HomeMy WebLinkAbout2024-3-26 CITY COUNCIL REGULAR MEETING TUESDAY, MARCH 26, 2024 – 7-00 PM (2)1.Call to Order and Announce a Quorum is Present.
2.Pledge of Allegiance.
3.Public Recognition.
3.1 City of Allen 2023 Excellence in P.R.I.D.E. (People First, Respect, Integrity, Deliver, and
Excel) Award Winners.
3.2 Purchasing Division Receipt of the 2023 Achievement of Excellence in Procurement Award.
4.Citizens' Comments.
[The City Council invites citizens to speak to the Council on any topic not on the agenda or not
already scheduled for Public Hearing. Prior to the meeting, please complete a "Public Meeting
Appearance Card" and present it to the City Secretary. The time limit is three minutes per speaker,
not to exceed a total of fifteen minutes for all speakers.]
5.Board Reports.
5.1 Planning and Zoning Commission
6.Consent Agenda.
[Routine Council business. Consent Agenda is approved by a single majority vote. Items may be
removed for open discussion by a request from a Councilmember or member of staff.]
6.1 Approve minutes from the March 12, 2024, Regular City Council Meeting.
6.2 Award Bid and authorize the City Manager to execute an agreement with Central North
Construction, LLC for the 2024 Median Landscape Improvements Project for $1,745,191.
6.3 Award bid and authorize the City Manager to execute an agreement with Lawn Star
Landscape Limited Company for Enhanced Landscaping Services for an amount not to
exceed $440,924, with the option of two (2) one-year renewals.
7.Regular Agenda.
AGENDA
CITY OF ALLEN
CITY COUNCIL REGULAR MEETING
TUESDAY, MARCH 26, 2024 – 7:00 PM
CITY COUNCIL CHAMBERS
ALLEN CITY HALL
305 CENTURY PARKWAY
ALLEN, TEXAS 75013
1
7.1 Conduct a Public Hearing and adopt an Ordinance establishing Standards of Care necessary
for a daycare licensing exemption for youth camp programs operated by the Allen Parks and
Recreation Department.
8.Other Business.
[Council announcements regarding local civic and charitable events, meetings, fundraisers, and
awards.]
8.1 Calendar.
March 28, 5 p.m. - Allen 2045: Comprehensive Plan Update Kickoff Meeting at Allen
Senior Recreation Center.
8.2 Items of Interest.
9.Executive Session (As needed).
Legal, Section 551.071.
As authorized by Section 551.071(2) of the Texas Government Code, the Workshop Meeting
and/or the Regular Agenda may be Convened into Closed Executive Session for the Purpose of
Seeking Confidential Legal Advice from the City Attorney on any Agenda Item Listed Herein.
(Closed to Public as Provided in the Texas Government Code.)
9.1 Reconvene and consider action on items resulting from Executive Session.
10.Adjournment.
This notice was posted at Allen City Hall, 305 Century Parkway, Allen, Texas, at a place
convenient and readily accessible to the public at all times. Said notice was posted on Friday,
March 22, 2024, at 5:00 p.m.
________________________________
Shelley B. George, City Secretary
Allen City Hall is wheelchair accessible. Access to the building and special parking are available
at the entrance facing Century Parkway. Requests for sign interpreters or special services must be
received forty-eight (48) hours prior to the meeting time by calling the City Secretary at
214.509.4105.
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AGENDA DATE:March 26, 2024
AGENDA CAPTION:Approve minutes from the March 12, 2024, Regular
City Council Meeting.
STAFF RESOURCE:Shelley B. George, City Secretary
STRATEGIC PLANNING GOAL:Engaged and Connected Allen Community.
CITY COUNCIL REGULAR MEETING AGENDA COMMUNICATION
MOTION
I make a motion to approve minutes from the March 12, 2024, Regular City Council Meeting.
ATTACHMENT(S)
Minutes
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ALLEN CITY COUNCIL
REGULAR MEETING
MARCH 12, 2024
Present:
Baine L. Brooks, Mayor
Allen City Council:
Chris Schulmeister, Mayor Pro Tem
Mary Vail-Grube
Tommy Baril
Dave Cornette
Dave Shafer
Ben Trahan
City Staff:
Eric Ellwanger, City Manager
Eric Strong, Deputy City Manager
Tim Dentler, Assistant City Manager
Rebecca Vice, Assistant City Manager
Shelley B. George, City Secretary
Teresa Warren, Director, Public and Media Relations
Rocio Gonzalez, Deputy City Secretary
Pete Smith, City Attorney
Workshop Session
1.Call to Order and Announce a Quorum is Present
With a quorum of the Allen City Council present, the Workshop of the Allen City Council was called
to order by Mayor Brooks at 6:00 p.m. on Tuesday, March 12, 2024, in the Basement Meeting Rooms
A and B of Allen City Hall, 305 Century Parkway, Allen, Texas.
2.Discussion Items
2.1 Discussion regarding Comprehensive Plan Update.
2.2 Committee Updates from City Council Liaisons.
2.3 Questions on the Current Agenda.
3.Adjourn to Regular Meeting
With no further discussion, Mayor Brooks adjourned the Joint Workshop of the Allen City Council and
Planning and Zoning Commission at 6:50 p.m. on Tuesday, March 12, 2024, in Basement Meeting
Rooms A and B of Allen City Hall, 305 Century Parkway, Allen, Texas.
Regular Meeting
1.Call to Order and Announce a Quorum is Present
4
ALLEN CITY COUNCIL
REGULAR MEETING
MARCH 12, 2024
With a quorum of the Allen City Council present, the Regular Meeting of the Allen City Council was
called to order by Mayor Brooks at 7:00 p.m. on Tuesday, March 12, 2024, in the Council Chambers
of Allen City Hall, 305 Century Parkway, Allen, Texas.
2.Pledge of Allegiance
Mayor Brooks asked everyone to join him and the Allen City Council in a moment of silence.
3.Public Recognition
3.1 Presentation of the Shing Star Award by the Office of the Mayor.
Awarded to two individuals for the selfless act of heroism for their actions in saving the
life of another individual by performing CPR.
3.2 Recognition of Parks and Recreation Department’s Awards.
Parks and Recreation Director Kate Meacham recognized Community Partners and the
Parks and Recreation Department for having received various regional, state, and national
awards.
4.Citizens' Comments
Rick Neidhardt, 1121 Shadetree Lane, Allen, Texas, addressed the City Council on a noise complaint.
Austin addressed the City Council regarding police complaints.
5.Consent Agenda
MOTION:Upon a motion made by Councilmember Shafer and a second by Councilmember Vail-Grube,
the Council voted seven (7) for and none (0) opposed to approve the Consent Agenda as
follows:
5.1 Approve minutes from the February 13, 2024, Regular City Council Meeting.
5.2 Approve minutes from the February 27, 2024, Regular City Council Meeting.
5.3 Approve minutes from the March 1, 2024, Special Called City Council Meeting for
Strategic Planning.
5.4 Adopt a Resolution authorizing the City Manager to apply for, accept, reject, alter, or
terminate a grant from the State of Texas, State Crisis Intervention Grant Program, to
fund a Mental Health Peace Officer and related services.
RESOLUTION NO. 4069-3-24(R): A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF ALLEN, COLLIN COUNTY, TEXAS, TO APPLY FOR, ACCEPT, REJECT,
ALTER, OR TERMINATE GRANT # 5190001, A GRANT FROM THE STATE OF TEXAS,
STATE CRISIS INTERVENTION GRANT PROGRAM PROVIDING FUNDING FOR A
MENTAL HEALTH PEACE OFFICER, IF AWARDED; AND PROVIDING AN
EFFECTIVE DATE.
5.5 Authorize the City Manager to execute a five (5) year agreement with Brink's U.S., a
Division of Brink's, Inc., for Armored Transport and CompuSafe Services at city facilities
for $373,500, with an option of successive one-year renewals thereafter.
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ALLEN CITY COUNCIL
REGULAR MEETING
MARCH 12, 2024
5.6 Award bid and authorize the City Manager to execute a one-year agreement with Jordan
Towing, Inc., as the primary vendor for Towing Services for Allen Police Department
with four (4) one-year renewals and Signature Towing, Inc., as the secondary vendor.
5.7 Authorize the purchase of load bearing vests, associated accessories, and new duty gear
for the police department from G.T. Distributors in the amount of $368,088.50 and
additional duty belts from Lead Devil belts in the amount of $16,979.90 for a total
expenditure of $385,068.40.
5.8 Receive the Quarterly Financial Report for period ending December 31, 2023.
5.9 Receive the Quarterly Investment Report for period ending December 31, 2023.
The motion carried.
6.Regular Agenda
6.1 Conduct a Public Hearing and adopt an Ordinance to amend and restate the development
regulations of Planned Development No. 139 with a base zoning of Mixed Use, regulating
the development and use of 260.94+/- acres in the Jonathan Phillips Survey, Abstract 719,
generally located north of Ridgeview Drive, east of Chelsea Boulevard, south of State
Highway 121, and west of Central Expressway. [Sloan Corners West]
Mayor Brooks opened the public hearing and asked anyone wishing to speak for or against this
item to do so at this time.
