HomeMy WebLinkAboutPolicies, Procedures, Misc. Information Page 8
bring portable chairs or any other devices that would hinder their ability to interact and engage
directly with the children.
Volunteers: All volunteers on the property must be CORI and SORI checked before entering the
property.
Visitors: lf a staff inember would like to have a visitor on property they must ask permission
from the Flas Pond Coordinators prior to the person's visit, this includes impromptu visits from
past staff or program participants. At any time Flax Supervisors or Coordinators reserve the right
to ask any and all visitors to leave the property.
Background Checks: All staff must complete the proper paperwork to have their criminal
background checked. No staff inember will be allowed to work without a CORI and SORI
background check.
Staff Medical: Staff inembers aze not allowed to keep any medication on their person except for
personal inhalers and Epi Pens. If a staff person needs to keep one of these items with them, the
Health and Safety Supervisor must be informed. If a staff inember needs to take medication or
supplements during the day, they should be kept in the locked medicarion box in the Health and
Safety Office.
No staff inember will be allowed to work without a completed Staff Medical Form, as
well as a copy of the staff inember's immunizarion records that is to be kept in the Health and
SafeTy office.
Pictures: Staff are allowed to take still pictures while on the camp property. No videos of
children are permitted unless cleared by the Flax Pond Coordinators. In order to respect
children's privacy and protect children from unwanted predators, staff are not permitted to post
pictures of children on the Internet. This includes sharing of pictures on Facebook, Twitter,
YouTube, MySpace, SnapFish and other social websites with anyone who is a non-staff inember.
If this policy is violated, disciplinary action will be taken. If this policy is violated in the off-
season, rehire employment may be impacted.
Office: Office supplies are for the use of the Coordinators only, this includes the use of the
Internet. Staff personnel files are confidential. If you would like to see your personnel file you
may do so by making a request, in writing, to the Recreation Director.
Community Relations: Staff are asked to be sensitive to the people living in the communities
near the property. Each staffinember represents the program in his or her dealings with the
members of the local community, as well as behavior off the Flas Pond property.
Tips/Gratuities: Staff inembers are asked not to accept any tips or gratuities from relarives of
children. Any money collected will go towards a Flax Pond scholazship fund. Parents should be
informed of this policy if they try to give staff any sort of gratuity.
Evaluarions: In the effort to help each staff inember perform his or her duties to an optimum
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Page 31
Child Protection Plan
Section 6
Definitions:
• "Child" means a person under 18 years of age.
• "Child Abuse" means harm or threatened hann to a child's health or welfare by a person
responsible for the child's health or welfare which occurs through non-accidental physical
or mental injury, sexual abuse, or maltreatment.
• "Child Neglect" means harm to a child's health or welfare by a person responsible for the child's
health or welfaze which occurs through negligent treahnent, including the failure to
provide adequate food, clothing, shelter, or medical care.
• "Mandated Reporters" include (among others)physicians, dentists, nurses, therapists, social
workers, school administrators, school teachers, law enforcement officers, child care
workers, day care workers, foster pazents, recreational program personnel, and, by
implication, summer camp counselors.
Potential Indicators of Physical Abuse,Neglect, or Sexual Abuse
- Unexplained bruises, welts, bite marks, missing clumps of hair.
- Unexplained burns, scalds, fractures, skin lacerations, punctures, or abrasions.
- Self-mutilation, self-destructive behavior, withdrawn behavior.
- Uncomfortable or skittish about physical contact.
- Complaints of soreness, difficulty in wallting or sitting.
- Wears clothing inappropriate for the weather to cover the body.
- Lack of impulse control, inappropriate outbursts, hysteria
- Unexplained, inappropriate knowledge about sexual activity or sexual behavior.
- Pain, itching, bruises, or bleeding in genital area
- Tendency to become suddenly upset or aggressive.
- An unwillingness to shower or participate in physical acrivities.
- Withdrawal, chronic depression, unexplained crying.
- Poor self-esteem, self-devaluation, lack of confidence
- Reports that no caretaker is at home.
- Suicide attempts, especially adolescents
Staff Reporting Procedures
• Counselors shall watch for signs of physical abuse, neglect, or sexual abuse in their campers.
• Counselors shall inform the Flax Pond Coordinators on any minar issues that may be connected
to abuse such as, a sh-ange bruise, consistent wearing of the same clothes, or lack of food
for lunch.
• If child abuse is suspected it must be reported to the Flar Pond Coordinators. If a camper
confides in an adult staff inember of having been abused or neglected, this information
must be reported to the Flax Pond Coordinator only—no one else.
Confidentiality of Health Records
• Children's records and applications shall be kept confidential. No one shall have unrestricted
access to the child's files except the Flax Pond Coardinatars, Health and Safety Supervisor
and Registration Office. The Health and Safety Supervisor will notify counselors if they
1
Page 32
have a child in their group with special health concems.
