2010-272\\codad\departments\1cga1\our documents\ordinances110\parks standards ofcare.doc
ORDINANCE NO. 2010-272
AN ORDINANCE OF THE CITY OF DENTON, TEXAS, ADOPTING STANDARDS OF
CARE FOR YOUTH/TEEN PROGRAMS ADMINISTERED BY DENTON'S PARKS AND
RECREATION DEPARTMENT PURSUANT TO TEXAS HUMAN RESOURCES CODE
SECTION 42.041 (b)(14); AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Denton, Texas, recognizes that many children of school age need
an organized program for recreational activities after the end of the school day and for other non-
school days; and
WHEREAS, the City of Denton, Texas, through its Park and Recreation Department,
proposes to operate After School Programs and Summer Camps for children to be operated at
City Recreational Centers and schools of the Denton Independent School District; and
WHEREAS, the City of Denton, Texas, needs to adopt Standards of Care for these
recreational programs so licensing as a day care facility will not be necessary; and
WHEREAS, the City of Denton, Texas, has formulated a Standards of Care that at a
minimum includes staffing ratios, minimum staff, qualifications, minimum facility, health and
safety standards, and mechanisms for monitoring and enforcing the local standards; and further
provides for notifying parents that the program is not licensed by the state and that the program
may not be advertised as a day care facility; and
WHEREAS, on l9 a day of e , 2010, the City of Denton held a
public hearing on the above Standards of Care as required by Section 42 041 (b)(14) of the Texas
Human Resources Code; NOW, THEREFORE;
THE COUNCIL OF THE CITY DENTON HEREBY ORDAINS:
SECTION 1. The City of Denton, Texas, adopts the Standards of Care for Youth/Teen
Programs which is attached as Exhibit "A" and incorporated herein by reference as if written
word for word pursuant to Section 42.041 (b)(14), Texas Human Resources Code.
SECTION 2. This ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this the day of '2010.
MARK A. LLBURROUG S, MAYOR
S:1LegaftOnrpocumenWOrdimnces1IO\Patks Standards of Care.doc
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
1
BY:
APPROVED AS TO LEGAL FORM:
ANITA BURGESS, CITY ATTORNEY
C
BY:
Page 2
Exhibit A
E
CITY
(0) F, D NTON
City of Denton
re~,R CHING LIVES
Parks & Recreation Department
Youth/Teen Program
Standards of Care
Parent Guide
2010-2011
Welcome to the City of Denton Parks and Recreation Department Youtb/Teen Programs. The
Youth/Teen Services Division oversees the After School Action Site, Holiday Camps, Kids Day Off,
Summer Camps, Middle School After School Program and Teen Summer Camp programs.
Each Program offers a variety of activities for your child(ren) and teen(s), ranging from
games to crafts to sports and much more. It is the philosophy of the division to offer activities that
encourage physical fitness, motor skill development, social development, build self-esteem, and
promote education and good citizenship.
Please take a few moments to read through your City of Denton Youth/Teen Program Parent
Guide to familiarize yourself with the program(s) your child(ren) or teen(s) are enrolled in. This
Guide includes The Standards of Care, Program rules, procedures for discipline, medication
administration and more.
Please feel free to call your Youth/Teen Services Manager at any time with questions,
concerns, and suggestions. The Youth/Teen Services Manager may be reached at 940-349-8732.
Thank you for participating in the City of Denton Parks and Recreations Department Youth
Programs. We look forward to meeting you and your child(ren)/teen(s).
Sincerely,
Na' Stasha Manuel
Youth/Teen Services Manager
349-8732
2
TABLE OF CONTENTS
Standards of Care
General Administration
4
Organization
4
Definitions
4
Inspections
5
Enrollment
6
Suspected Abuse
6
Staffing - Responsibilities and Training
7
Youth/Teen Manager Qualifications
7
Manager's Responsibilities
7
Youth/Teen Program Coordinator & Leader Qualifications
7
Coordinators and Leader Responsibilities
8
Training/Orientation
8
Operations
9
Staff-Participant Ratio
9
Discipline
9
Programming
9
Communication
10
Transportation
10
Facility Standards
11
Safety
11
Fire
11
Health
12
Toilet Facilities
13
Sanitation
13
General Youth/Teen Program Information 14
*Programs include: After School Action Site, Middle After School Program, Summer
Camps, KDO's, Holiday Camps, Teen Camps
3
CITY OF DENTON YOUTH/TEEN SERVICES
STANDARDS OF CARE
The following Standards of Care have been adopted by the City Council of the City of Denton,
Texas in order to comply with Senate Bill 212 as approved by the Texas Legislature during the 74th
legislative session. The Standards of Care are intended to be minimum standards by which the City
of Denton Parks and Recreation Department will operate the City's Youth Programs. The programs
operated by the City are recreational in nature and are not licensed day care programs. The City of
Denton's Youth/Teen programs are exempt from licensing under Texas Administrative Code
745.115(3).
GENERAL ADMINISTRATION
1. Organization
A. The governing body of the City of Denton Youth/Teen Programs is the City of
Denton City Council.
