O-2423-7-05ORDINANCE NO. 2423-7-05
' AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF ALLEN, COLLIN
COUNTY, TEXAS, ADOPTING THE 2005 ANNUAL STANDARDS FOR THE YOUTH
AFTER SCHOOL PROGRAM; PROVIDING A REPEALING CLAUSE; PROVIDING A
SEVERABILITY CLAUSE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council after conducting a public hearing and affording a full and fav hearing to all
citizens, and in the exercise of its legislative discretion, has determined that it is in the best interest of the City
to adopt the 2005 Annual Standards for the Youth After School Program, attached hereto and incorporated
herein as Exhibit "A."
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ALLEN,
COLLIN COUNTY, TEXAS, THAT:
SECTION 1. The 2005 Annual Standards for the Youth After School program attached hereto as Exhibit
"A" is hereby approved by the City Council and shall replace the Annual Standards adopted by Ordinance
No. 2317-"4.
SECTION 2. Ordinance No. 2317-8-04 shall continue in full force and effect, except that the Annual
Standards attached as Exhibit "A" thereto is replaced with the 2005 Annual Standards attached hereto as
Exhibit "A." and all other ordinances of the City of Allen, Collin County, Texas, in conflict with the
provisions of this ordinance be, and the same are hereby, repealed; provided, however that all other provisions
of said ordinances not in conflict with the provisions of this ordinance shall remain in full force and effect.
' SECTION3. Should any word, sentence, paragraph, subdivision, clause, phrase or section of this
ordinance, as amended hereby, be adjudged or held to be void or unconstitutional, the same shall not affect
the validity of the remaining portions of said ordinance, which shall remain in full force and effect.
SECTION 4. This ordinance shall take effect immediately from and after its passage 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 12TH DAY OF JULY, 2005.
APPROVED:
.+ :)
StepheA Terrell, MAYOR
APPROVED AS TO FORM: ATTEST:
0� l i
Peter G. Smith, CM ATTORNEY Shelley B. George, TOAC, CITY S 1tVFARY
1
EXHIBIT "A"
' YOUTH AFTER SCHOOL PROGRAM ("YAP")
2005 ANNUAL MINIMUM STANDARDS AND GUIDELINES
This program is not licensed by the State of Tessa
Enrollment Information and Other Records
A. All records required by these minimum standards must be maintained and made available for inspection
during the facility's hours of operation.
B. There must be on file at the facility, for as long as the child participates in YAP and for 12 months after
the child's last day in the program, an enrollment agreement, signed by the parent(s) prior to the child's
admission into the program, containing at least the following information:
1. the child's name, birth date, home address, and the home telephone number;
2. for a child attending school, the telephone number of the school (this is not required for a child in an
after-school care facility at the school the child attends);
3. date of admission;
4. name and address of parents and telephone numbers at which parents can be reached while the child
is in care;
5. names and telephone numbers of other persons designated by the parent when the parent cannot be
reached;
' 6. names and telephone numbers of persons to whom the child may be released;
7. name, address, and telephone number(s) of the child's physician(s);
8. a statement of the child's special problems or needs, including known allergies, existing illnesses,
previous serious illnesses and injuries, any disabilities, any hospitalizations during the past 12
months, and any medication prescribed for long-term, continuous use;
9. permission for transportation, if provided;
10. permission for water activities, if provided;
11. permission for field trips, if provided; and,
12. emergency medical treatment authorization.
1
C. A dated statement signed by the parent that the child's immunization record is current and is on file at a
school the child attends. The parent must include the name, address and telephone number of the school
in the statement.
D. Each child must have a record of a tuberculosis examination with negative results if such a test is
recommended by local health authorities or the regional office of the State Department of Health, or a
dated statement signed by the parent that the child's tuberculosis test record is current and is on file at the
school the child attends. The parent must include the name, address and telephone number of the school
in the statement.
E. There must be a record of attendance of children and staff, indicating the hours worked by each staff, for
the previous six months.
Ordinance No. 2423-7-05, Page 2
Parental Communication
A. At the time of enrollment of children, facility staff must review with parents and give them a copy of the
Youth After School Program Parent -Student Handbook and obtain a signed receipt. The receipt must be
kept on file as long as the child(ren) is (are) in care.
B. Staff must immediately notify the parent or other person authorized by the parent when the child:
1. is injured;
2. has a signor symptom requiring exclusion from the facility as listed in Standard 8100 D, or;
3. has been involved in any situation which placed the child at risk, such as, forgetting a child in a van
or not preventing a child from wandering out of a center into a street.