Avoiding the Perception of Abuse
• Avoid being completely alone with one child, particulazly in a place that is not commonly
viewed as a normal meeting area. This includes trips to the bathroom or changing rooms,
such trips must include either more than one adult, or the very least another child. This
does not mean that you can't take a child aside for a brief confidential discussion about
their behavior or some matter that they have asked to discuss with you. It does mean that
such a meeting should ideally take place in view of other people, if even from a distance.
• Use good judgment about physical closeness. Avoid contact that may be misinterpreted. This
does not mean that you can't give a camper a pat on the back or touch their arm to get their
attention.
• Use discretion when monitoring the changing rooms; please use the stalls to get changed. Use
discretion when children are changing clothes. Don't stand and watch; but don't leave the
changing rooms unattended and go somewhere else—you must remain within eazshot and
outside the door.
• Use words with care. Never berate, intimidate, harass, or belittle a camper.
• Be constantly awaze of your responsibilities and posirion as role models.
Reporting Procedures
• The Flax Pond Coordinators will report cases of suspected abuse to the Recreation Director, who
will evaluate the situation and make the appropriate reports to the designated official
offices.
• If the camper seems to have severe injuries, he or she will be taken to the nearest hospital or
health facility for appropriate medical treahnent.
• In the event that there is an accusation against a staff inember of child abuse the Flaac Program
will take prompt and immediate action as follows:
- At the first report of a probable belief that a child-abuse incident has occurred, the
employed staff person receiving the report will notify the Flax Pond Coordinators, who
will then review the incident with the Recrearion Director.
- The Flax Pond Adventure Program will make a report in accordance with relevant
state or local child abuse reporting requirements and will cooperate to the extent of the
law with any legal authority involved.
- If the reported incident(s) involve a program volunteer or employed staff, the
Recreation Director will, without exception, suspend the volunteer or staff person from
the program. The parents or legal guardian of the child(ren) involved in the alleged
incident will be promptly notified in accordance with the directions of the relevant
state or local agency.
- Reinstatement of the employed staff person will occur only after all allegations have
been cleared to the satisfaction of the Recreation Director. All staff and volunteers
must be sensitive to the need for confidentiality in the handling of this information and
therefore, should only discuss the incident with Flax Pond Coordinators or Recreation
Director.
Page 33
Caring for The Children
Section 7
The Task and Role of the Counselor
When you beeame a Flax Pond counselor you accepted one of the greatest responsibilities there is
in life. You will be entrusted with the health, well-being and education of these young people.
Your role will be complex. You will be teacher, friend, disciplinarian, mentor, coach and
protector to each of them in tum and, sometimes, to all at once. The unit and group is a family and
the program is a community.
Parents' willingness to place the life, limb and spirit of their child in the sole care of Flax
Pond and its counselors is an expression of trust that you as a counselor must accept with
reverence. The task of incorporating Flax's philosophy and objectives in each child's camp
experience rests almost completely with you. To do this you must accept the children as you find
them and recognize their worth as individuals. The measure of the success of our camping
program is not in what we do, but in how we affect the lives of our campers.
Being a sensitive, effecrive counselor is more art than science. If you approach your job
with a true love for kids, a firm sense of responsibility, a willingness to work hard and a
commitment that will allow you to accept nothing but the best from yourself, then you will have
the job you have undertaken well begun.
Discipline Procedures
The Consequences
Acceptable Consequences for Rule Breaking
• Quiet time, frequently called a "time out".
• Restriction from participation in an activity while the rest of the group participates.
• Resh-iction to an area away from the group, with staff supervision.
• Restriction of Camp Store privileges for a specific number of days. (This may only be done in
consultation with the child's parents/guazdian.)
• Cleaning a designated area. (This may only be done with permission of the Flax Coordinators.)
• Conference with the Flax Coordinators, Senior Counselor, Program Supervisor, Recreation
Director, or any appropriate combination thereof.
• Conference with the parenUguardian at pick up about minor issues.
Page 34
Unacceptable Consequences for Rule Breaking
• Deprivation of ineals.
• Isolation of a camper in a place without staff supervision, observation, or interaction.
• Subjecting a camper to ridicule, threats, intimidation, or harassment.
• Corporal punishment.
• Excessive physical exercise.
• Restraint of any kind.
Office Discipline Procedure
Step One:
1. Time Out at the Office
2. Meeting with the child
3. Reinforce the standards of behavior
Step Two:
1. Contact parents
2. Arrange meeting with them and the child
3. Create Behavioral Contract
Step Three:
1. Call home
2. Child will be sent home
2. Discussion of suspension or expulsion from the program
What warrants an office visit?