B. Implementation of the Youth/Teen Programs Standards of Care is the responsibility
of the Parks and Recreation Department Director and Departmental employees.
C. Youth/Teen Programs ("Program") to which these Standards of Care will apply are
the After School Action Site, Holiday Break Camps, Kids Day Off, Summer Camps,
Middle School After School Program and Teen Summer Camp programs.
D. Each Youth/Teen 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 staff. No person with
conviction or 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. An example of
current Appendix II is attached as Exhibit A.
2. Definitions
A. City: City of Denton.
B. City Council: City Council of the City of Denton.
C. Department: Parks and Recreation Department of the City of Denton.
4
D. Youth/Teen Programs or Program: City of Denton Youth/Teen Programs consisting
of the After School Action Site, Holiday Break Camps, Kids Day Off, Summer
Camps, Middle School After School Program and Teen Summer Camp programs.
E. Program Manual: Notebook of policies, procedures, required forms, and
organizational and programming information relevant to City of Denton Programs.
F. Director: City of Denton Parks and Recreation Department Director or his or her
designee.
G. Program Manager: City of Denton Parks and Recreation Department full-time
Programmer who has been assigned administrative responsibility for City of Denton
Youth/Teen Program.
H Youth/Teen Manager or Manager: City of Denton Parks and Recreation Department
full-time employee who has been assigned responsibility to implement the City's
Youth/Teen Programs.
1. Program Site: Area and facilities where City of Denton Youth/Teen Programs are
held consisting of Civic Center, Martin Luther King Recreation Center, Denia
Recreation Center, North Lakes Recreation Center, and McMath Middle School.
Participant: A youth/teen whose parent(s) have completed all required registration
procedures and determined to be eligible for a City of Denton Youth Program.
K. 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)/teen(s) in City of Denton
Youth/Teen Programs.
L. Employee(s): Term used to describe people who have been hired to work for the City.
of Denton and have assigned responsibility for managing, administering, or
implementing some portion of the City of Denton Youth Programs.
Inspections/Monitoring/Enforcement
A. A monthly inspection report will be initiated by the Manager, Specialist or
Coordinator of each Program to confirm the Standards of Care are being adhered to.
(1) Inspection reports will be sent to the Program Manager for review and kept
on record for at least two years.
(2) The Program Manager will review the report and establish deadlines and
criteria for compliance with the Standards of Care.
B. The Manager will make visual inspections of the Program based on the following
schedule:
(1) Each After School Program site will be inspected bimonthly;
(2) The Holiday Break Camp Program will be inspected once during its
holiday schedule; and
(3) The Summer Camp Program will be inspected twice during the summer
break.
(4) The Middle School After School Program site will be inspected
bimonthly;
(5) Teen Camp Program will be inspected once during the summer break;
(6) The Kids Day Off will be inspected three times a year;
C. Complaints regarding enforcement of the Standards of Care will be directed to the
Manager. The Manager 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 Specialist or Coordinator. Serious complaints
regarding enforcement of the Standards of Care will be addressed by the Program
Manager and the complaint and resolution will be noted.
D. The Program Manager will make an annual report to the City Council on the overall
status of the Youth/Teen Programs and their operation relative to compliance with
the 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, email address;
(2) name and address of parents and telephone number during Program hours;
(3) the names 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.
Suspected Abuse
Program employees will report suspected child abuse or neglect in accordance with the
Texas Family Code.
6
STAFFING - RESPONSIBILITIES AND TRAINING
6. Youth/Teen Manager ("Manager") Qualifications
A. Manager will be full-time, professional employees of the City of Denton Parks and
Recreation Department and will be required to have all Program Leader
qualifications as outlined in Section 7 of the document.
B. Manager must be at least 21 years old.
C. Manager must have a bachelor's degree from an accredited college or University or
at least five (5) years of direct supervision of recreational activities related to
children ages 5-13 years of age. Acceptable degrees include:
(1) Recreation Administration or General Recreation;
(2) Physical Education; and
(3) Any other comparable degree plan that would lend itself to working in a
public recreation environment.
D. Manager must have five years experience planning and implementing recreational
activities.
E. Manager must pass a background investigation including testing for illegal
substances.
F. Manager 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.
7. Manager's Responsibilities
A. Manager's are responsible to administer the Programs' daily operations in
compliance with the adopted Standards of Care.
B. Manager's are responsible to recommend for hire, supervise, and evaluate
Coordinators and Leaders.
C. Manager's are responsible to plan, implement, and evaluate programs.
8. Youth/Teen Program Coordinator ("Coordinator"} and Leader ("Leader") Qualifications
A. Coordinators and Leaders will be part-time or temporary employees of the Parks and
Recreation Department.
B. Coordinators and Leaders working with children must be age 18 or older.
C. Coordinators and Leaders should be able to consistently exhibit competency, good
judgment, and self-control when working with children.
7
D. Coordinators and Leaders must relate to children with courtesy, respect, tolerance,
and patience.