Erica VanHouten, 921 Garden Park Drive, Allen, Texas, spoke in favor of the item.
With no one else speaking, Mayor Brooks closed the Public Hearing.
ORDINANCE 4070-3-24: AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
ALLEN, COLLIN COUNTY, TEXAS, AMENDING THE ALLEN LAND DEVELOPMENT
CODE AND ZONING MAP, AS PREVIOUSLY AMENDED, BY AMENDING AND
RESTATING THE REGULATIONS OF PLANNED DEVELOPMENT “PD” NO. 139
URBAN RESIDENTIAL, TOWNHOUSE, HOTEL, COMMERCIAL, OFFICE AND
RETAIL USES, AS SET FORTH IN ORDINANCE NO. 3682-6-19 APPLICABLE TO THE
DEVELOPMENT AND USE OF 260.94+/- ACRES IN THE JONATHAN PHILLIPS
SURVEY, ABSTRACT NO. 719; PROVIDING FOR A CONFLICTS RESOLUTIONS
CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT
TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000) FOR EACH
OFFENSE; AND PROVIDING AN EFFECTIVE DATE.
MOTION:Upon a motion made by Councilmember Cornette and a second by Councilmember Trahan,
the Council voted six (6) for and one (1) opposed, with Councilmember Shafer casting the
opposing vote, to adopt Ordinance No. 4070-3-24, as previously captioned, to amend Planned
Development No. 139 with a base zoning of Mixed Use. The motion carried.
7.Other Business
7.1 Calendar.
6
ALLEN CITY COUNCIL
REGULAR MEETING
MARCH 12, 2024
March 18 -Allen Community Development Corporation Townhall @ 6:00 p.m., AllenCity
Council Chambers.
March 23 – “Railroad History Day” at the Allen Heritage Center.
7.2 Items of Interest
Councilmember Baril wished the Allen ISD CyberPatriot teams good luck for advancing
to national competitions in Washington, D.C.
Mayor Brooks announced the Dallas Card Show will be held at the Marriott Dallas Allen
Hotel and Convention Center on March 14-17.
Mayor Brooks congratulated the Allen Lady Eagles Soccer Team,who clinched the District
5-6A Championship for the second year in a row.
8.Executive Session
The Executive Session was not held.
9.Adjournment
Mayor Brooks adjourned the Regular Meeting of the Allen City Council at 7:42 p.m. on Tuesday,
March 12, 2024.
These minutes were approved on the 26
th day of March 2024.
APPROVED:
Baine L. Brooks, MAYOR
ATTEST:
Shelley B. George, TRMC, CITY SECRETARY
7
AGENDA DATE:March 26, 2024
AGENDA CAPTION:Award Bid and authorize the City Manager to
execute an agreement with Central North
Construction, LLC for the 2024 Median Landscape
Improvements Project for $1,745,191.
STAFF RESOURCE:Chris Flanigan, Director of Engineering
STRATEGIC PLANNING GOAL:Financially Sound and Transparent City
Government.
CITY COUNCIL REGULAR MEETING AGENDA COMMUNICATION
BACKGROUND
The Allen Land Development Code requires a developer of vacant property adjacent to an existing or
future median-divided roadway to construct median improvements (landscaping, irrigation, and
lighting) along the developed frontage of their property. Given the segmented and discontinuous nature
of land development over time, the practice has been for developers instead to pay a fee to the City of
Allen. Over time, these fees are aggregated for future installation of median landscaping, irrigation, and
street lighting as a city-managed capital improvement project. The Capital Improvement Program has
published locations expected to receive new median improvements or existing improvements that need
to be revitalized, which are listed below.
Landscape, Hardscape, and Irrigation (Median)
1. Alma Dr., from SH121 to Ridgeview Dr. (New)
2. Exchange Pkwy, from Watters Rd to US75 (New)
3. Alma Dr., from Rollins Dr. to Hedgcoxe Rd (New)
4. Bethany Dr., from 430’ West of Jupiter Rd to Allen Heights Dr. (Revitalization)
On March 7, 2024, a total of 4 bids were received for this project. The 4 bids are below:
Bid 2024-1-22
Contractor Calendar Days Bid Amount
Central North Construction, LLC 150 $1,586,537.40
Cole Construction, Inc.210 $1,848,122.00
ALCC, LLC dba Perfect Finish
Landscaping 180 $1,895,566.11
Tegrity Contractors, Inc.150 $1,897,767.00
BUDGETARY IMPACT
The total budget and proposed expenses for this project are published in the 2024-2028 CIP Book,
found on page PW-06, and are sufficient to fully fund this project. Funding sources are below:
ST2303 – 2024 Median Improvements Project Award Itemization
8
Total Bid Amount - Central North Construction,
LLC $ 1,586,537
Contingency (10%) $ 158,654
Total Award Amount $ 1,745,191
ST2303 – 2024 Median Improvements Project Funding Source
GO Bond 2006 $ 400,000
Median Improvement Fee $ 1,345,191
Total $ 1,745,191
STAFF RECOMMENDATION
Staff recommends approval.
MOTION
I make a motion to award bid and authorize an agreement with Central North Construction, LLC for
the 2024 Median Landscape Improvements Project.
ATTACHMENT(S)
Agreement
Location Map
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STANDARD FORM OF AGREEMENT
STATE OF TEXAS }
COUNTY OF COLLIN }
THIS AGREEMENT, made and entered into this _____________day of
______________________________, of 2024, by and between The City of Allen, Texas, a municipal
corporation, of the County of Collin and State of Texas, acting through Its City Manager
_______________________________ thereunto duly authorized so to do, Party of the First Part,
hereinafter termed OWNER, and
_____________________________________________________________________________________________
_______of the City of _________________________, County of
_________________________________________and State of Texas, Party of the Second Part,
hereinafter termed CONTRACTOR.
WITNESSETH: That for and in consideration of the payments and agreements
hereinafter mentioned, to be made and performed by the Party of the First Part (OWNER), and
under the conditions expressed in the bond bearing even date herewith, the said Party of the
Second Part (CONTRACTOR), hereby agrees with the said Party of the First Part (OWNER) to
commence and complete the construction of certain improvements described as follows:
Median Landscape Improvements 2024-1-22
and all extra work in connection therewith, under the terms as stated in the General Conditions
of the Agreement and at his (or their) own proper cost and expense to furnish all the materials,
supplies, machinery, equipment, tools, superintendence, labor, insurance, and other
accessories and services necessary to complete the said construction, in accordance with the
conditions and prices stated in the Proposal attached hereto, and in accordance with the
Notice to Contractors, General and Special Conditions of Agreement, Plans and other drawings
and printed or written explanatory matter thereof, and the Specifications and addenda
together with the CONTRACTOR'S written Proposal, the General Conditions of the Agreement,
and the Performance and Payment Bonds hereto attached; all of which are made a part hereof
and collectively evidence and constitute the entire contract.
The CONTRACTOR hereby agrees to commence work within ten (10) days after the date
written notice to do so shall have been given to him, and to substantially complete the same
within ( ) calendar days after the date of the
written notice to commence work, subject to such extensions of time as are provided by the
General and Special Conditions.
THE OWNER agrees to pay the CONTRACTOR in current funds the price or prices
shown in the proposal, which forms a part of this contract, such payments to be subject to the
General and Special Conditions of the contract.
IN WITNESS WHEREOF, the parties to these presents have executed this Agreement
in the year and day first above written.
CITY OF ALLEN, TEXAS
Party of the First Part (OWNER) Party of the Second Part (CONTRACTOR)
By By
Eric Ellwanger, City Manager
Attest
Attest
Shelley B. George, City Secretary
Paul Anderton Owner/ Principal
Jordan Hendrix Senior Officer/ VP
Central North Construction, LLC
Central North Construction, LLC
Allen
Collin
150one hundred fifty
10
11
SH12
1
BelzMall
Plano
Parker
Fairview
McKinney
Plano
Lucas
RIDGEV
I
E
W
D
R
EXCHANGE PKWY CHELSEA BLVDSTACY RD
US 75McDERMOTT DR McDERMOTT DR
HEDGCOXE RD
BETHANY DR WATTERS RDCUSTER RDALMA DRMAIN ST
EXCHANGE PKWY
STACY RD
BETHANY DRGREENVILLE AVEALLEN HEIGHTS DRALLEN HEIGHTS DRJUPITER RDCHAPARRAL RD MALONE RDANGEL PKWYCIP # ST2303
SECTION LIMITS
MEDIAN LOCATIONS
2023 MEDIAN
IMPROVEMENT PROJECT
12
AGENDA DATE:March 26, 2024
AGENDA CAPTION:Award bid and authorize the City Manager to
execute an agreement with Lawn Star Landscape
Limited Company for Enhanced Landscaping
Services for an amount not to exceed $440,924,
with the option of two (2) one-year renewals.
STAFF RESOURCE:Kate Meacham, Director of Parks and Recreation
PREVIOUS COUNCIL ACTION:August 25, 2020 - Approved contract with Lawn
Star Landscape for enhanced landscaping services.