Physical aggression
Bolting and running away from the counselor
Excessive Swearing or Physical Threats
Threats of any kind to staff or other children
When all other resources for behavior management have been exhausted (ie. Supervisors and
other Senior Counselors)
Page 35
What does NOT warrant an office visit?
Crying and minimal tantrums
Not listening
Personal dislike or disagreement with the child
Not playing fairly or lack of involvement in a game
In Minor Discipline Situations: If you have something that you don't feel you can handle or
deal with contact your Progam Supervisor first. Then if you feel that you need more support
contact the Flax Pond Coordinators to come to your group to speak with the child or give
advice on how best to deal with the situation. Do not just send the child to the office since
these visits are considered very serious.
General Discipline Guidelines:
1. The counselor who saw the incident occur should bring the child to the office, not some
other counselor in the unit.
2. Use discipline office visits sparingly, since the consequences are severe
3. Time outs should be the main consequence for negative behaviors
3. Try to stress positive reinfarcement, over punishment as much as possible!
Page 36
The discipline guidelines that all parents/guardians are given prior to attending Flax...
TOWN OF YARMOUTH
PARTICIPANT DISCIPLINE
Due to increased discipline challenges during the past few summers it has become
necessary for the Recreation Division to develop a graduated discipline policy for our programs.
It is our hope that by involving the parents in the process we will be able to curtail the negative
behavior before a one day suspension or ultimate expulsion is necessary. If any child is
suspended/expelled from the program due to disciplinary infractions the parent will have already
been involved in the discussion. The Town will not be refunding any unused portion of the
registration fee.
Three major consequences exist as responses to negative child behavior: 1) appropriate
disciplinary acrion as chosen by the counselor, 2) child meets with the Flax Pond Administration
and develops a behavioral contract as well as oral and/or written norification of the meeting to the
parent/guardian, and lastly, 3) a meering with the Recreation Program Supervisor, Flax Pond
Coordinator, child and parent.
BEHAVIORAL INFRACTIONS
1. Forbidden Articles:
Cell phones, knives, hatchets, cutting implements, child-owned water pistols, energy
drinks, tape players, radios, walkman, MP3 players, and the like, portable electronic games,
playing cards, roller blades and skateboards or any other similar articles not previously
identified aze strictly prohibited and will be confiscated and returned at the end of the day.
Cell phones are not allowed on camp properiy. New technologies in these devises could
lead to poor choices by the carrier which would adversely effect the privacy and comfort of
other children. If you require your child to carry a cell phone please discuss the issue with the
Director and make special arrangements
2. Leavine Propertv Unexcused:
The child is required to remain on the grounds until the dismissal time unless another
arrangement has been coordinated through the Office by his/her parent and/or guardian.
3. In Parkin¢Lot or Other Unauthorized Areas Durin�the Dav:
The child is required to stay with the assigned group at all times. The parking lots, well fields,
and other unauthorized areas are clearly marked as off limits during the day.
4. Insubordination to Authorities:
Mutual respect of all staff and participants is the foundarion of the Flax Pond Program.
5. Verbal Abuse/Inauprooriate Laneua¢e:
Cursing, swearing, and aggressive verbal attacks towazd others will not be tolerated.
Page 37
6. Destruction to Prooertv:
Willful destruction of the natural environment as well as property and buildings will be cause
for suspension/expulsion from the program.
7. FiQhtine and/or Actions Daneerous to the Phvsical Welfare of Others:
Immediate suspension/expulsion will be implemented based on a thorough investigation.
S. HarassmenUHazine:
Our goal is to teach children from all socio-economic, religious, and national backgrounds to
blend into a cohesive group. We will be stressing acceptance of all members of our program
and we will not allow put-downs, threats, or taunting of others.
9. Violarion of Other's Civil Ri¢hts:
Immediate suspension/expulsion will be implemented.
10. Theft of Propertv and/or Other's Belon¢inEs:
Taking property that does not belong to you will not be tolerated.
.....................................................................................................................
Progressive Discinline Plan.
Step One: Counselors aze trained to set clear boundaries and reinforce those boundaries with
the children in their group. If a child continues to test those boundaries the
counselors are instructed to bring the child to the office. There they will meet with
one of the Flaac Pond Administrators who will reinforce appropriate behavior
standards and file a written note regarding the incident.
Step Two: If the child is retumed to the office the Flas Pond Administrator will once again
meet with the child and develop a behavioral contract with clear consequences for
future posirive and negarive behaviors. Both the counselor and the child will sign
the contract and a copy will be sent home for the parents to review. It is at this
point that we encourage the parents to contact the staff at Flax Pond so that we can
discuss the history of the incidents and develop a plan of action together for the
future. It should be cleazly understood that if the child continues to act out
suspension and or expulsion from the program will be the next step.