E. Coordinators and Leaders 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. Coordinators and Leaders must pass a background investigation including testing for
illegal substances.
9. Coordinators and Leader Responsibilities
A. Coordinator and Leaders 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. Coordinators and Leaders will be responsible to know and follow all City,
Departmental, and Program standards, policies, and procedures that apply to City of
Denton Youth/Teen Programs.
C. Coordinators and Leaders 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 Coordinator and Leader.
10. Training/Orientation
A. The Department is responsible for providing training and orientation to Program
Employee's in working with children and for specific job responsibilities. Managers
will provide each Coordinator and Leader with a Program manual specific to each
Youth/Teen Program.
B. Program employees must be familiar with the Standards of Care for Youth/Teen
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 acknowledgment that they received
the required training.
8
OPERATIONS
11. Staff-Participant Ratio
A. In a City of Denton Youth/Teen Program, the standard ratio of participants to
Leaders will be 17 to 1. In the event a Leader 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 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 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 times include:
(1) alternating active and passive activities;
(2) opportunity for individual and group activities; and
(3) outdoor time each day weather permits.
C. Program employees will be attentive and considerate of the participants' safety on
field trips and during any transportation provided by the Program.
9
(1) During trips, Program employees supervising participants must have
immediate access to emergency medical forms and emergency contact
information for each participant.
(2) Program employees must have a written list of the participants in the group
and must check the roll frequently.
(3) Program employees must have first aid supplies and a guide to first aid and
emergency care available on field trips.
14. Communication
A. Each Program site will have a cell phone to allow the site to be contacted by Parks
and Recreation personnel, and for use in contacting the Civic Center or making
emergency calls.
B. The Coordinator will post the following telephone numbers adjacent to a telephone
accessible to all Program employees at each site:
(1) Denton ambulance or emergency medical services;
(2) City of Denton Police Department;
(3) City of Denton Fire Department;
(4) Civic Center;
(5) Numbers at which parents may be reached; and
(6) The telephone number for the site itself.
15. Transportation
A. Before a participant may be transported to and from city sponsored activities, a City
waiver form, completed by the parent of the participant, must be filed.
B. First aid supplies 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.
10
FACILITY STANDARDS
16. Safety
A. Program employees will inspect Program sites 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
Manager.
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's 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 Program sites 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.
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.
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 Program Manager who will review and establish deadlines and
criteria for compliance. Information from this report will be included in the Program
Manager's annual report to the Council.
C. Each Program site must have at least one fire extinguisher approved by the Fire
Marshal readily available to all Program employees. The fire extinguisher is to be
inspected monthly by the Leaders, and a monthly report will be forwarded to the
Manager 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 extinguishers.
D. Fire drills will be initiated at Program sites based on the following schedule:
11
(1) After School Program and Middle School After School program: A fire
drill once every three months.
(2) Spring Break Camp and Holiday Camp: A fire drill once during the
session.
(3) Summer Camp: A fire drill twice during the session.
(4) Teen Camp: A fire drill once during session
18. Health
A. Illness or Injury
(1) A participant who is considered to be health or safety concern to other
participant's 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,
(2) 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.
(3) 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 expired 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.
(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.
12
(6) Children who may require epi-pen injections due to severe allergic reactions
must complete an Anaphylaxis Emergency Action Plan (AEAP) before their
child starts the program. Staff will administer the epi-pen in case of
emergency based on the instructions stated on the REAP.
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) There must be one (1) 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 be
supplied to the participants in a safe and sanitary manner.
(3) Program employees must see that garbage is removed from buildings daily.
13
GENERAL PROGRAM INFORMATION
Mission Statement:
To ensure our participants have the opportunity to grow physically, emotionally, and
mentally in a non-competitive, safe, and supervised environment.
ASAS Goals
♦ To provide a fantastically fun day, every day, for each child.
♦ To help each participant realize his/her full potential. This means giving each
child the opportunity to be creative and to grow.
♦ To develop each child's confidence, leadership, and achievements through
participation in group activities.
♦ To help participants work and play together. This includes helping each child
relate to others and recognizing the differences that make each person unique
and special.
♦ To help develop friendships with the other children and ASAS Staff.
ASAS Rules:
♦ Follow directions
♦ Listen to the staff
♦ Ask staff to go to the bathroom or leave an activity
♦ Be polite and courteous to all
♦ Be respectful to other participants and staff
♦ No foul or rude language
♦ No fighting
♦ Participate in activities
♦ No arguing - only discussions about problems
♦ No negative comments or attitudes directed towards anyone at ASAS
Selection and Training:
Everyone knows that good staff is the key to a great after school program,
therefore, we look for the very best when we hire.
14
Characteristics that we look for in a staff member are:
♦ Good role model
♦ High moral values
♦ An outgoing personality
♦ Leadership abilities
♦ Experience working with children
♦ Desire to work with children
Emergency Phone Numbers:
PARD Front Desk 940-349-7275
Youth/Teen Administration 940-349-8732
940-349-8731
Registration Procedures
Registration for City of Denton Youth Programs is on a first-come, first-served basis
with limited enrollment. Registration must be completed by the child(ren)'s parent or
legal guardian.