STRATEGIC PLANNING GOAL:Safe and Livable Community for All.
CITY COUNCIL REGULAR MEETING AGENDA COMMUNICATION
BACKGROUND
The Purchasing Division advertised and received a Request for Bids on January 11, 2024, to provide
enhanced landscaping services. Three (3) responsive bids were received. Based upon a straight low bid,
Lawn Star Landscape Limited Company met this criteria and has been the City of Allen’s current
enhanced landscaping services contractor since September 2020.
The Lawn Star Landscape Limited Company will provide enhanced landscape services such as lawn
care, ground cover/shrub maintenance, litter cleanup, hardscape bed maintenance, mulching and weed
mitigation of designated beds, and litter clean up as requested in the scope of work to city amenities
including parks, medians, parking lots and city facilities.
The current contract expenditure is approximately $230,000, and the cost of labor is rising. While the
proposed contract is not to exceed $440,924, staff have budgeted a lower anticipated spend of
approximately $340,000.
BUDGETARY IMPACT
Proposed FY25 Contract $440,923.75
STAFF RECOMMENDATION
Staff recommends approval.
MOTION
I make a motion to award bid and execute an agreement with Lawn Star Landscape Limited
Company for enhanced landscaping services for an amount not to exceed $440,924.
ATTACHMENT(S)
Agreement
Bid Tab
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17
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20
21
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UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Allen Service Center Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
2 Animal Shelter Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
3 Allen Event Center Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
4 South Parking Garage Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
5 North Parking Garage Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
6 Fire Station 5 Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
7 Stacy Rd East Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
8 Event Center Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
9 Andrews Parkway Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
10 Exchange Parkway Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
11 Raintree Circle Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
12 Junction Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
13 Bossy Boots Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
14 Allen Heights Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
15 Bray Central Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
16 Guardians Way Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
17 Alma Rd S to Kevin Lane Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $54.00 $10,422.00
18 Fall Leaf Removal Event Center Sites Visit 5 $950.00 $4,750.00 $2,500.00 $12,500.00 $1,000.00 $5,000.00
GROUP 1 TOTAL $103,180.00 $307,790.00 $182,174.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 The Courses at Watters Creek Club House Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
2 The Courses at Watters Creek Futures Course Love Grass beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
3 The Edge Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
4 Spirit Park Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
5 Bethany Dr East Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
6 Main Street East Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
7 US 75 Right of Ways -Landscape beds Hour 866 $30.00 $25,980.00 $90.00 $77,940.00 $47.00 $40,702.00
8 Stacy Rd West Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
9 Cross Roads Right of Way Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
10 Cabela Drive Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $47.00 $9,071.00
GROUP 2 TOTAL $78,090.00 $234,270.00 $122,341.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Spirit Park Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
2 Twin Creeks Civic Plaza Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
3 Waterford Park Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
4 Reed West Park Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
5 Allen Station Park and Historic Dam Landscape beds Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
6 Exchange Parkway Landscape Beds -between Bray Central and Watters rd.Hour 193 $30.00 $5,790.00 $90.00 $17,370.00 $43.00 $8,299.00
GROUP 3 TOTAL $34,740.00 $104,220.00 $49,794.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Allen Service Center Service 1 $6,000.00 $6,000.00 $3,500.00 $3,500.00 $12,627.55 $12,627.55
2 Animal Shelter Service 1 $800.00 $800.00 $1,500.00 $1,500.00 $3,590.60 $3,590.60
3 Allen Event Center Service 1 $3,800.00 $3,800.00 $4,500.00 $4,500.00 $16,597.75 $16,597.75
4 South Parking Garage Service 1 $300.00 $300.00 $900.00 $900.00 $2,141.10 $2,141.10
5 North Parking Garage Service 1 $270.00 $270.00 $150.00 $150.00 $325.00 $325.00
6 Fire Station 5 Service 1 $3,000.00 $3,000.00 $2,500.00 $2,500.00 $6,305.00 $6,305.00
7 TCWC-Club House beds Service 1 $2,400.00 $2,400.00 $1,800.00 $1,800.00 $4,355.00 $4,355.00
8 City Hall,Civic Plaza,MCPAR -City furnished Mulch (City will provide the Mulch)Service 1 $3,000.00 $3,000.00 $1,000.00 $1,000.00 $14,000.00 $14,000.00
9 The Edge Service 1 $1,100.00 $1,100.00 $550.00 $550.00 $2,015.00 $2,015.00
10 Stacy Rd East Service 1 $6,700.00 $6,700.00 $4,500.00 $4,500.00 $14,918.15 $14,918.15
11 Event Center Drive Service 1 $1,700.00 $1,700.00 $900.00 $900.00 $3,445.00 $3,445.00
12 Andrews Parkway Service 1 $5,000.00 $5,000.00 $3,000.00 $3,000.00 $11,265.15 $11,265.15
13 Cabela Drive Service 1 $350.00 $350.00 $150.00 $150.00 $657.80 $657.80
14 Exchange Parkway Service 1 $1,000.00 $1,000.00 $600.00 $600.00 $1,964.30 $1,964.30
15 Cross Roads Right of way Service 1 $350.00 $350.00 $450.00 $450.00 $1,046.50 $1,046.50
Vendor Name: Pace Turf
Solutions
Vendor Name: Green
World Care
BID TAB IFB Solicitation #2024-11-13 Enhanced Landscaping Services
Group 1- Lawn Care, Ground Cover/Shrub area maintenance, Mulch areas/Granite areas/Hardscapes,Debris and Litter
Cleanup- Hourly Price to include Chemical Costs
Group 4 -Landscape beds to be mulched (to include price for mulch)
Group 2-Ground Cover/Shrub area maintenance, Mulch areas/Granite areas/Hardscapes,Debris and Litter Cleanup -
Hourly Price to include Chemical Costs
Vendor Name: Lawn Star
Landscape
Group 3-Landscape Bed Maintenance-To only include Weed Mitigation,Shrub,Grass,Yucca Stalk trimming and Litter
Cleanup--Hourly Price to include Chemical Costs
Page 1 of 3
25
16 Bethany Drive East Service 1 $8,000.00 $8,000.00 $4,800.00 $4,800.00 $17,782.70 $17,782.70
17 Raintree Circle Service 1 $1,500.00 $1,500.00 $1,000.00 $1,000.00 $2,950.35 $2,950.35
18 Junction Drive Service 1 $550.00 $550.00 $450.00 $450.00 $1,206.40 $1,206.40
19 Bossy Boots Service 1 $550.00 $550.00 $450.00 $450.00 $1,131.00 $1,131.00
20 Allen Heights Service 1 $550.00 $550.00 $450.00 $450.00 $1,106.30 $1,106.30
21 Main Street East Service 1 $5,500.00 $5,500.00 $2,800.00 $2,800.00 $10,710.70 $10,710.70
22 US 75 Right of Ways -Landscape beds Service 1 $16,750.00 $16,750.00 $8,000.00 $8,000.00 $33,146.10 $33,146.10