Sten Three: If your child is brought once more to the oFfice for inappropriate behavior then you
will be called at work or home and asked to come and remove your child from the
program immediately. That removal may be for one day or permanently based on
the incidents in question. The Recreation Director ar representative will be present
at the meeting to discuss the history with you as well as any future plan of action.
Any appeal for a modified action plan can be made at this time. The decisions
made mutually between all adult parties involved will be the final plan of action for
this child.
Page 19
device; and a First Aid Kit.
• In all boating areas, the staff inember on the pier must have immediate and unrestricted access
to a water craft with which to provide emergency assistance. One kayak should be available for
the staff to use in the event of an emergency.
Lost Swimmer Drill—Practice
• The LSD is learned and practiced by all staff during staff training. The Waterfront Supervisor
will explain the procedures to the children on the first Monday of every week. She will also
review over the rules of the Waterfront Area and how the children should conduct themselves
during "swim checks."
Fire Safety Policy
lntroduction
Flax Pond is located on 100 acres of woodlands which include Yarmouth Conservation land. It is
important that extreme care be taken in the use of fire, both on property and on overnight trips.
Fire Safety Strategies
• The property is inspected by a Qualified Fire Inspector every yeaz as per Massachusetts statute.
• Portable fire extinguishers are kept in every building and checked for appropriate presswe,
tagged, and dated every year.
• Smoke detectors are mounted in every building. Batteries are replaced at the beginning of the
program season.
• During the staff training week, staff inembers are apprised of the location and proper use of the
fire exringuishing equipment that is available on site, including fire extinguishers and water
hoses.
• A fire drill will be practiced within 48 hours of the start of each session and it will be noted in
the Flax Pond Coordinator's log.
Fire Prevention Strategies
• Flax Pond is a non-smoking facility.
• Flammable materials and fuels aze kept locked in non-camper-occupied buildings and are only
accessible by staff.
• Only designated campFire pits and grills may be used for fires.
Fire Prevention Rules
• Always cleaz an adequate azea around any campfire and be sure that the fire is watched at all
times. Never leave a fire unattended. A water source should be readily available to extinguish or
control the fire. Always be certain that campfires are completely extinguished.
• Children are not allowed to have or carry matches or lighters. Counselors should keep matches
out of sight when not being used.
• Never throw away lit materials without being certain that they aze completely out.
Fire Emergency Procedure
Staff Duties and Responsibilities
• Upon suspicion or discovery of a fire, the staff inember in charge should clear campers quickly
and safely out of the immediate area. If available, one staff inember should accompany the
Page 20
campers to a safe locarion.
• A staff member is immediately dispatched to locate the closest fire exringuishing device and
bring it back if appropriate.
• A staff inember should either be dispatched to notify the Flax Pond Coordinators and
Health and Safety Supervisor of the severity of the situation, or if accessible use a radio to
contactthe Flax Pond Coordinators.
• Staff inembers should use available and appropriate equipment to fight the fire but should not
place themselves in danger in this effort.
• Available nearby staff will take steps to help prevent the spread of the fire and be especially
careful of flammable fluids, gasoline, and so on. When in doubt of your ability to contain a
fire, leave!
• The Flax Pond Coordinator or the most senior staff inember on duty will make the decision
whether to invoke the all camp evacuarion procedure or"Lost Camper Drill" or not.
Weather Emergency Procedures
Notification
The Flax Pond Coordinators will periodically monitor local weather conditions via television,
radio, or Internet.
Tornado or Severe Winds
In the event of a weather emergency(tornado, hurricane, or severe damaging wind) campers and
staff will go immediately to their respective nation areas; or if little waming, to the neazest
shelter.
The following steps shall be taken:
• Remain calm.
• Keep away from doors and windows.
• Lie on the floor, cover children with back packs and coats.
Hail
Large hail can impact a surface at speeds greater than 100 miles per hour. Move inside to avoid
getting hit Hailstones driven by a storm's high winds can shatter windows; follow the steps
above for protecrion from severe wind. Hail can also be a signal that a dangerous storm or
tornado is imminent.
Lightning
All thunderstorms produce lighming, by definition. If you can hear thunder,you are close enough
to the storm to be struck. It need not be raining for lightning to strike. Lighming can strike as far
as ten miles away from the rain portion of a storm.
The following steps shall be taken:
• Remain calm.
• All boats will be called in immediately and swimmers pulled out of the water.
• Move inside. Stay away from doors and windows.
• Do not stand in an open field, on the beach, under an isolated tree, basketball hoop or near the
flagpole.
• In the woods, proceed immediately back to unit areas.
• If thunder is heazd in the distance or lightning is seen the Flax Pond Coordinator will make an
announcement over the PA and radios to move indoors.
Page 21
• No children or staff will be allowed to leave the buildings for anv reason until clearance is
given from the Flax Pond Coordinator, this includes bathroom trias.