Participant's Information Files
Parents/legal guardians must complete a set of registration forms for each child. The
registration forms must include the child's personal information, emergency
information, authorized persons to release the child(ren) to, a medical release, and a
liability waiver. A copy of these forms will be kept on file at the *Civic Center and a
copy will be kept at the ASAS site.
Parents are responsible for providing ASAS Staff or the *Civic Center office with
updated information in writing. It is imperative that we receive updated
information on change of home, work and cell phone numbers.
All written correspondence regarding the child's absenteeism, change of phone
number, tardiness, change of authorized pick-up, etc. will be kept on file for two years
at the *Civic Center.
Attendance
Children who are enrolled in a Youth Program will check-in with their Leader upon
arrival to the Program. The City is not responsible for a child(ren) until the child(ren)
have been checked-in by the staff member at the van location for each school.
15
Please notify your child's teacher that they are in the after school program. This
will ensure that the child will get to the designated ASAS site.
It is imperative that the parent call to notify the staff that a child will not be at the
ASAS program. Since we are picking up your children at several sites, we do not
want to hold up picking up the rest of the children. When a child is absent, the parent
should call and leave a message at 349-8732 to inform staff of the absenteeism. When
you call please speak clearly and slowly and state the following information: child's
name, the school they attend and the reason for the absence. Staff will not call
parents to verify an absence if the child is not in attendance and the absence have
not been logged at the office. Please call!
Parents/legal guardians should keep track of scheduled activities of Programs.
Parents/legal guardians need to take their child(ren) to the Program's locations when
the child(ren) arrives late to the Program.
Pick up Procedures and Schedule
Each child will be picked up in a City labeled vehicle, it may be a car, or van. Each
vehicle is clearly marked as a city vehicle. All pick-ups take place in the parent pick
up line. This is usually in the front or side of the school. We send a list to the schools
to let them know the names of the children we are picking up and the teachers get the
children to the appropriate area. It is very important for you to let your teacher know
this also in case the school office does not forward the information. The staff will stay
for a maximum of 5 minutes but the children need to be promptly outside waiting for
the van. The staff will not come back for children who miss the van. The children
need to be at the pick-up site and stay until the transportation arrives. Children who
wander around the school and come to the pick-up location late, will not be picked up
after the van leaves.
The following is the pick-up schedule for each site-the times are based on the school
schedule of the release of students (most school release at 2:45pm this year). This
schedule is subject to change without notice based on the number of students enrolled
at each site:
Denia•
Borman
2:45
McNair
2:55
Ryan
3:05
Houston
3:05
LA Nelson
2:55
Hawk
2:45
MLK:
Rivera
3:00
Providence
3:00
Hodge
2:45
Lee
2:45
Pecan Creek
2:45
Cross Oak
3:05
North Lakes:
Wilson
2:55
Ginnings
2:45
Evers
2:55
Rayzor
2:45
16
Snacks
Every day after school the program starts with roll call followed by snack time. Please
pack an additional snack for your child for after school consumption. We do not have
access to microwaves at any of the sites, so any food that requires heating will not be
able to be eaten. Children will not be allowed to access the vending machines. Children
will also be asked to clean up their area after snack time is over.
Schedule of Activities
The following is an example schedule for each day at the after school programs:
ASAS
3:15 Meet in designated area in Recreation Center
3:20 Roll Call
3:25 Snack Time
3:45 Homework Time
4:15 Arts and Crafts, Cooperative Games, Sports, Field Trips, etc.
5:15 Free Play
6:30 Program ends
In addition to daily activities, we include a field trip (bowling, skating), sport league
(basketball, flag football, kickball) or special activity (i.e. bounce house, Brainy Bowl)
each month and have a snack party at each site each month. We try to keep each
participant busy and active at each after school program site.
Behavioral Reports
Behavioral reports are issued to children who continue to act inappropriately, are
disruptive, or create a safety concern after receiving a warning and/or time-out.
Parents are to sign each report and will receive a copy the following day after an
incident. A child will be suspended for (3) three days after the third report and will be
withdrawn from the program after the fourth report is received in a given semester or
summer. Depending on the severity of the incident, suspension or termination may be
enforced on the first occurrence. An example of immediate suspension or termination
may be for fighting or leaving the area without supervision. All suspensions and
terminations will have Parks and Recreation Department administration approval
before being implemented. There will be no credit given or no refund given for a
child that has been suspended or expelled from the program.
17
Parent Release/Sign-Out
The registration form includes a section for the parent or guardian to provide the
names of those persons allowed to pick up their child(ren) from the youth program.
The following procedures will be followed at all times:
(1) When a parent/guardian or authorized person comes to pick up the
child(ren), they are to sign the child(ren) out. Honking or waiving for
the child(ren) to come to the car is not acceptable.
(2) Children are not allowed to sign themselves out of the program nor'are
they allowed to leave the site without being accompanied by an adult,
parent, or guardian.
(3) Until familiarity is established, picture identification will be requested.