23 Bray Central Service 1 $1,700.00 $1,700.00 $850.00 $850.00 $3,388.45 $3,388.45
24 Stacy Rd West Service 1 $2,350.00 $2,350.00 $1,200.00 $1,200.00 $4,550.00 $4,550.00
25 Guardians Way Drive Service 1 $670.00 $670.00 $450.00 $450.00 $1,416.35 $1,416.35
26 Alma Rd S to Kevin Lane Service 1 $5,500.00 $5,500.00 $2,800.00 $2,800.00 $11,506.95 $11,506.95
GROUP 4 TOTAL $79,390.00 $49,250.00 $184,149.20
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Andrews Parkway Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $360.00 $3,600.00
2 Cabela Drive Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $120.00 $1,200.00
3 Event Center Drive Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $120.00 $1,200.00
4 Cross Roads Right of way Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $120.00 $1,200.00
5 Allen Event Center Service 10 $150.00 $1,500.00 $250.00 $2,500.00 $120.00 $1,200.00
6 South Parking Garage Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $120.00 $1,200.00
7 Stacy Rd East Service 10 $150.00 $1,500.00 $250.00 $2,500.00 $240.00 $2,400.00
8 North Parking Garage Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $120.00 $1,200.00
9 Exchange Parkway Service 10 $200.00 $2,000.00 $250.00 $2,500.00 $480.00 $4,800.00
10 Animal Shelter Service 10 $100.00 $1,000.00 $250.00 $2,500.00 $240.00 $2,400.00
11 Allen Service Center Service 10 $200.00 $2,000.00 $250.00 $2,500.00 $360.00 $3,600.00
12 US 75 at Allen Drive East and West Roundabouts Service 10 $200.00 $2,000.00 $500.00 $5,000.00 $240.00 $2,400.00
GROUP 5 TOTAL $16,000.00 $32,500.00 $26,400.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 1” Zurn Double Check Assembly each 25 $125.00 $3,125.00 $165.00 $4,125.00 $210.83 $5,270.65
2 2” Zurn Double Check Assembly each 25 $350.00 $8,750.00 $650.00 $16,250.00 $664.08 $16,602.03
3 Weathermatic Brass Valve 2” Remote Control valve each 25 $350.00 $8,750.00 $400.00 $10,000.00 $508.94 $12,723.43
4 Weathermatic Brass Valve 2" 1/2” Remote Control Valve each 25 $590.00 $14,750.00 $850.00 $21,250.00 $1,089.62 $27,240.40
5 14 AWG Direct Burial Red Wire 2500 LF, Electrical Components each 25 $270.00 $6,750.00 $350.00 $8,750.00 $426.25 $10,656.25
6 14 AWG Direct Burial White Wire 2500 LF, Electrical Components each 25 $270.00 $6,750.00 $350.00 $8,750.00 $431.75 $10,793.75
7 3M Silicone Filled Wire Nuts, Electrical components each 25 $0.75 $18.75 $3.00 $75.00 $82.52 $2,063.10
8 Wire Crimps Electrical Components each 25 $4.00 $100.00 $3.00 $75.00 $6.38 $159.38
9 Replacement Weathermatic Solenoid for 21000 series valve, Electrical Components each 25 $15.00 $375.00 $15.00 $375.00 $19.07 $476.78
10 Solenoid 24 Volt Latching DC, Electrical Components each 25 $27.00 $675.00 $24.00 $600.00 $48.59 $1,214.85
11 Solenoid 2400 Irritrol, Electrical Components each 25 $17.00 $425.00 $18.00 $450.00 $23.86 $596.38
12 Hunter I-25 Stainless Steel Adjustable Heads each 25 $58.00 $1,450.00 $48.00 $1,200.00 $56.69 $1,417.20
13 Hunter I-25 Plastic Adjustable, Heads each 25 $45.00 $1,125.00 $39.00 $975.00 $48.63 $1,215.83
14 Rainbird 1804 Series 4” Popup Heads each 25 $2.00 $50.00 $2.00 $50.00 $1.94 $48.38
15 Rainbird 1812 Series Popup Heads each 25 $9.00 $225.00 $12.00 $300.00 $13.29 $332.15
16 Hunter PGP Adjustable, Heads each 25 $10.00 $250.00 $12.00 $300.00 $14.39 $359.63
17 KBI ¾” Swing Joint, Misc Supplies each 25 $25.00 $625.00 $15.00 $375.00 $17.77 $444.28
18 KBI 1” Swing Joint, Misc Supplies each 25 $50.00 $1,250.00 $18.00 $450.00 $24.23 $605.80
19 12” X 17” Rectangle Ametek Valve with greenlid, MIsc Supplies each 25 $27.00 $675.00 $22.00 $550.00 $72.12 $1,803.00
20 25” X 20” Rectangle Ametek Valve with green lid, Misc Supplies each 25 $50.00 $1,250.00 $30.00 $750.00 $170.47 $4,261.80
21 10” Round Ametek Valve Box with green lid, Misc Supplies each 25 $14.00 $350.00 $12.00 $300.00 $51.25 $1,281.15
22 Champion CH 100 each 25 $110.00 $2,750.00 $80.00 $2,000.00 $43.19 $1,079.65
23 Quick Coupler Swivel Hose Ell ¾” to 1” Misc Supplies each 25 $45.00 $1,125.00 $63.00 $1,575.00 $58.81 $1,470.30
24 Weathermatic Brass Diaphragm 1”, Misc Supplies each 25 $100.00 $2,500.00 $55.00 $1,375.00 $32.86 $821.60
25 Weathermatic Brass Diaphragm 1 ½ ”, Misc Supplies each 25 $120.00 $3,000.00 $22.00 $550.00 $35.44 $885.95
26 Weathermatic Brass Diaphragm 2”, Misc Supplies each 25 $120.00 $3,000.00 $31.00 $775.00 $48.24 $1,206.08
27 Weathermatic Brass Diaphragm 2 ½ ”, Misc Supplies each 25 $150.00 $3,750.00 $54.00 $1,350.00 $79.81 $1,995.30
28 Weathermatic Brass Diaphragm 3”, Misc Supplies each 25 $150.00 $3,750.00 $72.00 $1,800.00 $103.50 $2,587.50
29 Weathermatic Plastic Diaphragm 1”, Misc Supplies each 25 $9.00 $225.00 $16.00 $400.00 $13.16 $328.90
30 Weathermatic Plastic Diaphragm 1 ½ ”, Misc Supplies each 25 $11.00 $275.00 $22.00 $550.00 $14.77 $369.20
31 Weathermatic Plastic Diaphragm 2”, Misc Supplies each 25 $15.00 $375.00 $31.00 $775.00 $23.19 $579.80
32 Plastic Bell Valve Slip 1”, Misc. Supplies each 25 $5.00 $125.00 $3.40 $85.00 $4.80 $120.00
33 Plastic Bell Valve Slip 2”, Misc Supplies each 25 $9.00 $225.00 $8.00 $200.00 $13.35 $333.75
34 Plastic Bell Valve Slip 2 ½”, Misc. Supplies each 25 $24.00 $600.00 $28.00 $700.00 $40.85 $1,021.15
35 Plastic Bell Valve Slip 3”, Misc. Supplies each 25 $33.00 $825.00 $47.00 $1,175.00 $63.79 $1,594.80
36 Plastic Bell Valve Threaded 3”, Misc. Supplies each 25 $45.00 $1,125.00 $47.00 $1,175.00 $63.79 $1,594.80
37 Slip Fix ¾”, Misc. Supplies each 25 $5.00 $125.00 $6.00 $150.00 $10.58 $264.38
38 Slip Fix 1”, Misc. Supplies each 25 $6.00 $150.00 $7.00 $175.00 $11.18 $279.38
39 Slip Fix 1 ¼” Misc. Supplies each 25 $9.00 $225.00 $13.00 $325.00 $20.06 $501.48
40 Slip Fix 1 ½ ”, Misc. Supplies each 25 $11.00 $275.00 $14.00 $350.00 $21.67 $541.78
41 Slip Fix 2”, Misc. Supplies each 25 $15.00 $375.00 $22.00 $550.00 $31.79 $794.63
42 Slip Fix 2 ½ ”, Misc. Supplies each 25 $21.00 $525.00 $31.00 $775.00 $45.28 $1,131.98
43 Slip Fix 3”, Misc. Supplies each 25 $32.00 $800.00 $34.00 $850.00 $50.45 $1,261.33
44 Slip Fix 4”, Misc. Supplies each 25 $40.00 $1,000.00 $59.00 $1,475.00 $78.96 $1,974.00
45 Weathermatic 21000 Series 2” valve each 25 $150.00 $3,750.00 $160.00 $4,000.00 $193.48 $4,836.90
Group 6 - Irrigation Parts and Supplies
Group 5 - Irrigation Inspection and Service
Page 2 of 3
26
46 Weathermatic 21000 Series 1” Valve each 25 $95.00 $2,375.00 $88.00 $2,200.00 $107.24 $2,681.10
47 4” coupling slp/slp each 25 $6.00 $150.00 $6.00 $150.00 $10.37 $259.13
48 1” Rainbird PEB Series Valve each 25 $70.00 $1,750.00 $78.00 $1,950.00 $93.26 $2,331.60
49 2” Rainbird PEB Series Valve each 25 $125.00 $3,125.00 $150.00 $3,750.00 $168.59 $4,214.70
50 Rainbird PEB Series 2” Diaphragm each 25 $125.00 $3,125.00 $72.00 $1,800.00 $108.44 $2,711.10
51 Rainbird Valve AC Power Solenoid each 25 $25.00 $625.00 $36.00 $900.00 $50.15 $1,253.70
52 12” X 17” Ametek Half Box each 25 $20.00 $500.00 $30.60 $765.00 $72.12 $1,803.00GROUP 6 TOTAL $100,243.75 $110,600.00 $142,395.10
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Replace Weathermatic spray head with Rainbird 1800 Series spray heads (4” depending if it is in bed or turf area)