C. Staff must notify all parents of children in the facility when there is an outbreak of a communicable
disease in the facility required to be reported to the State Department of Health.
Ordinance No. 2423-7-05, Page 3
Coordinator Qualifications and Responsibilities
A. Organize, plan and coordinate program activities for elementary school youth in an after school setting;
supervise counselors in tutoring and facilitation of daily activities.
B. Essential and other important responsibilities and duties may include, but are not limited to the following:
1.
Supervise, coordinate and schedule the organization, staffing, and operational activities of the YAP.
2.
Plan various programming activities, including tutoring, games, arts and crafts, drama, and sports.
3.
Help formulate program budget, and monitor program account budget, both income and expenses;
handle money form enrollment fees as necessary.
4.
Participate in the selection, training, motivation, and evaluation of YAP program personnel.
5.
Hire and oversee contractors for program entertainment.
6.
Market the program as necessary, i.e.: post public service announcements, develop posters, fliers and
ads as needed. Speak at public meetings such as City Council, Park Board, and civil organizations.
7.
Provide participants of the program with an environment in which they are safe, are allowed time for
studies and tutoring as necessary, enjoy wholesome recreation activities, and participate in
appropriate social opportunities with their peers.
8.
Set up tables and chairs and other equipment necessary for the program; clean up after the program,
including breaking down tables and chairs, equipment used, and taking out trash.
9.
Ensure that participants are released only to a parent or an adult designated by the parent.
10.
Provide periodic status reports to the Recreation Center Supervision or other department management
as necessary.
11.
Maintain files, type letters and other related clerical duties for program.
12.
Mus[ maintain regular attendance by working up to twenty hours per week, including program hours
(Monday through Friday, 1:30 p.m. to 6:00 p.m. [7:30 a.m. - 6:00 p.m. -Holidays] throughout the
school year - this time includes any holidays the schools are open).
13.
Perform other duties as necessary and as assigned.
C. Knowledge of.
1.
Operations and activities of elementary school -aged youth.
2.
Organizing and directing programs participants and staff.
3.
Principles and practices of program development and administration.
'
4.
Modern office procedures, methods and computer equipment.
5.
Pertinent Federal, State and local laws, codes and regulations.
Ordinance No. 2423-7-05, Page 3
D. Ability to:
1.
Interact with and lead participants in a variety of activities.
'
2.
Work harmoniously with participants, fellow employees, recreation center staff, and the public.
3.
Identify and respond to participant issues, needs and concerns.
4.
Handle emergencies that may develop.
5.
Recommend and implement goals for providing a superior program.
6.
Create an environment that is safe, fun, age appropriate and exciting.
7.
Work with all types of youth, including at -risk youth, generating programming as appropriate.
8.
Work with general public concerning their children participating in program.
9.
Communicate clearly and concisely, both orally and in writing.
10.
Handle any emergencies that may develop.
11.
Supervise up to 36 children at one time with support from Activity Leaders.
12.
Handle spontaneous demands from children, parents and staff.
E. Exoerlence and Training Guidelines. Any combination of experience and training that would likely
provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and
abilities would be:
1. Education and/or Experience: Completed two years of college in recreation, education, or related
fieId. Education may be substituted with four years of recreation experience.
2. License or Certification:
a. Possession of, or ability to obtain, an appropriate commercial Texas Driver's License.
b. Possession of a Social Security Card.
c. Possession of, or ability to obtain, First Aid certification within eight weeks from hire date.
' d. Possession of, or ability to obtain, CPR certification within eight weeks from hire date.
F. SuRmision Received and Exercised.
1. Receives supervision from the Recreation Center Supervisor and Recreation Specialist H.
2. Exercises supervision over staff and participants of the Youth After School (YAP) Program.
G. Working Conditions.
1. Environmental Conditions: Inside conditions, some travel involved to parks and recreational sites,
irregular work hours, including days, evenings and weekends.
2. Physical Conditions: Essential and marginal functions may require maintaining physical condition
necessary for sitting, standing, or walking for prolonged periods of time; adequate speech, hearing,
and eyesight required; may be required to carry, push, pull, drug or hold light to moderate weight
objects.
Activity Leader Oualifications and Responsibilities
A. Assist in organizing, coordinating and supervising daily activities for elementary school youth in an after
school setting.
B. Essential and other important responsibilities and duties may include, but are not limited to the following:
1. Assist in organizing, coordinating and supervising program activities.
2. Check youth in/out of the program on daily basis. Respond to any questions and/or concerns
regarding the Youth After School Program.
' 3. Supervise and facilitate program activities, including tutoring, games, arts and crafts, drama, and
sports.