When an unauthorized person comes to pick up a child, the following procedures will
be followed:
(1) Leaders will ask for identification on anyone they are not familiar with.
(2) The sign-out policy and the reason for it will be explained to the person
desiring to take the child(ren).
(3) The parent/guardian will be called at work or at home to inform them of
the person on site asking to pick up their child(ren). The parent or
guardian will be asked for their driver's license number also, to verify
that staff is talking to the parent or guardian.
(4) The parent or guardian will be asked to grant permission for their
child(ren) to be released to the person on site. The parent or guardian
will be asked to fax a signed permission letter to 349-8384.
(5) Once permission is granted, the child will be released to the person on
site.
(6) If the parent or guardian cannot be reached or does not grant permission,
the child will not be released to the unauthorized person.
(7) If the unauthorized person takes the child(ren) without permission, the
police will be notified and the situation will be handled as a criminal
incident.
18
Adding Names to Sign Out Sheets
If you need to add any person or persons to your child's sign out sheets, you can do
one of the following:
1. Ask your ASAS Staff member to pull your blue card and add the person name
to the authorization portion of the card.
2. Fax a note to the Youth/Teen Services office, 349-8384, stating who is being
added to the sign out sheets along with your child's name, the site they attend
and your signature.
We must have the written permission to allow your child to leave with anyone that is
not written on the blue card.
Withdraw Procedures
Any parent requesting to withdraw their child(ren) from ASAS must call 349-8732 or
349-8731 to notify us of the date that your child will no longer be attending ASAS.
Telling the staff at the site does not waive the fees owed, you must call in to the office.
Parents are responsible for the payment of fees, regardless of any absence of the
child. For example, if you decide to withdraw from ASAS on October 15 you will still
owe the $180/$140 fee. No credits will be given for children who drop from the
program after paying the month in advance. For example, if you pay on November 3
but drop on November 20, no credit will be given for the remainder of the month. Any
child(ren) withdrawn from the program may be readmitted only as space allows. The
$40 non-refundable registration fee will be reassessed at that time.
Illness of Participants
Parents are responsible for informing the City of Denton of any special needs,
concerns, or information regarding their child's health.
All participants must be able to participate in the full range of activities offered. Any
child meeting any of the following criteria will not be admitted to the Program:
(1) The illness prevents the child from participating comfortably in the
program activities.
(2) The illness results in greater need for care than the staff can provide
without compromising the health, safety, and supervision of the other
children or staff.
(3) The child has an oral temperature of 100.4 degrees or greater.
19
(4) The participant's symptoms and signs of possible severe illness to
include, but not limited to lethargy, uncontrolled breathing, uncontrolled
diarrhea, vomiting illness, rash with fever, mouth sores with drooling,
wheezing, or behavior change, will not be admitted until medical
evaluation indicates that the child can be included in the Program's
activities.
(5) The child has been diagnosed with a communicable disease until medical
evaluation determines the child is no longer communicable.
(6) The child vomited in the morning prior to coming to the program.
(7) The child has discolored nasal discharge.
Participants with extensive sunburns (open sores, blisters) will be allowed into the
Program but will not be allowed to participate in any swimming activities until the
area(s) is completely healed.
Parents will be notified by phone if the participant becomes ill while at the program.
If the parent cannot be reached, the emergency contact will be called. Any child
experiencing a fever over 100 degrees, vomiting, diarrhea three times within two
hours, or contagious skin or eye infections will be removed from common areas and
should be picked up within one hour of contact with the parent.
Parents must provide written statement from the doctor stating the child is free from
contagious disease before returning after a contagious illness. Medical information
may be faxed to 349-8384.
In the event of critical illness or injury, proper medical personnel and parents will be
notified. At the discretion of the medical personnel, the child may be transported to an
emergency room or clinic by ambulance or by the parent. Parents will be
responsible for any expenses incurred.
Note: If a child has a temperature of 103 degrees or more and the parent is
unavailable to pick up the child immediately, 911 will be called and the child
will be transported to the hospital if the paramedics deem it necessary.
Parents will be responsible for any expenses incurred.
Child Abuse
IT IS OUR OBLIGATION AS A CHILDCARE PROVIDER TO REPORT ANY SUSPECTED CHILD
ABUSE TO THE CHILD PROTECTIVE SERVICES.
20
Medication
The City of Denton Youth Programs will administer medicine only with written
parental permission and will only administer medication as stated on the label
directions or as amended by the physician. An Authorization & Administration
Medicine Form must be completed for each prescription the child receives while at the
Program. The forms are available at each ASAS site.
Medications must be in their original container, labeled with the child's name, the date
(if prescription), include directions on how to administer, and include the physician's
name (if prescription). Medications requiring refrigeration must be noted on the
medical form. Refrigeration of medication is available only at Programs held at the
Civic Center.
Inhalers and peak flows must have instructions. If a child needs an injection a special
form must be completed along with detailed instruction from the child's physician on
how to administer the injection.
Over-the-counter drugs will be administered only when accompanied by a medicine
form and are in the original container. Over-the-counter drugs will be administered by
label directions only.