per
head 25 $50.00 $1,250.00 $65.00 $1,625.00 $32.00 $800.00
2 Replace Weathermatic spray head with Rainbird 1800 Series spray heads (12” depending if it is in bed or turf area) .
per
head 25 $50.00 $1,250.00 $75.00 $1,875.00 $47.00 $1,175.00
3 All subterranean netfim work to include tubing,tee's,coupling and 90's tubing size 17mm Hour 25 $40.00 $1,000.00 $50.00 $1,250.00 $125.00 $3,125.00
4 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 1/2".Hour 25 $40.00 $1,000.00 $50.00 $1,250.00 $125.00 $3,125.00
5 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 3/4"Hour 25 $40.00 $1,000.00 $50.00 $1,250.00 $125.00 $3,125.00
6 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 1"Hour 25 $40.00 $1,000.00 $50.00 $1,250.00 $125.00 $3,125.00
7 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 1 1/2"Hour 25 $40.00 $1,000.00 $50.00 $1,250.00 $125.00 $3,125.00
8 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 2"Hour 25 $40.00 $1,000.00 $75.00 $1,875.00 $125.00 $3,125.00
9 All subterranean pipe work to include pipe, tee’s, coupling, and 90’s Pipe size 2 1/2"Hour 25 $40.00 $1,000.00 $75.00 $1,875.00 $125.00 $3,125.00
GROUP 7 TOTAL $9,500.00 $13,500.00 $23,850.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 City Hall, Civic Plaza, Police and McPar building-305 Century Parkway Service 2 $640.00 $1,280.00 $1,000.00 $2,000.00 $1,200.00 $2,400.00
2 Central Fire Station-310 Century Pkwy Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
3 Recreation Hall-105 S. Anna Dr Service 2 $480.00 $960.00 $1,000.00 $2,000.00 $700.00 $1,400.00
4 Don Rodenbaugh Natatorium-110 Rivercrest Blvd Service 2 $640.00 $1,280.00 $1,000.00 $2,000.00 $1,450.00 $2,900.00
5 Fire Station 3-1021 E. Bethany Dr Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
6 Fire Station 4-615 N. Alma Rd Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $850.00 $1,700.00
7 Ford Pool-724 Whitman Dr Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
8 Allen Drive North to St. Mary’s Drive Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
9 Joe Farmer Recreation Center-1201 East Bethany Dr Service 2 $480.00 $960.00 $1,000.00 $2,000.00 $700.00 $1,400.00
10 Lake Side Pavillion-1201 East Bethany Dr Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
11 Bethany Rd. West -from 713 Bel Air Dr east to hike and bike trail Service 2 $480.00 $960.00 $1,000.00 $2,000.00 $1,200.00 $2,400.00
12 City Hall Annex-301/305 Century Parkway Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $1,200.00 $2,400.00
13 1010 McDermott Drive Service 2 $240.00 $480.00 $1,000.00 $2,000.00 $700.00 $1,400.00
GROUP 8 TOTAL $9,280.00 $26,000.00 $23,000.00
UNIT 1 YR EST.
QTY UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE UNIT PRICE EXT PRICE
1 Hourly Labor Hour 300 $35.00 $10,500.00 $90.00 $27,000.00 $38.00 $11,400.00
GROUP 9 TOTAL $10,500.00 $27,000.00 $11,400.00
$905,130.00 $765,503.30Annual Total:$440,923.75
Group 7 - Irrigation Maintenace & Repair
Group 8 - City of Allen Shrub Trimming
Group 9 - General Labor
Page 3 of 3
27
AGENDA DATE:March 26, 2024
AGENDA CAPTION:Conduct a Public Hearing and adopt an Ordinance
establishing Standards of Care necessary for a
daycare licensing exemption for youth camp
programs operated by the Allen Parks and
Recreation Department.
STAFF RESOURCE:Kate Meacham, Parks and Recreation Director
BOARD/COMMISSION ACTION:At the March 4, 2024, Parks and Recreation Board
meeting, the Board approved the local Standards of
Care and recommended approval by the City
Council.
PREVIOUS COUNCIL ACTION:March 14, 2023, City Council adopted Ordinance
No. 3990-3-23.
March 22, 2022, City Council adopted Ordinance
No. 3900-3-22.
STRATEGIC PLANNING GOAL:Safe and Livable Community for All.
CITY COUNCIL REGULAR MEETING AGENDA COMMUNICATION
BACKGROUND
The Texas Human Resource Code, Section 42.041(b) (14) established requirements to exempt
recreational programs operated by municipalities for elementary-age (5-13) children from State
childcare licensing. To receive exempt status for camp programs, a municipality is required to adopt
standards of care by ordinance after a public hearing is held, then make available a copy of program
standards, a notice of the public hearing for the program, and a copy of the ordinance adopting the
standards to the State. Standards are provided to the parents of each camp program participant.
The ordinance shall include, at a minimum, staffing ratios, minimum staff qualifications, minimum
facility, health, and safety standards, and mechanisms for monitoring and enforcing the adopted local
standards, and inform guardians that the camp program is not licensed by the state, and the program
may not be advertised as a childcare facility.
The annual adoption of this ordinance is required for a daycare licensing exemption.
STAFF RECOMMENDATION
Staff recommends approval.
MOTION
I make a motion to adopt Ordinance No. ____________ establishing Standards of Care necessary for
a daycare licensing exemption for youth camp programs operated by the Allen Parks and Recreation
Department.
ATTACHMENT(S)
28
Ordinance
29
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ESTABLISHING STANDARDS OF CARE NECESSARY FOR A
DAY CARE LICENSING EXEMPTION FOR YOUTH CAMP PROGRAMS
OPERATED BY THE CITY OF ALLEN PARKS AND RECREATION
DEPARTMENT; PROVIDING FOR A REPEALING CLAUSE; PROVIDING FOR A
SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS,Texas Human Resources Code § 42.041(b)(14) establishes requirements for exempting
recreational programs operated by municipalities for elementary age (5-13) children from childcare licensing;
and,
WHEREAS,in order to receive exempt status for a youth recreation program, a municipality must adopt
standards of care by ordinance after a public hearing for the program and requirements; and,
WHEREAS,the Allen Parks and Recreation Youth Program Standards of Care will provide basic child care
regulations for day camp activities operated by the City of Allen Parks and Recreation Department in
accordance with Texas Human Resources Code § 42.041(b)(14); and,
WHEREAS,the City Council, after conducting a public hearing on March 26, 2024, and affording a full and
fair hearing to all citizens, and in the exercise of legislative discretion, has concluded that the attached standards
of care should be approved.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1.The City Council of the City of Allen adopts the Allen Parks and Recreation Youth Program
Standards of Care for providing basic childcareregulations for day camp activities operated by the City of Allen
Parks and Recreation Department, which include staffing ratios, minimum qualifications, minimum facility,
health and safety standards, and mechanisms for monitoring and enforcing the adopted local standards.
SECTION 2.A copy of the Allen Parks and Recreation Youth Program Standards of Care, herein adopted,
are attached hereto as Exhibit “A”, and incorporated as if set forth in full.
SECTION 3.It is hereby declared to be the intention of the City Council that the sections, paragraphs,
sentences, clauses, and phrases of this Ordinance are severable, and if any phrase, clause, sentence, or section
of this Ordinance shall be declared unconstitutional or invalid by any court of competent jurisdiction, such
unconstitutionality or invalidity shall not affect any other remaining phrase, clause, sentence, paragraph or
section of this Ordinance.
SECTION 4.This ordinance shall take effect immediately from and after its passage and publication of the
caption in accordance with the provisions of the Charter of the City of Allen, and it is accordingly so ordained.
DULY PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ON THIS THE 26
TH DAY OFMARCH 2024.
APPROVED:
Baine L. Brooks, MAYOR
30
Ordinance No., Page 2
APPROVED AS TO FORM:ATTEST:
Peter G. Smith, CITY ATTORNEY Shelley B. George, TRMC, CITY SECRETARY
(PGS:3-14-24))
31
EXHIBIT “A”
Ordinance No., Page 3
CITY OF ALLEN CAMP PROGRAMS STANDARDS OF CARE
The Standards of Care are intended to be minimum standards by which the
City of Allen Parks and Recreation Department will operate the City's camp
programs. The following Standards of Care are required by the Texas Human
Resources Code, Section 42.041 (b) (14), as approved by the Texas
Legislature during the 87th legislative session.
An elementary-age (ages 5-13) recreation program operated by a municipality
provided the governing body of the municipality annually adopts standards
of care by ordinance after a public hearing for such programs, that such
standards are provided to the parents of each program participant, and that
the ordinances shall include, at a minimum, staffing ratios, minimum staff
qualifications, minimum facility, health and safety standards, and
mechanisms for monitoring and enforcing the adopted local standards; and
further provided that parents be informed that the program is not licensed
by the state and the program may not be advertised as a child-care facility.
The following basic childcare regulations are the minimum Standards of Care
by which the City of Allen Parks and Recreation Department will operate
camp programs. Standards of Care are adopted annually as an ordinance by
the Allen City Council. The programs operated by the City are recreational
in nature and are not child or daycare programs. The City is exempt from
the requirements of the Texas Human Resources Code and is not licensed by
the State to offer daycare programs.
GENERAL ADMINISTRATION
1. Organization
A. The governing body of the camp program is the City Council of the
City of Allen, Texas.
B. Implementation of the camp programs Standards of Care is the
responsibility of the Parks and Recreation Department Director or
his or her designee and Department employees.
C. These Standards of Care will apply to all camp programs,
including, without limitation:
i. Summer Camp Program
ii. Fall Break Program
iii. Spring Break Program
iv. Holiday Camp Program
v. Any additional daylong, multi-day, weeklong, or
multisession camp program
D. Each program site will have available for public and staff review
a current copy of the Standards of Care.
32
Ordinance No., Page 4
E. Parents of participants will be provided a current copy of the
Standards of Care during the registration process for a program.
Further, a copy of the Standards of Care shall be placed online
on the City’s website.