4. Clarify and advise participants of rules and policies in the case of problems or disputes.
Ordinance No. 2423-7-05, Page 4
5. Provide participants of the program with an environment in which they are safe, are allowed time for
studies and tutoring as necessary, enjoy wholesome recreation activities, and participate in
1. Education and/or Experience: Must be at least a Junior in High School.
2. License or Certification:
a. Possession of a Social Security Card.
b. Possession of, or ability to obtain, First Aid certification within eight weeks from hire date.
c. Possession of, or ability to obtain, CPR certification within eight weeks from hire date.
F. Sucervision Received and Exercised.
1. Receives supervision from the Youth After School Program Coordinator, Recreation Specialist H, and
the Recreation Center Supervisor.
2. Exercises supervision over participants of the Youth After School Program.
G. Working Conditions.
1. Environmental Conditions: Inside conditions, some travel involved to parks and recreational sites.
2. Physical Conditions: Essential and marginal functions may require maintaining physical condition
necessary for sitting, standing, or walking for prolonged periods of time; adequate speech, hearing,
and eyesight required; may be required to carry, push, pull, drag or hold light to moderate weight
objects.
Ordinance No. 2423-7-05, Page 5
appropriate social opportunities with their peers.
'
6.
Set up tables and chairs and other equipment necessary for the program; clean up after the program,
including breaking down tables and chairs, equipment used, and taking out trash.
7.
Ensure that participants are released only to a parent or an adult designated by the parent.
8.
Handle money from enrollment/monthly fees.
9.
Must maintain regular attendance by working up to twenty hours per week, including scheduled
hours, 2:30 p.m. to 6:00 p.m. (7:30 a.m. - 6:00 p.m. -Holidays) throughout the school year - this time
includes any holidays the schools are open.
10.
Perform other duties as necessary and as assigned.
C. Knowledge of
1.
Supervision and coordinating of children's activities.
D. Ability to:
1.
Interact with and lead participants in a variety of activities.
2.
Work harmoniously with participants, fellow employees, recreation center staff, and the public.
3.
Create an environment that is safe, fun, age appropriate and exciting for the children.
4.
Identify and respond to participant issues, needs and concerns.
5.
Handle emergencies that may develop.
6.
Operate and maintain recreational equipment.
7.
Communicate clearly and concisely, both orally and written.
'
8.
E. Experience
Handle spontaneous demands from children, parents and staff.
and Training Guidelines. Any combination of experience and training that would likely
provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and
abilities would be:
1. Education and/or Experience: Must be at least a Junior in High School.
2. License or Certification:
a. Possession of a Social Security Card.
b. Possession of, or ability to obtain, First Aid certification within eight weeks from hire date.
c. Possession of, or ability to obtain, CPR certification within eight weeks from hire date.
F. Sucervision Received and Exercised.
1. Receives supervision from the Youth After School Program Coordinator, Recreation Specialist H, and
the Recreation Center Supervisor.
2. Exercises supervision over participants of the Youth After School Program.
G. Working Conditions.
1. Environmental Conditions: Inside conditions, some travel involved to parks and recreational sites.
2. Physical Conditions: Essential and marginal functions may require maintaining physical condition
necessary for sitting, standing, or walking for prolonged periods of time; adequate speech, hearing,
and eyesight required; may be required to carry, push, pull, drag or hold light to moderate weight
objects.
Ordinance No. 2423-7-05, Page 5
Staff Responsibilities
Staff must:
1. know and be aware of the object and purpose of the minimum standards;
2. report suspected abuse and neglect to the Supervisor of the Department and to law enforcement as
required by the Texas Family Code;
3. supervise children at all times;
4. demonstrate physical, emotional, and intellectual competencies necessary for self-control and good
judgment when performing assigned responsibilities;
5. recognize and respect the uniqueness and potential of all children, their families, and their cultures;
6. interact frequently with children, showing affection, interest, and respect;
7. foster developmentally appropriate independence in children.
Space Remuirements
The following space requirements must be met:
1. YAP facilities must have space where children can have individual activities and space for quiet time
to do homework.
2. Outdoor play space for children's use that is dedicated to YAP during program hours.
Furnishines
A. The following must be available:
' 1. one working telephone with a listed number;
2, storage for children's personal belongings;
3. comfortable seating for children;
4. comfortable arrangements for rest when school-age children are in care for more than 7 hours;
Equipment
A. The facility must have a number and variety of appropriate indoor and outdoor equipment and materials
to facilitate children's play.
B. Restrooms must be inside and located and equipped so that children can use them independently and staff
can supervise as needed.