Parents are responsible for removing medication at the end of the Program or when
the child is withdrawn.
Leaders are responsible for administering medication at the time indicated on the
medicine form.
Medications and the completed form will be kept in a lock box with each group.
Children who may require epi-pen injections due to severe allergic reactions must
complete a Anaphylaxis Emergency Action Plan (REAP) before their child starts
the program. Staff will administer the epi-pen in case of emergency based on the
instructions stated on the REAP.
21
Collection of Monies
Fees must be paid in full; regardless of the number of days a child attends each month.
Fees cannot be pro-rated.
Payment for 2010/11 ASAS will be due on the following dates:
ASAS
Due at Registration
$180*
Aug./Sept.
September 27-30
$140
October
October 25-29
$140
November
November 29-30
$140
December
December 27-31
$140
January
January 24-31
$140
February
February 21-28
$140
March
March 28-31
$140
April
April 25-29
$180*
May/June
*additional $40 registration fee is also due at registration
All field trips, supplies, parties and league fees are paid through the monthly
registration fees.
Only checks, money orders or cashier's checks will be accepted at the sites. NO
CASH PAYMENT WILL BE ACCEPTED AT THE SITES! You can make cash
and credit card payments at the Civic Center, 321 E. McKinney, Monday -Friday
from 8am-5pm and the same due dates apply. If you wish to pay over the phone with
your credit card you may call 940-349-7275 Monday through Friday from 8am-5pm.
No payments will be accepted throuLrh the mail.
Late Payments
There will be a $20 late fee per child that will be added for all payments made after
the last stated due date for each month.
Delinquent Accounts
Any account that goes more than three 3 days unpaid will be terminated from
the program immediately and will be blocked from registering for any parks and
recreation programs until the past due account has been paid in full. The person
will be notified of their delinquent status by a delinquent card given to them at the site
on the Monday after payments are due. The child(ren) will be dropped from the site if
no payment is received within 3 days of the original last monthly due date. Any past
due account more than 30 days unpaid will be referred for further collection processes.
22
Bad Checks
Checks that do not clear the bank for any reason will be subject to a $27 NSF fee
assessed by the City and a $20 late payment fee assessed by the Youth/Teen Services
Division. TWO bad checks written in any one school year will result in no checks
being accepted on the account. All payments will need to be made by money order
only at the site. Cash, Visa, and MasterCard will be accepted at the Civic Center from
8am-5pm and all due dates will apply.
Payment Receipts
A receipt must be given to each parent/guardian for the monthly payments. It is the
responsibility of the parent/guardian to keep all receipts for at least 6 months after the
date of the receipt. It is the parent/guardian responsibility to provide proof of payment
if requested by administrative staff. If a monthly payment is in question and no copy
of the receipt is given, it will be the responsibility of the parent or guardian to pay that
delinquent monthly payment along with the late fees assessed. Please do not make a
payment with a check or money order without receiving a receipt from a staff
member.
Transportation
The participant to staff ratio, 14:1, will be adhered to at all times when transporting
participants.
Participants may be transported only by City vehicle or any vehicle designated by the
City. Participants may not be transported to and from activities or home by staff s
personal vehicles.
All children will wear seat belts and be in booster seats if less than 8 years of age
while being transported with the exception of commercial vehicles that do not offer
seat belts. Any child who takes their seat belt off or causes great disruption in the
vehicle will receive an automatic discipline report or immediate suspension from the
program.
Dress for Play
We keep the kids very busy and we highly recommend the children war tennis shoes
each day to ASAS or keep tennis shoes in their back pack. Children may not be able
to participate in certain high energy activities if they are wearing sandals or flip-flops
in order to maintain their safety.
Field Trips/Special Activities
Each month we will have a field trip or a special type of entertainment at the site (i.e.
cotton candy, bounce house, party), which is included in the price. The date of the
23
field trip or special activities will be stated on the monthly newsletter. If a child
misses this day, there will be no make-ups or credits given. We will give you advance
notice of the field trip the week before the trip is to take place. This information is also
listed on our monthly activity calendar on the back of your newsletter. If needed, a
parent/guardian will be asked to sign a permission form for their child(ren) to attend
special field trips. Please do not send large amounts of spending money with your
child(ren) on field trips. The City is not responsible for items lost during field trips.
Weather Policy for Field Trips
If there is bad weather or dangerous road conditions, we will cancel all field trips and
athletic games and reschedule the activity at a different time. Parents/Guardians may
call 349-8732 after 2:00pm to see if we have canceled athletic games or field trips.
There will be a 24-hour re-schedule notice for all new trip dates.
Weather Policy at the ASAS Site
If severe weather exists in the area such as a tornado, fire, flash flood or hail storm.
The recreation center emergency procedures will be in effect. In the case of a
snowstorm, or icy road conditions, we may close down the sites early. We will try to
call as many parents as possible but please leave work early or provide other
arrangements for pick up when these severe conditions exist.