• Outdoor activities will resume if there is no sign of lightning or thunder for over 20 minutes.
Extreme Heat
On hot days when the temperature is above 90 degrees F, and the relative humidity is high,
evaporation slows. The body becomes unable to shed heat through its normal methods of
circulatory changes and sweating.
To preventheat disorders:
• Slow down. • Drink plenty of water. • Wear lightweight, light-colored clothing.
• Stay out of the sun.
Heat exhaustion symptoms include heavy sweating, weakness, and cold skin. Heatstroke
symptoms include hot dry skin and rapid pulse. Move to a cooler environment, and get
immediate medical help.
Lost Camper Emergency Procedures
• A staff inember shall report a missing camper immediately to the Flax Pond Coordinators, or if
absent, the Health and Safety Supervisor. The Coordinators will assess how long the camper has
been missing and will respond appropriately, according to these steps:
• The siren will sound over the PA system. All counselors will gather their groups and do a head
count. Team leaders should listen to their radios for fiu-ther instructions. All groups should head
to the Field in lines. If at Waterfront, children only need to put their shoes on. The children
should remain silent in case further directions need to be given.
• The Flas Coordinators will assign staff to check all buildings and program areas. This seazch is
limited to 5 minutes. (Please See Primary Search Duties)
• Two staff inembers will be assigned to drive a vehicle slowly down the main Flax road, and
both left and right one mile on White's Path.
• If the missing camper is not yet found, a secondary search will be initiated and designated staff
will proceed as instructed. Team Leaders will give their radios to a Junior Staff member.
Missing Child Drill Procedure
Primarv Search
Area Searched bv the followine
Waterfront Waterfront Supervisor and Lifeguards
Changing Room/Portable Bathrooms Boaring Junior Counselor
Arts & Crafts Arts & Crafts Supervisor
Theatre/Main Building Flaxtivities Supervisor
Sports Storage/Bathrooms Sports and Wellness Supervisor
Archery Range Archery Supervisor
Iniriatives and Sheds Initiatives Supervisor
Nature Nature Counselor
Health Office Health and Safety Supervisor
All staff will report to the FIELD after a complete search of their area, except for the Waterfront
staff, Health and Safety Supervisor, and Sports and Wellness Supervisor. Waterfront Supervisor,
Page 22
Sports and Wellness Supervisor, and the Health Supervisor will be in contact with the Flax Pond
Coordinator by radios.
Secondarv Search
j Area S�CI{1C �Ql�Y1�S
; Cedar Swamn Ck���� e�
Initiatives Supervisor ��y
Junior Counselor— Travis
Junior Counselor — Tim
Road and trails
Nature Supervisor
Junior Counselor— Katie
Trails to D-Y
Flaxtivities Supervisor
Arts and Crafts Supervisor
Junior Counselor— Alex
Junior Counselor— Makenzie
Trails Behind the Fields
Archery Supervisor
Junior Counselor — Amanda
Junior Counselor— Andrew
Waterfront
Guards
Duuont Ave/White's Path/N. Main St bv Vehicle
Sports Supervisor
Health and Safetv Office
Health and Safety Supervisor
Teen Travel Supervisor
All Program Supervisors should be in contact with the Flax Pond Coordinator on the radios.
;I
' Page 17
Aquatic Emergency Plan
Lost Swimmer in the Swimming Area
Overview
In the swimming area, the Lost Swimmer Drill (LSD) is initiated in the case of a missing or
unaccounted for child or staff inember. Examples of when this might occur include a missing
child during buddy check or report of a child missing.
General Description of the LSD in the Swimming Area
The LSD is initiated by the designated Waterfront Supervisor. The LSD begins with three blasts
on a whistle. The drill involves a quick and efficient search of waterfront and adjacent areas
including underneath the dock. All Senior Counselors should remain with their groups on the
beach in a line and keep them silent until the siren alarms and then they should follow Lost Child
Procedure. The Team Leader will call on the radio to inform the Flax Coordinator of the
procedures. Junior Counselors should immediately search the changing rooms, porta-johns,
Health and Safery Office and bathrooms. The Waterfront Supervisor will stay on land to
coordinate water search and to guazd water searchers. The Flax Pond Coordinator will pull the
Lost Child Siren.
MISSING PERSONS SEARCH:
1. Get as much information as possible. (Gone how long where last seen, name,
wearing what, etc.) Contact the Flax Coordinator immediately.