1. There must be one flush toilet and one sink for every 17 children ages 18 months and over.
Discipline and Guidance
A. Discipline and guidance of children must be consistent and based on an understanding of individual needs
and development.
B. Positive methods which encourage self-esteem, self-control, and self-direction must be used.
C. There must be no harsh, cruel, or unusual treatment.
1. Corporal punishment or threats of corporal punishment are prohibited.
2. Children must not be shaken, bitten, hit, or have anything put in or on their mouth as punishment.
' 3. Children must not be humiliated, yelled at, or rejected.
4. Children must not be subjected to abusive or profane language.
5. Staff may use brief, supervised separation from the group if necessary, but staff must not place
children in a locked room or in a dark room with the door closed.
Ordinance No. 2423-7-05, Page 6
Activities
' A. Activities appropriate to each child's developmental needs must be provided.
B. All children must have time outdoors each day that weather permits.
C. Indoor and outdoor time periods must include:
1. alternating active and quiet activities; and
2. opportunity for individual and group activities.
Child/Staff Ratios
A. The number of children per staff member size must not exceed the following number of children
supervised by one staff. 12 children.
Transoortine Children
A. The child/staff ratio for transporting children is: One adult in addition to the driver must be present for
each group of 12 children.
B. Each child being transported must ride in a seat belt, as appropriate to the child's age, size, and condition
in any vehicle used to provide transportation, with the exception of a bus with a gross vehicular weight
rating (GV WR) of 10,000 pounds or more. This requirement applies to all transportation, including, but
not limited to, to and from the facility, to and from the child's school, and on field trips.
1. All restraint devices must have been manufactured and dynamically crash-tested according to federal
standards and installed according to instructions provided by the manufacturer.
2. Appropriateness of child restraint, or seat belt is determined as follows:
a. A child must ride in either a child seat or use a seat belt.
3. Only one child may use each seat belt at a time.
4. A child may ride in a shoulder bamess and seat belt if the shoulder harness goes across the child's
chest and not across the child's face or neck.
S. The driver and all adult passengers in a vehicle transporting the children must be properly restrained
by a seat belt when the vehicle is in motion.
C. Children must be loaded and unloaded at the curbside of the vehicle or in a protected parking area or
driveway. Children must not be allowed to cross a street unsupervised after leaving a vehicle.
D. The following must be in the vehicle when children are being transported:
1. a list of the children being transported;
2. first aid supplies (see Glossary);
3. emergency medical treatment fors for each child being transported;
4. a minimum of one operational portable fire extinguisher, approved by the Fire Marshal, safely
secured in the passenger compartment and accessible to the adult occupants.
Safetv
A. The building, grounds, and equipment must be repaired and maintained to protect the safety of the
children.
' B. All areas accessible to children must be free from hazards.
C. Indoor and outdoor play equipment and supplies used both at and away from the facility must be safe for
the children.
Ordinance No. 2423-7-05, Page 7
D. There must be fust aid supplies at the facility and during transportation which are readily available to
staff in a designated location and out of reach of the children.
' E. A guide to fust aid and emergency care must be immediately accessible to staff at the facility.
F. The temperature of hot water available to children must be controlled by a thermostat so that the water
temperature is no higher than 120 degrees Fahrenheit.
G. The facility must ensure the safety of children from other persons as follows:
1. Adults must at all times be able to observe children.
2. persons must not consume alcohol or illegal controlled substances in the facility, including during
transportation and on field trips.
3. Any person to whom a child is released must be either a parent or a person designated by the parent.
Sanitation
A. The buildings, grounds, and equipment must be cleaned, repaired, and maintained to protect the health of
the children. There must be adequate light, ventilation, and heat.
B. There must be a supply of drinking water:
1. supplied in a safe and sanitary manner and meeting the standards of the Texas Natural Resources
Conservation Commission; and
2. always available to the children.
C. There must be a sewage system that is sanitary and meets the standards of the Texas Natural Resources
' Conservation Commission,
D. All garbage must be kept and managed as necessary in order to maintain sanitary conditions inside and
outside the facility.
E. Measures must be taken to keep the facility free of insects and rodents.
F. Children must:
1. wash their hands with soap and running water after toileting and before eating.
2. have clean drying material such as paper towels or their own towels.
G. Staff must wash their hands with soap and running water:
1. after assisting a child with toileting;
2. before feeding a child;
3. before and after serving and handling of food;
4. after caring for a child with symptoms of a communicable disease,
5. after personal toileting.
H. All food and drink served must be of safe quality and stored, prepared, distributed, and served under
sanitary and safe conditions.
I. Food service equipment must be washed and sanitized.
J. Staff with open wounds and/or any injury that inhibits handwashing, such as casts, bandages or braces,
must not be allowed to prepare food.