F. Criminal background checks will be conducted on prospective
program employees. If the results of a criminal background check
indicate that a prospective program employee has been arrested,
charged with, or convicted of any of the following offenses, the
prospective program employee will not be considered for
employment:
i. a felony or a misdemeanor classified as an offense against
a person or family member;
ii. a felony or misdemeanor classified as public indecency;
iii. any offense for which a person is required to register as a
sex offender under Chapter 62, Texas Code of Criminal
Procedure;
iv. a felony or misdemeanor violation of any law intended to
control the possession or distribution of any controlled
substance and;
v. any offense involving moral turpitude.
2. Definitions
For purposes of these Standards of Care, the following words shall have
the respective meanings ascribed to them:
A.Camp Program(s) or Program(s) means the Summer Camp Program, Fall
Break Camp Program, Spring Break Camp Program, the Holiday Camp
Program, and any additional daylong, multi-day, weeklong, or
multisession camp program.
B.Camp Leader means full-time employees directly responsible for
the planning and implementation of camp programs, and includes
the following job titles:
i. Assistant Recreation Supervisor
ii. Youth Program Supervisor
C.Camp Supervisor means full-time employees responsible for
supervising the administration of camp programs, and includes the
following job titles:
i. Assistant Facility Manager
ii. Center Supervisor
33
Ordinance No., Page 5
iii. Recreation Supervisor
D.City means the City of Allen, Texas.
E.City Council means the City Council of the City.
F.Department means the Parks and Recreation Department of the City.
G.Director means the Parks and Recreation Department Director of
the City or his or her designee.
H.Employee(s) means people who have been hired to work for the City
of Allen and have been assigned responsibility for managing,
administering, or implementing some portion of a program.
I.Parent(s) means one or both parent(s) or adults who have legal
custody and authority to enroll their child(ren) in a program.
J.Participants means a youth whose parent(s)/guardians have
completed all required registration procedures and are determined
to be eligible for a program.
K.Program employee means a Department part-time or seasonal
employee who has been assigned responsibility by the Camp Leader
and/or Camp Supervisor to implement the City’s camp programs.
L.Program Manual means a notebook of policies, procedures, required
forms, and organizational and programming information relevant to
each program.
M.Program Site means area and facilities where a program is held,
consisting of but not limited to:
i. Joe Farmer Recreation Center, 1201 E. Bethany, Allen,
Texas, 75002
ii. Stephen G. Terrell Recreation Center, 1610 W. Exchange
Pkwy, Allen, Texas, 75013
3. Inspections/Monitoring/Enforcement
A. A written inspection report will be prepared by the Camp Leader
each month to confirm adherence to the Standards of Care.
i. Each monthly inspection report will be sent by the Camp
Leader to the Camp Supervisor for review and will be kept
on record in accordance with the City’s records retention
policy.
34
Ordinance No., Page 6
ii. The Camp Supervisor will review the report and establish
deadlines and criteria for compliance with the Standards of
Care.
B. The Camp Leader will make visual inspections of the programs
based on the following schedule:
i. Programs with a schedule consisting of more than two weeks,
including the Summer Camp Program, will be inspected a
minimum of two times during the seasonal program schedule.
ii. Programs with a schedule consisting of two or fewer weeks,
including but not limited to Fall Camp, Holiday Camp, and
Spring Break Camp, will be inspected at least once during
the during the program schedule.
C. Complaints regarding enforcement of the Standards of Care should
be directed to the Camp Leader and/or Camp Supervisor.
i. Camp and facility staff should refer relevant complains to
the Camp Leader and/or Camp Supervisor.
ii. The Camp Leader will be responsible for taking the
necessary steps to address any complaints and to resolve
identified issues.
iii. Complaints regarding enforcement of the Standards of Care
and their resolution will be recorded in writing by the
Camp Leader.
iv. All complaints regarding enforcement of the Standards of
Care, or where a deficiency is noted, will be forwarded to
the Camp Supervisor in a timely manner, with the complaint
and the resolution noted.
4. Enrollment
Before a child may be enrolled in a program, the parents must sign
registration forms that contain the following information about the
child:
A. name, address, and home telephone number;
B. name, address, and telephone number(s) during program hours of
parent(s)
C. the names and telephone numbers of people to whom the child may
be released;
D. emergency contact information including name, phone number, and
relationship to participant;
35
Ordinance No., Page 7
E. proof of residency within the City when appropriate; and
F. a fully executed liability waiver and release.
5. Suspected Abuse
A. Program employees will report suspected child abuse or neglect in
accordance with the Texas Family Code.
B. The employee who receives an outcry from a child or observes
signs of suspected abuse must be the reporting party. Employees
may not delegate to or rely on someone else, including the child,
to report suspected abuse.
C. In the case where an employee is involved in an incident with a
child that could be construed as child abuse, the incident must
be reported immediately to the Camp Supervisor. The Camp
Supervisor will then immediately notify the Recreation Services
Manager, the City Police Department and any other agency as may
be appropriate.
D. Texas law requires anyone who has cause to believe a child has
been abused or neglected to report it to the Department of Family
and Protective Services or law enforcement. Failure to report
suspected abuse is punishable by fines up to $1,000 and/or
confinement up to 180 days. Confidential reports may be made by
calling 1-800-252-5400.
STAFF RESPONSIBILITIES
All staff must successfully complete pre-employment screenings, which
consist of a drug test, criminal background check, and driving record check.
Recreation
Services
Manager
Camp
Supervisor
Camp
Leader
Program
Employee
36
Ordinance No., Page 8
Note that the information listed below is intended to describe the general
nature and level of work being performed by individuals assigned to the
relevant position. They are not intended to be an exhaustive list of all
responsibilities, duties and skills required of this position.
Camp Supervisor Staff
All Camp Supervisor staff will be full-time, professional employees of the
Department. In addition, all Camp Supervisor staff must have successfully
completed a course in first aid and cardiopulmonary resuscitation (CPR) and
possess a Texas Class C Driver’s License within four months of hire.
1. Assistant Facility Manager
A. Qualifications
i. Work experience requires broad knowledge in a general
profession or technical field. Knowledge is normally
acquired through four years of college resulting in a
Bachelor's Degree in Parks and Recreation or related field
preferred or equivalent experience in Parks and Recreation
or related field in lieu of education. Related
Fields/Experience including but not limited to: Parks,
Recreation and Tourism Therapeutic Recreation;
Gerontology/Nutrition; Kinesiology, Sports Management or
Physical Education; Ice Rink Operations or Management; Golf
Operations or Programming.
ii. The Assistant Facility Manager must have three to five
years of relevant experience.
B. Responsibilities
i. Manages department operations by allocating resources as
needed, working with employees on improvements to City
services, participating in developing and implementing
goals, objectives, and priorities, implementing staff
training programs and developing and evaluating standard
operating procedures.
ii. Plans, directs, coordinates and reviews work of assigned
staff by meeting with staff to identify and resolve
problems, assigning work activities, projects and programs;
monitoring workflow; reviewing and evaluating work
products, methods and procedures, hiring and disciplining
staff, and providing training and direction as needed.
iii. Manages the facility’s cost recovery efforts by analyzing
facility operations and making improvements, prepares
status and statistical reports, ensures programming goals
and financial performance remain on target, and analyzes
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Ordinance No., Page 9
service charges and cost of service delivery, and makes
recommendations.
iv. Supervises employees by scheduling employee classes and
training, conducting performance evaluations, coordinating
duty rosters, interviewing applicants, selecting applicants
for hire and performing disciplinary duties.
v. Identifies current and future patron service requirements
by addressing customer concerns, resolving customer issues,
educating and training staff on customer service practices,
and ensuring the attainment of customer service delivery
goals.
vi. Serves as the liaison to Risk Management by reporting all
accidents, completing forms, and conducting investigations.
2. Center Supervisor
A. Qualifications
i. Work experience requires broad knowledge in a general
profession or technical field. Knowledge is normally
acquired through four years of college resulting in a
Bachelor's Degree in Parks and Recreation or related field
preferred or equivalent experience in Parks and Recreation
or related field in lieu of education. Related
Fields/Experience including but not limited to: Parks,
Recreation and Tourism Therapeutic Recreation;
Gerontology/Nutrition; Kinesiology, Sports Management or
Physical Education; Ice Rink Operations or Management; Golf
Operations or Programming.
ii. The Center Supervisor must have over two years up to and
including three years of relevant experience.
B. Responsibilities
i. Oversees operation of Recreation Center, its staff and its
related programs by developing and maintaining budget for
facility programs and personnel. Reconciles financial
transactions and records, makes daily deposits, processes
and approves refunds, monitors payroll activities,
maintains inventory, procures maintenance services for
facility and equipment, ensuring quality of programs and
enforcing and developing policies and procedures.
ii. Ensures customer service by addressing and resolving
complaints from the public, makes discretionary decisions
regarding customer related issues, educates and trains
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Ordinance No., Page 10
staff on customer service practices, and holds staff
accountable for expected customer service delivery goals.
iii. Supervises personnel by conducting the hiring process
including selecting candidates and interviewing for open
positions, training staff, promoting and maintaining
positive work environment for optimum staff morale,
evaluating staff performance and conducting performance
reviews, administering staff meetings, scheduling staff,
holding staff accountable for expectations, handling staff
concerns and suggestions and administering disciplinary
actions as needed.
iv. Ensures safe and proper maintenance of facilities by
coordinating preventative maintenance, repairs and capital
improvements with appropriate personnel and/or vendors and
ensures cleanliness of facility and premises.