2. Make land search, utilize staff to search every area possible.
3. If not located during land search, the Flax Pond Coordinator will contact the
Assistant Recreation Director, Recreation Director, and rescue personnel. Clear
water of all swimmers. Gather staff and do a walking search of the swimming
area consisting of the tallest available on-duty guazd positioned at the farthest part
of the line. Another Guazd will be at the beginning of the beach line. Other
guards will be spread out with-in the line. Water Front Coordinator must be in
charge of search procedure. One or more available guards will urilize the rescue
board in deeper waters if necessary. All seazch parties should have interlocking
arms and does a sweep search from one end of the swimming azea to the other.
Remain calm and in control of the situation at all times. Search all land areas
before commencing water seazch. Do so immediately if you think the situation
requires it. Before doing anything,just stop and think.
Accidents in Boating Areas
Boating Area
(1) The staff inember(s) who witness the accident announce "AccidenY' and maintain sight of the
water azea. If two staff members are wimess one should run over to the lifeguard in the chair.
(2) The lifeguard in the water on the board will swim to where the capsized boat is floating. The
lifeguard on the beach will blow the whistle and remove all swimmers from the WaterFront area
in "swim check" fashion. The lifeguazd on the dock will act as a back up for the rescue lifeguard.
i
, Page 18
(3) The staff inember who did not witness the accident will immediately notify the Fla�c Pond
Coordinator and the Health and Safety Supervisor. The Flac Coordinator will notify the
appropriate authorities.
(4) The Flax Coordinator will assign a staff inember to run to the front gate to direct emergency
vehicles if necessary.
Aquatic Safety Policy
Lifeguards
• Lifeguards will be at least 16 years old and will be certified in American Red Cross Life
guarding or equivalent.
• All lifeguards will wear guard suits while on duty. They must concentrate their entire attention
on the area assigned to them. They must not engage in any conversation or activity that will
distract them.
• Lifeguards should be prompt, alert, firm, fair, and courteous.
• Serious Rule infractions, injuries or rescues should be reported to the appropriate Waterfront
Supervisor who will in tum report them to the Flax Pond Coordinator.
Classification of Swimmers
• All non-swimmers shall have a lifejacket available for their use at all times.
• All children wishing to utilize Flax Pond aquatic areas shall be classified as Level 1, 2, or 3
swimmers by the Waterfront Supervisor or their appointee as follows:
• Level 1: Unable to put head under water, or can submerge minimally and blow bubbles, can
float on front and back with support, exploring arm movements. All Pioneers, regardless of
ability will be kept in Level 1.
• Leve12: Can fully submerge head under water, bobs, rotary breathing, can do front stroke and
back stroke but are not extremely strong swimmers.
• Leve13: Mastery of front and back stroke, swim underwater, tread water for 1-2 minutes, and
uses appropriate breathing methods and shows strong methods of swimming.
• Participants are never allowed to swim in an area beyond their ability level; this includes all
special needs children.
• The use of floatation devices is prohibited to support lack of swimming abilities.
Facilities
• On property, children and staff will swim only in mazked swimming azeas.
•Boating may take place in marked or areas deemed appropriate by the Flax Pond Coordinator
and Waterfront Supervisor. Boating may not occur in marked swimming areas! Boaters must
adhere to policies and procedures in the Boaring Regulations Policy.
Appropriate Equipment for the Waterfront Area
• Lifesaving equipment shall be placed so it is immediately available in case of an emergency.
The staff should not be using the safety equipment for a seat.
• Minimnm eqnipment must include a whistle or other audible signaling device for each staff
person on duty; a rescue tube, a backboard with head restraint and a minimum of three straps; a
First Aid Kit; and a rescue surtboard.
Appropriate Equipment for Other Waterfront Areas Including Off-Camp Aquatic Sites
• Lifesaving equipment shall be placed so it is immediately available in case of an emergency.
• Minimum equipment must include a whistle or other audible signaling; a throwing assist
7raffic Control during program hours:
Regular drop off time of 8am: all cars are held off until our staff is ready to receive children.The
vehicles are then allowed to come through parking lot in two lanes to drop child(ren). A staff member
will assist child to sidewalk from car.The staff controls the flow of cars.
Regular pick up time of 4pm: all cars are held off until staff is ready to release children.All children wait
behind the wooden fencing neut to parking lot.The vehicles are released and a staff inember checks
with each vehicle and calls child name. Child signs out with their counselor and gets escorted by another
staff member to the awaiting car.The flow of traffic is again controlled by the staff.
If a parent needs to speak to counselor or Administration they are asked to pull to the side and park so
that they do not hold up the line.
All other pickups and drops offs are signed in and out at the camp wi�dow.
Contingency for Registered and Non-registered children:
If a child is registered and does not show for the day a staff member will make note for attendance. If
that same child is out a second day in a row without notification we will call the parent/guardian to
check up.
If a child is not registered and shows up for the day we have them sit in the ofFice and we call the parent
and the main Recreation office as they may have registered late or early morning.They are not out on
property until all paperwork has been processed and money has been paid.