K. Cleaning supplies must be clearly marked, kept separate from food, and kept inaccessible to children.
Ordinance No. 2423-7-05, Page 8
Fire. Fire Safety, and Emereency Precautions
' A. The YAP facility must have an annual fire inspection with a written report by the City Fire Marshal. The
facility must be in compliance with any corrections, conditions, or restrictions specified in the report.
B. In an emergency, the YAP facility's first responsibility is to move the children to a designated safe area
where they must be supervised.
C. Inn emergency, all staff and children must be able to safely exit the building within three minutes.
1. The building must have at least two exits to the outside, located in distant parts of the building. An
exit through a kitchen or other hazardous area cannot be one of the required exits unless specifically
approved in writing by the Fire Marshal.
2. No doors that are blocked or locked may be counted as an exit.
3. A flashlight or other battery -powered lighting must be available in each classroom to use in case of
electrical failure.
D. An emergency evacuation and relocation plan must be posted in each room the children use.
1. The plan must show two exit paths from each room unless the room opens directly to the outdoors at
ground level.
2. Staff and children must have a fire drill every month. This drill must he documented.
3. Staff and children must have a severe weather drill at least once each six months. Each practice must
be documented.
E. The YAP facility must call the fire department in case of fire or danger of fire, explosion, toxic fumes, or
other chemical release.
IF. The YAP facility must have a fire extinguishing system approved by the Fire Marshal. This may be a
sprinkler system and/or fire extinguishers.
G. The YAP building must be equipped with working smoke detectors installed and maintained according to
the manufacturer's instructions and in compliance with requirements of state and local ordinances.
Illness and Iniury
A. Parents must be notified in cases of illness.
B. A child whose illness requires that the child be sent home must be given appropriate attention and
supervision until the child's parent wives to remove the child.
C. A child with uncontrolled diarrhea or vomiting must be provided care apart from the other children. Extra
attention must be given to hygiene and sanitation, until the parent or other person authorized by the parent
arrives to pick up the child.
D. An ill child must not be admitted for participation in the program if one or more of the following exists:
1. The illness prevents the child from participating comfortably in YAP facility activities.
2. The illness results in a greater need for care than the staff can provide without compromising the
health, safety, and supervision of the other children.
3. The child has any of the following:
a. oral temperature of 100.4 degrees or greater; armpit temperature of 99.4 degrees or greater;
' accompanied by behavior changes or other signs or symptoms of illness until medical evaluation
indicates that the child can be included in the YAP activities;
b. symptoms and signs of possible severe illness (such as lethargy, uncontrolled breathing,
uncontrolled diarrhea, vomiting illness [two or more episodes in 24 hours]), rash with fever,
Ordinance No. 2423-7-05, Page 9
mouth sores with drooling, wheezing, behavior change, or other unusual signs until medical
evaluation indicates that the child can be included in the YAP activities.
' 4. The child has been diagnosed with a communicable disease, until medical evaluation determines that
the child is no longer communicable and is able to participate in the YAP activities.
E. In case of the onset of a critical illness or injury:
1. The physician named by the parent must be called, and
2. The child must be taken to the nearest emergency room or clinic, or an emergency vehicle must be
called.
F. Children must be given first aid treatment or CPR when needed.
Medications
A. If the YAP policy includes administering medication to children:
1. A record must be made of the following and kept for at least three months:
a. name of the child to whom the medicine was given;
b. name of the medication;
c. date, time, and amount of medication given; and
d. name (not initials) of staff administering the medication.
2. The medication must be administered to the child with written parental permission and as stated on
the label directions, or as amended by a physician.
B. Any medications brought by parents for their child(ren) must:
I.
be in the original container;
' 2.
3.
be labeled with the child's name;
be labeled with the date (if prescription medicine);
4.
include directions to administer
the medication; and,
5.
if prescribed, include the name of the physician prescribing the medication.
C. Medications must:
1. be refrigerated, if refrigeration is required, and kept separate from food;
2. be kept out of reach of children or in locked storage;
3. be disposed of or returned to the parent when the child withdraws from the facility or when the
medication is out of date; and
4. not be administered after its expiration date.
Nutrition
A. Food served to the children must be nutritious and served in varieties and amounts adequate to ensure
growth and development.
B. Recurring eating problems must be discussed with the child's parent.
C. If a child must be served a therapeutic or special diet, there shall be written approval from a physician or a
registered or licensed dietitian. This information must be given to all persons preparing and serving food.
D. Children may be encouraged but not forced to eat.
Ordinance No. 2423-7-05, Page 10