Athletic Leagues
ASAS offers Flag Football in the Fall, Basketball in the Winter and Kickball in the
Spring. These leagues are open to boys and girls at each site. Dates of the leagues are
posted in the monthly newsletter and their leaders ask children if they want to play and
then put on a roster. Practices are held twice a week and games are played at their
home site and away games are played at other ASAS sites.
Brainy Bowl
ASAS offers an academic type competition for all grade levels. This takes place in
January and February. The competition features questions for each grade level with
teams advancing to a championship bowl.
Movies
ASAS periodically show movies at the sites, but mostly "G" rated movies will be
shown at all ASAS sites. If a staff member has previewed the movie a "PG" movie
may be shown.
24
Parent/Child Communication
When a parent needs to contact their child at the Program, for emergency reasons
only, the parent must call the Youth/Teen Administrative office and they will contact
the child's ASAS staff to give the message.
Important Phone Numbers
Youth/Teen Services Manager 940-349-8732
SP/FO Program Manager 940-349-8731
Late Fees
The ASAS hours are from the time school lets out until 6:30pm every day that school
is in session. The following late fee policy is in effect each month:
0 Late Pick up in the month:
If a child is not picked up by 6:30pm a late charge of $10.00 per child will be
charged until 6:45pm. After 6:45pm parents are charged an additional $1.00 per
minute.
2nd Late Pick up in the month:
If a child is not picked up by 6:30pm a late charge of $20.00 per child will be
charged until 6:45pm. After 6:45pm parents are charged an additional $2.00 per
minute.
3"d Late Pick up in the month:
If a child is not picked up by 6:30pm a late charge of $40.00 per child will be
charged until 6:45pm. After 6:45pm parents are charged an additional $4.00 per
minute.
Each time a child is picked up late within the month the late fees doubles for the
second incident then the third and so on.
Payments for late fees are due at the time of pick-up. At 6:45pm, if the parents have
not picked up the child, emergency contacts will be called.
If your child is not picked up by 8pm and we are unable to reach the parent/guardian
or emergency contacts are unable to pick up your child, the child will be taken to
police services and processed by child protective services.
Arrangements for other individuals to pick upparticipants by 6.30pm may be made
by adding these individual names to the registration card at the checkout table.
25
Discipline
Our policy is a "Positive Discipline" philosophy. A few techniques are listed below.
Prevention of problems is a key to a happy school year for both leader
and participant.
Use of positive reinforcement
Always use discipline, never punishment
If a participant breaks the ASAS rules, the following consequences will be
administered:
1st Warning = A clear message. Tell the child what they did wrong and why it
was wrong.
2nd Warning = "Time Out". Child is taken out of the game or activity- and must
sit down away from the group. Time out should not be for more
than five minutes.
3rd Warning = Restate what the child did wrong, why it was wrong and what will
happen if it occurs again. Incident report will be written up and
parent notified at pick up.
4th Warning = Staff will take the time to discuss behavior with the child,
followed by 10 minutes of time out. Ist Discipline report written
and parents notified at pick up.
5th Warning = The Recreation Specialist should be notified and they will take the
child aside and try to redirect their "energy". A 2nd Discipline
report will be written and the parents notified that the next
discipline report will result in a 3-day suspension.
6th Warning = On the 3rd discipline report a child is home and suspended for 3
days. The Youth/Teen Services Manager must be notified and
approve the suspension.
7th Warning = Dismissed from program for the remainder of the year. Each
participant at the beginning of the school year is told all the rules
and consequences. If a serious incident takes place (i.e. injury to
another participant or staff) the child may be sent home
immediately without going through the steps listed above.
Children may be suspended at any point in time at our discretion
depending on the seriousness of the incident.
26
Incident reports and discipline reports will stay in effect until December school break.
At the beginning of the New Year in January all students will receive a clean slate and
begin the year anew.
Children want and need limits and they draw security from knowing what is expected
from them at all times and knowing what will happen to them if they choose to break
the rules.
We want all children to enjoy the program and to stay in the program. Please contact
one of the administrative staff if your child is experiencing any difficulties in or with the
program.
ParentaYGuardian Conduct
Parents/Guardians need to address issues and concerns in an appropriate manner to the
staff and at no time are the parents/guardian allowed to address a discipline issue with
another ASAS participant at the ASAS site. All discipline issues are handled by ASAS
staff. If you do not feel like your issue has not been resolved by an ASAS staff
member, please call the Youth/Teen Administrative office at 349-8732 or 349-8731. It
is unacceptable for a parent/ guardian to express hostility in any manner toward an
ASAS staff or ASAS participant. This will result in the immediate suspension of your
child from the program and possible police intervention.
Weapons
A child found with any object deemed to be dangerous to themselves or others will be
suspended immediately from the ASAS program. The parent will be called at work
and must pick up the child from the site immediately. The principal from the school
the child attends will be notified as well as the police.
Fire AlartWCalls to 911
A child found calling 911 or pulling the fire alarm for non-emergency reasons will be
suspended immediately from the ASAS program. The parent will be called at work
and must pick up the child from the site immediately. The principal from the school
the child attends will be notified as well as the police. Any costs incurred will be the
responsibility of the parent/guardian.