Primitive,Trip or Trevel Camp:
Once a week our oldest group of participants 12-15 year olds go off property.We have each child bring
in a signed permission trip exclusive to that specific trip.All staff have their list of kids to count at each
stop and before getting on the bus and after.The program uses local school bus company for all trips off
property. A first aid kit travels with the group.The trip leader has a cell phone to communicate to the
Administration at the camp property if anything arises. If an injury occurs they can call the camp to get
emergency contact information.The trip leader is aware of each locations closest hospital.
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Page 23
Crisis Management Plan
Conditions that May De�ne a Crisis
• A serious power failure, uncontrollable health crisis, terrorist attack, or serious weather
emergency
• Death ar serious injury of a child ar staff member at camp or on any FIaY-sponsored trip off
camp.
• Lost camper not found within 60 minutes.
• Firing of one or more staff inembers while camp is in session.
• An instance, suspected or documented, of Child Abuse at Flax.
• Any other situation that, in the opinion of the Flax Pond Coordinator, defines a crisis.
GeneralPreparedness
• Maintaining a list of all minor staff with parent phone numbers and emergency contact
numbers.
• Maintaining a list of all campers, with parent phone numbers and emergency contact numbers.
• Knowing all possible methods of contacting the Yarmouth Parks and Recreation Director and
Program Supervisor at all times.
Crisis Management Steps
1. The Flax Pond Coordinator will contact the Assistant Recreation Director(Or Recreation
Director if necessary) as soon as possible. .
2. If the crisis occurs off camp, the Flax Pond Coordinator and Assistant Recreation Director will
decide whether it is appropriate to send a Flax Pond staff inember to the scene, and what
authority that person will have to communicate with parents, emergency personnel, and/or the
media.
3. Staff shall not talk to members of the media. All such inquires shall be referred to the
Yarmouth Parks and Recreation Director, or another professional specifically designated by
them.
6. Children and staff members will be kept informed during the crisis in a way that recognizes
their need to know, takes into consideration fears and feelings, and minimizes the spread of
damaging rumors.
7. The Flax Pond Coordinator and Assistant Recrearion Director will coordinate, plan, and
implement any and all follow-up communications to parents and/or the public at large after the
crisis has passed.
8. An assessment of the situation that led to the crisis and how it could have been prevented will
occur. The Recreation Director will designate an appropriate group to study the matter, conduct
any additional research needed, and make recommendations for changes, if any.
lil
Page 24
I
, Crisis Management
ADDRESS: Flax Pond Recreation Area
31 Dupont Ave (off of White's Path)
S. Yarmouth, 02664
Crisis Management Team:
Maria Cobill �fiG ��.�5
Mike Joyce
Health and Safety Supervisor �� ���
Dan Cobill y�U.,t'
Mike Reagan
General Crisis Responsibilities:
MARIA (Flax Pond Coordinator):
1. Call 911
2. Call Assistant Recreation Director
3. Crowd control around the scene.
Post Incident:
1. Staff Debrie£►ng
2. Fill out Official Incident Report
3. Speak to Police
6i�+NNE�-
N�E (Flax Pond Assistant Coordinator):
L Keep everyone calm
2. Crowd control at the scene
Post Incident:
4. Keep Media off property
5. Debrief campers
DAN (Travel Supervisor):
L Help with crowd control
1. Keep everyone calm
Post Incident:
1. Help oversee staff and children who were not involved in the crisis.
HEALTH AND SAFETY SUPERVISOR:
1. Respond to medical situation
�t. (Archery Supervisor):
1. Open the gate for Emergency Vehicles
2. Help keep media off property
Page 25
Camp Evacuation Plan
Reasons for Evacuation
The decision to evacuate the camp will be made by the Recreation Director of Yarmouth in
consultation with the Flax Pond Coordinator. Reasons why the camp might be evacuated
could include:
• A power failure of magnitude or duration that leaves the children at risk.
• A health crisis that is deemed uncontrollable.
• Pending storms of significant status.
GeneralPreparedness
Evacuation of a full camp during summer session is a serious decision, made only as a last
resort.
Nevertheless, Flax Pond will remain prepared for such an emergency by:
1. Maintaining a list of all staff with cell phones, to be used in case land lines fail or aze
overloaded.
2. Maintaining a list of companies that provide bus transportation.
3. Having up-to-date phone numbers and emergency numbers for all minors on property. 1'his
is not an extra preparedness step; the existing Health Forms the camp maintains are
sufficient.
4. Calls to parents notifying them will be made if possible. A message will be put on the Flax
Pond answering machine as well as the answering service at the Recreation Division.
Once the Decision to Evacuate is Made
• The "Lost Camper Siren" will blast three times, to signal the start of the process.
• All children and staff will meet on the large ball field unless other wise inshucted. Details
about the evacuation process will be given here.