3. Recreation Supervisor
A. Qualifications
i. Work experience requires broad knowledge in a general
profession or technical field. Knowledge is normally
acquired through four years of college resulting in a
Bachelor’s degree in Parks and Recreation or related field
preferred or equivalent experience in Parks and Recreation
or related field in lieu of education. Related
Fields/Experience including but not limited to: Parks,
Recreation and Tourism Therapeutic Recreation;
Gerontology/Nutrition; Kinesiology, Sports Management or
Physical Education; Ice Rink Operations or Management; Golf
Operations or Programming.
ii. The Recreation Supervisor must have Four years of
recreation industry experience with at least two years in a
supervisory capacity. Total of twelve years of relevant
experience with a minimum of two years in a supervisory
capacity in lieu of educational degree.
B. Responsibilities
i. Supervises personnel by conducting the hiring process
including selecting candidates and interviewing for open
positions, training staff, promoting and maintaining a
positive work environment for optimum staff morale,
evaluating staff performance and conducting performance
reviews, administering staff meetings, scheduling staff,
holding staff accountable for expectations, handling staff
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Ordinance No., Page 11
concerns and suggestions and administering disciplinary
actions as needed.
ii. Oversees operation of a recreation facility, its staff, and
its related programs by developing and maintaining a budget
for facility programs and personnel, reconciling financial
transactions and records, processing and approving refunds,
monitoring payroll activities, maintaining inventory,
procuring maintenance services for the facility and
equipment, developing the annual sales plan and strategic
action plan, ensuring the quality of programs and enforcing
and developing policies and procedures.
v. Ensures customer service by addressing and resolving
complaints from the public, makes discretionary decisions
regarding customer-related issues, educates and trains
staff on customer service practices, and holds staff
accountable for expected customer service delivery goals.
vi. Oversees the development of facility programs by generating
program descriptions, developing programming schedules,
reviewing instructor contracts, and supervising
recreational activities and sports leagues.
Camp Leader Staff
All Camp Leader staff will be full-time, professional employees of the
Department. In addition, all Camp Leader staff must have successfully
completed a course in first aid and cardiopulmonary resuscitation (CPR) and
possess a Texas Class C Driver’s License within 4 months of hire.
4. Assistant Recreation Supervisor
A. Qualifications
i. Work experience requires broad knowledge in a general
profession or technical field. Knowledge is normally
acquired through four years of college resulting in a
Bachelor's Degree in Parks and Recreation or related field
preferred or equivalent experience in Parks and Recreation
or related field in lieu of education. Related
Fields/Experience including but not limited to: Parks,
Recreation and Tourism; Therapeutic Recreation;
Gerontology/Nutrition; Kinesiology, Sports Management or
Physical Education; Ice Rink Operations or Management Golf
Operations or Programming.
ii. The Assistant Recreation Supervisor must have one year of
relevant experience.
B. Responsibilities
i. Coordinates recreational activities by planning,
developing, implementing, and evaluating programs in the
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Ordinance No., Page 12
division, recruiting, and retaining professional service
providers, marketing, processing payment of professional
service providers, and assisting in staff scheduling and
time entry in the absence of the supervisor.
ii. Provides various forms of customer service by providing a
safe and welcoming environment, greeting customers,
answering questions, responding to concerns, inputting
information into the computer system and by distributing
equipment to members and guests.
iii. Provides various forms of administrative service by
monitoring equipment safety, inspecting facility for safety
and cleanliness, supervising patrons, providing first aid
as needed, assisting in membership and class sales,
conducting orientations, scheduling of facility space,
maintaining records, providing documentation for budget
preparation, and monitoring the progress of facility
financial goals and business plans.
iv. Provides direction to other employees by serving as Manager
on Duty as assigned, trains and assists with staff
training, coaching, mentoring, and selection of staff.
v. May develop, plan, and implement revenue-generated
recreation program activities, sessions, leagues, and
competitions by developing schedules, program descriptions
and acquiring instructors. Develops or assists with
scheduling of facilities and or teams, and assisting in the
delivery of services.
5. Recreation Program Supervisor
A. Qualifications
i. Work experience requires broad knowledge in a general
profession or technical field. Knowledge is normally
acquired through four years of college resulting in a
Bachelor's Degree in Parks and Recreation or related field
preferred or equivalent experience in Parks and Recreation
or related field in lieu of education. Related
Fields/Experience including but not limited to: Parks,
Recreation and Tourism; Therapeutic Recreation;
Gerontology/Nutrition; Kinesiology, Sports Management or
Physical Education; Ice Rink Operations or Management Golf
Operations or Programming.
ii. The Recreation Program Supervisor must have over two years
up to and including three years of relevant experience.
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Ordinance No., Page 13
B. Responsibilities
ii. Supervises personnel and contract instructors by
interviewing applicants for open positions, coordinating
training, observing and monitoring work tasks, developing
program staff, evaluating work performance, writing
performance evaluations, assisting employees to correct
deficiencies, scheduling the necessary employees for
facility operations and submitting time sheets for payroll.
Position has direct oversight of Recreation Programmers at
the center.
iii. Develops and implements various programs by assessing the
needs of citizens, identifying the types of programs to
offer, recruiting and hiring qualified instructors for new
programs, negotiating class and instructor fees, preparing
goals and cost analysis for 110% plus cost recovery,
scheduling program dates, reserving facilities for
programs, purchasing and maintaining equipment and
materials needed, and advertising programs to the general
public. This position will act in a liaison role to civic
organizations and community partners on events; will
research and lead the coordination of partnership of
national/state affiliated programs as well as corporate
partnerships that benefit the division.
iv. Assists with facility operations by addressing and
resolving complaints and concerns from the public,
responding to emergencies when required, preparing
facilities for programs, rentals and special events and
ensuring the cleanliness of facilities.
v. Monitors the allocation of resources by ensuring that the
supplies necessary for the operation of the facility are
maintained, ordering new supplies and equipment, evaluating
and recommending the budgetary needs for operations and
creating vendor lists. Position is responsible for vendor
and instructor payment processing and budget oversight of
relevant to such.
Program Employees
6. Camp Director
A. Qualifications
i. The Camp Director will be a temporary seasonal program
employee of the Department.
ii. The Camp Director must have a High School Diploma or G.E.D.
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Ordinance No., Page 14
iii. Must be available for work Monday through Friday, 7 a.m. to
6 p.m. during all seasonal camp weeks.
iv. Must have at least one year of relevant work experience.
Prior day camp experience or experience programming camp
activities preferred. Experience working with youth
preferred.
v. Required to have a CPR Certification and First Aid
Certification before June 1st (training provided), Valid
Texas Class C Driver's License
B. Responsibilities
i. Oversees seasonal youth camp operations by coordinating the
activities of the camp and supervising related programs,
field trips, and activities.
ii. Supervises personnel by assisting in training, observing
and monitoring work tasks, evaluating work performance,
assisting employees to correct deficiencies, scheduling the
necessary employees for facility operations and submitting
time sheets for payroll.
iii. Acts as a role model for children ages 5-12, displays
appropriate behavior, and creates a safe, inclusive
environment for all campers and staff.
iv. Instructs and/or trains personnel to lead a variety of
activities including but not limited to arts and crafts,
games, nature education and other outdoor related
activities.
v. Works closely with Camp Leader to plan and coordinate
activities; provides assistance in other parks and
recreation programs as needed, including the Allen USA
Celebration.
vi. Provides excellent customer service by maintaining positive
interpersonal relations with all who are involved in the
summer camp program; including children, parents, staff,
vendors and general public.
vii. Monitors the use of recreation equipment and ensures it is
used in a capacity that is in accordance with its intended
use. Ensures all equipment is returned to its original
location and put back in an organized fashion when done
using.
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Ordinance No., Page 15
viii. Follows and enforces rules, policies, and procedures
outlined in City of Allen local standards of care and
handbook.
ix. Must have a desire to work with children and be able to
work every week of seasonal camp.
x. Ensures a high level of safety for participants and
personnel during the program and administers basic first
aid, as certified, as necessary.
7. Camp Counselor
A. Qualifications
i. The Camp Counselor will be a temporary seasonal program
employees of the Department.
ii. The Camp Counselor must be 18 years or older.
iii. Experience in supervision of young children preferred.
iv. Must have a desire to work with children and be able to
work all eleven weeks of summer camp. Prior day camp
experience or experience programming camp activities
preferred. Experience working with youth preferred.
v. Required to have a CPR Certification and First Aid
Certification before the first day of camp (training
provided), Valid Texas Class C Driver's License
B. Responsibilities
vi. Camp Counselors will be responsible for the supervision and
activities of approximately 10-12 children ages 5-12 in an
outdoor and indoor nature environment.
vii. Counselor will plan and carry out such activities as
hiking, arts and crafts, sports, drama, swimming, and field
trips.