Missing Extensive Time at ASAS
Payment is due each month whether or not your child is attending on a full time daily
basis. For example: if your child does not attend the entire month of October, you
will still be obligated to pay the October fees in full by the regular due date. All
children are signed up on a full time basis for the entire time that their respective
27
school is in session. You may withdraw your child from the program if you will not be
attending for a specific time period, but you would have to re-enroll and pay the
registration fee again. If there is a waitlist at the particular site that you withdrew
from, than you will be put last on the waitlist.
Due to the large demand for our after school programs, if a child misses two
consecutive months at any given time, that child will be withdrawn from the program.
You will have to re-enroll and pay the registration fee again if you need the care at a
later date. If there is a waitlist at the particular site that you were withdrawn from,
than you will be put last on the waitlist.
Early Release Days
We provide ASAS care for the dates listed as early release in the DISD 2010/11
school calendar. For the 2010-11 school year early release days will be:
October 4-8, June 2.
We will not provide care for any additional days that are not listed in this parent
manual.
Kids Day Off (KDO) and Holiday/Spring Break Camp:
We offer full day care at the Civic Center the days that school is not in session. This care
is held at the Civic Center from 7am-6pm at a cost of $25 per day. You must sign up at
the Civic Center, 321 E. McKinney, for these KDO's. Please register early since space is
limited.
The following is the KDO schedule for the 2010/11 school year at $25 per day:
Monday, October 11
Monday, November 22
Tuesday, November 23
Wednesday, November 24
Monday, January 3
Monday, January 17
Friday, April 27
Friday, May 27
Friday, June 3
28
Holiday Camp:
$25 per day
Monday, December 20
Tuesday, December 21
Wednesday, December 22
Thursday, December 23
Monday, December 27
Tuesday, December 28
Wednesday, December 29
Thursday, December 30
Friday, December 31
Spring Break Camp:
$25 per day
Monday, March 14
Tuesday, March 15
Wednesday, March 16
Thursday, March 17
Friday, March 18
Trips:
Each KDO we have a field trip from 9am4pm in the DFW area and some examples of
field trips are LaserTag, Chuck E. Cheese, Movies, Celebration Station, etc. From 4-
5pm we offer arts and crafts and cooperative games for the children and from 7am-
9am and 5pm-6pm is supervised free play. During camps, we also have a field trip
scheduled each day.
Please do not drop off your child any later than 9:00am on KDO and Camp days. The
children will be leaving by 9am. It is your responsibility to take the children to the
scheduled field trip if you arrive after 9am.
Credits for KDO's:
You can receive a credit for the KDO that your child will not attend if you give us a full
24 hours business day notice. For example, if your child is to attend on a Friday, you
must call by 5pm on Wednesday in order to receive a credit. You must report that your
child is going to be absent in order to receive a credit-this does not apply if you are
reporting that your child might be absent. We cannot credit for illness or other family
situations.
Credits for Holiday/Spring Break Camps:
You can receive a credit for the camp that your child will not attend if you give us a
full 24 hours notice. For example, if your child is to attend on a Tuesday, you must
call by 5pm on the previous Friday in order to receive a credit. You must report that
your child is going to be absent in order to receive a credit-this does not apply if you
are reporting that your child might be absent. We cannot credit for illness or other
29
family situations. No cash/check refunds are given for KDO's or Holiday/Spring
Break Camps only credits on the account will be applied.
These guidelines may be subject to change throughout the school year in order to
better operate the program. All participants will be notified in writing of any
changes made and the date that the changes will be in effect.
Please call the Youth/Teen Services Administrative offices for any questions or
concerns you may have regarding the ASAS Program at 940-349-8732 or 940-
349-8731.
30
APPENDIX II
Criminal Offenses from the Texas Penal Code
The following constitute criminal offenses included in the Texas Penal Code, Sections 19-25
and Section 43:
Title: 5 Offenses Against the Person
Murder
Capital murder
Voluntary manslaughter
Involuntary manslaughter
Criminally negligent homicide
False imprisonment
Kidnapping
Aggravated kidnapping
Rape
Aggravated rape
Sexual abuse
Aggravated sexual abuse
Homosexual conduct
Public lewdness
Indecent exposure
Rape of a child
Sexual abuse of a child
Indecency with a child
Assault
Title 6. Offenses Against the Family
Bigamy
Incest
Interference with child custody
Enticing a child
Criminal non support
Sale or purchase of a child
Solicitation
Harboring a runaway child
Violation of a court order
Section 43. Public Indecency
Prostitution
Aggravated assault
Sexual assault
Aggravated sexual assault
Deadly assault on a peace officer
Injury to a child or an elderly individual
Reckless conduct
Terroristic threat
Aiding suicide
Tampering with consumer products
Promotion of prostitution
Aggravated promotion of prostitution
Compelling prostitution
Obscene display or distribution
Obscenity
Sale, distribution, or display of
harmful material to a minor
Sexual performance by a child