assigned.
B. Each Participant shall have a Program Employee who is assigned to him/her and
who shall be aware of the Participant's habits, interests, and any special needs,
as identified by the Participant's parent(s) during the registration process.
2. Discipline
A. Program Employees shall implement discipline and guidance in a consistent
manner based on the best interests of program participants.
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B. There shall be no cruel, harsh or corporal punishment used as a method of
discipline.
C. Program Employees may use brief, supervised separation from the group if
necessary. Participants shall be informed of Youth Program rules.
D. As necessary, Program Employees shall initiate discipline reports to the Parent(s)
of Participants. Parents shall be asked 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 or removed from
the Youth Programs. Parents shall be contacted to pick up their Youth
immediately in the event of such suspension or removal.
F. In instances where there is a danger to Participants or Employees, offending
Participants shall be removed from the Program Site immediately.
G. Any person(s) creating a nuisance, causing a disturbance, or creating an unsafe
environment at any Program Site shall be subject to ejection from the Site and
possible arrest and legal action.
H. In the event any Employee believes that criminal conduct has occurred, or is
reasonably likely to occur, the Employee shall immediately notify the Program
Coordinator or other supervisory employee and/or contact the Police directly if
time does not permit indirect reporting.
3. Programming
A. Program Employees shall attempt to provide activities for each group according to
the Participant's age, 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 indoor and outdoor time periods,
weather permitting,that include:
(1) Alternating active and passive activities; and
(2) Opportunity for individual and group activities.
C. Program Employees shall be attentive and considerate of the Participants' safety on
field trips and during any transportation provided by the Youth Programs.
Participants shall be counted before leaving the Program Site and before boarding
Ordinance No. 1129,Standards of Care 14
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the transportation to return to the Program Site, and at other times as deemed to be
reasonably necessary to preserve the Participants' safety.
(1) During trips, Program Employees supervising Participants must have
immediate access to Participant forms and emergency contact information
for each Participant; and
(2) Program Employees shall have a written list of the Participants in the group
and must check the attendance frequently; and
(3) Program Employees shall have First Aid supplies, a guide to First Aid and
emergency care available on field trips.
4. Communication
The Program Site shall have a telephone to allow the Program Site to be contacted by Parks
and Recreation personnel or for making emergency calls.
5. Transportation
A. First Aid supplies and a First Aid and emergency care guide will be available in all
Youth Program vehicles that transport Youth.
B. All Program vehicles used for transporting Participants shall have available a 6-BC
portable fire extinguisher in the vehicle which shall be accessible to the adult
occupants.
Facility Standards
1. Safety
A. Program Employees shall inspect the Program Site daily to detect sanitation
and safety concerns that might affect the health and safety of the Participants.
Program employees will also complete a daily inspection report and submit it
to the Program Coordinator, who shall maintain it in the City's files.
B. The Camp Director shall inspect the buildings, grounds, and equipment on the
Program Site to insure that they are clean, in good repair, and maintained so as
to protect the health of the Participants.
C. Program equipment and supplies shall be safe for Participants use.
D. Program Employees shall have First Aid supplies available at the Program Site,
during transportation, and for the duration of any off-site activity.
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E. Program Employees shall have First Aid supplies and a guide to First Aid and
emergency care readily available in a designated location.
2. Fire
A. In case of fire, danger of fire, explosion, or other emergency, a Program
Employee's first priority is to evacuate the Participants to a designated safe
area. Emergency evacuation and relocation plans shall be posted within the
Program Site.
B. The Program Site shall have an annual fire inspection by the local Fire Marshal,
and the resulting report shall detail any safety concerns observed. The report
shall be forwarded to the Supervisor who shall review and establish deadlines
and criteria for compliance.
C. Each Program Site must have at least one (1) operable, charged fire
extinguisher approved by the Fire Marshal or designee readily available to all
Program Employees. The fire extinguisher is to be inspected monthly by the
Program Coordinator to verify that it is sufficiently charged and operable. All
Employees will be trained in the proper use of a fire extinguisher.
D. Fire drills shall be conducted monthly.
3. Health
A. Illness or Injury
(1) Illnesses and injuries shall be handled in a manner to protect the health
of all participants and employees. Parents shall be notified in cases of
illness or injury. Paramedics shall be notified in the event of an injury
that cannot be remedied through basic first aid. An accident report
shall be completed for all injuries and forwarded to the Camp Director.
(2) An ill Youth shall not be allowed to attend or participate in Youth
Programs if the Youth is suspected of having a temperature and/or
accompanied by behavior changes or other signs or symptoms until a
medical evaluation indicating that the Youth can return to the Youth
Program.
(3) Employees shall follow the recommendations of the Texas Department
of Health concerning the admission or readmission of any Participant
after a communicable disease.
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B. Program Employees shall administer medication only if:
(1) Parent(s) complete and sign a "Consent to Administer Medication" Form
that authorizes for Employees to administer medication and provide
details as to time(s) and dosage(s) consistent with the medications label.
(2) Prescription medications are in the original containers labeled with the
Youth's name, a date, directions, and the prescribing physician's name.
Employees shall administer the medication only as stated on the label.
Employees shall not administer medication after the expiration date.
(3) Non-prescription medications are labeled with the Youth's name and the
date the medication was brought to the Youth Program. Non-prescription
medication must be in the original container. The Employees shall
administer non-prescription medications only according to label direction.
(4) Medications dispensed shall be limited to routine oral ingestion not
requiring special knowledge or skills on the part of Program Employees.
(5) Program Employees shall ensure medications are inaccessible to
Participants.
C. Toilet Facilities
(1) The Program Site shall have adequate indoor toilets and lavatories located
and equipped so Youth can use them independently and Program
Employees can supervise as needed.
(2) There must be one (1)flush toilet for every thirty(30) participants. Urinals
may be counted in the ratio of toilets to participants, but shall not exceed
fifty percent(50%) of the total number of toilets.
D. Sanitation
(1) The Program Site shall have adequate light, ventilation, and heat.
(2) The Program Site shall have an adequate supply of drinking water meeting
the standards of the Texas Department of Health for drinking water and
ensure that it shall be supplied to the Participants in a safe and sanitary
manner.
(3) Program Employees shall ensure that garbage is removed from the
Program Site daily.
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Approved 2nd Reading 11-3-2015
Approved 1st Reading 10-20-2015