STAFF TRAINING AND ORIENTATION
A. The Department is responsible for providing training and
orientation to program employees working with children and for
specific job responsibilities. The Camp Leader will provide each
program Employee with a program manual specific to the applicable
program.
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Ordinance No., Page 16
B. Required staff training includes CPR/First Aid, Active Attack,
Concussion, Child Abuse Prevention, and more as required by the
Department Director.
C. Program employees must be familiar with the Standards of Care for
program operation as adopted by the City Council.
D. Program employees must be familiar with the program’s policies,
including discipline, guidance, and release of program
participants as outlined in the Program Manual.
E. Program employees will be trained in appropriate procedures to
handle emergencies.
F. Program employees will be trained in areas including City,
Department, and program policies and procedures, provision of
recreation activities, safety issues, and organization goals.
G. Program employees will be required to sign an acknowledgement
that they received the required training.
OPERATIONS
1. Staff-Participant Ratio
A. The standard ratio of program participants to program employees
will be no greater than 15 to 1. In the event an employee
assigned to a program is unable to report to the program site, a
replacement will be assigned.
B. Program employees are responsible for being aware of the
participant's habits, interests, and any special problems as
identified by the participant's parent(s) during the registration
process.
2. Discipline Policy
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, harsh, or corporal punishment or
treatment used as a method of discipline.
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 of specific
problems or incidents.
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Ordinance No., Page 17
E. A sufficient number and/or severe nature of discipline reports as
detailed in the program Manual may result in a participant’s
suspension or removal from the program or all programs.
F. In instances where there is a danger to participants or
employees, offending participants will be removed from the
program site as soon as possible.
3. Discipline Procedures
A. Disciplinary action will be taken when a child is deemed to be
acting inappropriately, disruptively or creates a safety concern
to themselves or others. Camp Leaders/Supervisors may authorize
elevated levels of discipline based on the behavior.
i.First Occurrence: staff will verbally communicate to the
camper, instructing that the inappropriate behavior cease
and will then go over the rules and expectations.
ii.Second Occurrence: If the misbehavior continues, the
staff with remove the camper from the activity for a
short period of time, typically 5-10 minutes. If the
camper’s misbehavior continues after removal from the
activity, an incident report will be completed and the
camper’s parent will be notified. The incident report
will be signed by the parent at pickup.
iii.Third Occurrence: continued misbehavior may warrant the
child being sent home for the rest of the day. An
incident report will be completed, which will be signed
by the parent at pickup.
iv.Fourth Occurrence: if a third incident report is deemed
necessary, the child may be suspended and/or dismissed
from the program. The incident report will be signed by
the parent at pickup. If a camper is dismissed from a
program, there will be no refund.
B. Zero Tolerance Policy: any behavior that threatens the safety or
wellbeing of other campers or staff or results in injury or
damage to property or equipment, will result in immediate
suspension.
1. Programming
A. Program employees will attempt to provide activities for each
program according to the participants’ ages, interests, and
abilities. The activities must be appropriate to participants’
health, safety, and wellbeing. The activities also must be
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Ordinance No., Page 18
flexible and promote the participants’ emotional, social, and
mental growth.
B. Program employees will attempt to provide indoor and outdoor time
periods that include:
i. alternating active and passive activities;
ii. opportunities for individual and group activities, and
iii. outdoor time each day weather permits.
2. Water Safety
A. Program employees provide aquatic programming according to
participants’ swimming ability and/or comfort in the water.
Program employees will ensure child water safety by:
i. Requiring parent(s) to complete a swimming permission slip
and acknowledge participant’s swimming ability at
registration.
ii. Requiring any participant identified by their parent(s),
camp staff, or aquatic facility staff as a non-swimmer or
at-risk swimmer to wear a properly-fitted US Coast Guard
(USCG) approved Personal Flotation Device (PFD).
B. Where applicable, program employees will provide off-site
location owners or operators with necessary documentation that
identifies participants who are unable to swim or who are at risk
when swimming.
C. Program employees will ensure aquatic facilities have an
appropriate number of USCG approved PFDs or will bring enough to
supply non-swimmers and at-risk swimmers.
3. Communication
A. The program site will have a cell phone and land line to allow
program employees to communicate with Department employees, as
well as emergency services, as needed.
B. The Camp Leader will post the following telephone numbers
adjacent to a telephone accessible to all program employees:
i. City ambulance or emergency medical services;
ii. City Police Department
iii. City Fire Department
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Ordinance No., Page 19
iv. Program site service desk;
v. Parks and Recreation Administrative office and;
vi. Numbers at which parents may be reached.
4. Transportation
A. Program employees will be attentive and considerate of the
participant’s safety on field trips and during any transportation
provided by the program.
B. Transportation for field trips is provided by school buses
through the Allen Independent School District. In the event said
school district buses are unavailable, the Department will ensure
suitable transportation is provided.
C. During field trips, program employees will have emergency contact
information for each participant.
D. Program employees will have a roster of participants in their
group and must account for all participants frequently,
specifically before departure to and from destination.
E. Before a participant may be transported to and from City-
sponsored activities, participants must be registered for the
field trip.
F. First aid supplies and a first aid and emergency care guide will
be available in all program vehicles that transport children.
G. Designated program employees will carry a cell phone at all times
during the duration of the field trip.
H. Participants will be oriented to expected behavior and safety
rules.
FACILITY STANDARDS
1. 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.
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 employees will inspect equipment and supplies to confirm
they are safe for use.
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Ordinance No., Page 20
D. Program employees must have first aid supplies readily available
at the program site, during transportation to an off-site
activity, and for the duration of any off-site activity.
2. Fire
A. An emergency evacuation plan will be posted at the program site.
In a situation where evacuation is necessary, the first priority
of program employees is to ensure all participants are in a safe
location.
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 Camp
Supervisor and related Department staff. The Camp Supervisor will
establish deadlines and criteria for compliance if any
deficiencies or concerns are noted.
C. The program site must have at least one fire extinguisher readily
available to all program employees. 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:
i. Summer Camp Program: A fire drill twice during the season.
ii. Fall Break, Holiday Break, and Spring Break Camp Programs:
A fire drill once during the session.
3. Illness or Injury
A. A participant who is considered to be a health or safety concern
to other participants or program employees will not be admitted
to a program.
B. A participant or program employee that is exhibiting new or
worsening signs or symptoms of possible communicable disease must
isolate from the cohort after being symptom free (24 hours after
fever free) and follow local health guidelines.
C. Illnesses and injuries will be handled in a manner to protect the
health of all participants and employees.
D. Program employees will follow plans to provide emergency care for
injured participants with symptoms of an acute illness as
specified in the program Manual.
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Ordinance No., Page 21
E. Program employees will follow the guidelines of the Texas
Department of Health concerning the admission or readmission of
any participant after a communicable disease.
F. Program employees will follow the best practice sanitization
protocols for common surfaces, restrooms, and recreational
equipment.
G. Hand sanitizer, disinfecting wipes, soap and water, or similar
disinfectant will be readily available throughout the camp for
program employees and participants. Regular use will be
encouraged and available throughout the day.
H. When an injury or incident occurs, an incident report will be
completed by Program employees and/or the Camp Leader and turned
into the Camp Supervisor.
4. Medication Administration
A. A Medication Consent Form must be completed and on file for each
prescription the participant receives during the hours of
operation.
B. Program employees will administer medication only with written
parental permission through a Medication Consent Form and will
administer medication only as stated on the label directions or
as amended by the physician.
C. Over-the-counter medications will be administered only if a
Medication Consent Form has been completed, are in the original
container, and by label directions only.
D. If medication dosage has changed during the program, a new
Medication Consent Form must be completed.
E. All medication must be in the original container and labeled with
the participant’s name, the date (if prescription), and
physician’s name (if prescription.) The label must also include
directions on how to administer the medication.
F. Medications that require refrigeration must be noted on the
Medication Consent Form.
G. Inhalers and peak flows must have instructions.
H. Program employees will store and administer medications at the
prescribed time as noted on the Medication Consent Form.
I. Parent(s) are responsible for removing medication at the end of
the program or when the participant is withdrawn. Any medication
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Ordinance No., Page 22
left on-site will be properly disposed of two weeks after the
completion of the program.
J. Epinephrine-Pens
i. Summer program employees are trained to assist children in
administering their Epinephrine-Pens in case of an
Anaphylactic Shock. If a child is not able to self-
administer the injection, program employees will do so if a
completed Medication Consent Form is on file.
ii. A separate Medication Consent Form is required specifically
for Epinephrine-Pens including information about the
allergy(s) and the administration of the Epinephrine-Pen.
iii. If an Epinephrine-Pen is administered, 911 and the
parent(s) will be contacted immediately.
5. Toilet Facilities
A. The program site will have indoor toilets located and equipped so
participants can use them independently.
B. An appropriate and adequate number of lavatories will be
provided.
6. Sanitation
A. The program site will have adequate light, ventilation, and heat.
B. The program site will 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.
C. Program employees will ensure that garbage is removed from
buildings daily.
D. Program employees will work to help mitigate environmental
exposures by additional cleaning and disinfecting of work areas,
common areas, and bathrooms.
51