• The Health and Safety Supervisor, the camp's consultation doctor and Health Deparhnent
will be consulted in the event of a health crisis.
The Evacuation Process
• If the crisis occurs during a summer camp session...
- The Flax Pond Coordinators, Assistant Recreation Director, and Recreation Director will
consult and decide to what extent, if any, the off-site trips will be included in the evacuation.
If it is decided that they will be included, the Flax Pond Coordinator will contact them.
- The Flaac Coordinator will begin contacting the list of school bus service providers,
starting with the camp's regularly contracted service provider. The first available buses will
be engaged, up to the number required to evacuate everyone on camp property that does not
have other means of transport.
- Under the supervision of the Assistant Coordinator, staff will be assigned to contact
parents by phone to notify them of the situation, starting with the parents of the youngest
campers. Parents will be asked to pick up their children immediately. Parents who can't be
contacted will move to the end of the list, to be contacted again later. After three passes
through the entire list, the remaining parent list will be handed over to the Recreation
Director, who will designate staff to make arrangements for emergency evacuation of
remaining campers.
- Under the supervision of the Flax Pond Coordinator, staff car pools will be arranged. No
Page 26
staff may leave the camp until an appropriate number of campers have been safely evacuated.
Some staff may elect, or be assigned, to take the bus. Key staff may remain on camp property.
- At all times prior to their evacuarion, campers will be supervised by adult staff in a 10:1
ratio.
- As parents arrive to pick up their childten, the children will be signed out as done in a
normal Flax day. Each child must sign out with their counselor. All counselors must keep
record of which children have signed out and been removed from the program.
All participants who are not evacuated or whose parents were not contacted will board a bus
to bring them to a designated shelter. The Recreation Director will coordinate ongoing staff
assignments and procedures for norifying parents and meeting the buses.
• A health crisis may require additional measures, implemented in consultation with the
Health and Safety Supervisor and/or Town and County Health Deparhnent that must be taken
during evacuation, including but not limited to:
- Consideration of which participants to evacuate first.
- Consideration of whether healthy people can be placed on the same bus with sick
people.
- Consideration of how many adults to place on each bus that carries children.
- Consideration of whether to have cazs or vans follow each bus to assist with sick
people.
• Once the evacuation process is underway(first bus loaded and dispatched), a decision to
cancel the evacuation (i.e. in the event power is restored) can only be made by the Recreation
Director.
Aor. 16. 2015 8: 19AM No. 1607 P. 2/2
P KEnnefh P.Colmcr,MD
Bass River Pediatric Associates P.C. `°'""°�"'°
7 P�ul L M�a,MD
237 S[a[ion Avenue Sou1h Yarmouth MA 02664 1[,.;o n.Cn6er�,MD
(508)394-2116 (Fax)760-1919 Ma�6e.r N.Bnldaaro,DO
. � Miehael J.DWoo,Pw-C
Mleke Ackell,CPNP
Snudy HeDena�rAr,NN
Ms. Patricia M. Armstrong
Director of Parks and Recreation
428 Route 28
West Yarmouth, MA 02673
April 15, 2015
Dear Pat,
This is just a quick note to confirm that I am agreeing to be the medical
consultant for the Fla�c Pond summer camp program in South Yarmouth.
Sincerely,
;�"''
Kenneth Colmer, MD
i
Page 15
Policies & Emergency Plans
Section 4
First Aid and Safety Procedures:
Safe 1. Awareness comes first
- Waterfront, Initiatives, and Archery are at highest risk for
accidents.
- The younger the child, the stronger the supervision.
2. Everyone, including staff, wears shoes at all times (except at Waterfront.)
3. Everyone, including staff, wears shirts at all times to prevent burning (except at
Waterfront.) Bathing suits alone are not suitable for children to weaz around
proPerty
3. Identify poison ivy to children.
4. Conduct frequent tick checks (performed weekly by the Health and Safety
Supervisor).
RCqOTt 1. Any ill or injured child must report to the nurse for assessment.
- All staff must keep a documentation log where they document all incidents and
injuries that may occur during the Flax day.
2. Counselors must bring any medication, staff or child's, to the Health and Safety
Supervisor every day. The counselors are responsible to remind children when it
is time to get their medications.
3. In the event of a major accident or incident, an Incident Report Form must be
filed with the office.
Severelv Iniured Child:
1. Remain calm.
2. Do not move the injured child.A general rule is that the child must get up on
their own; if they cannot,they need to remain where they are found.
3. Stay with the child and send another staff inember for the Health and Safety
Supervisor. Or, call the Health and Safety Supervisor/Flax Pond Coordinator on your unit radio.
As a last resort, send another child for help.
* No 911 call should be made without expressed permission
from Flax Pond Coordinators
Page 16
Rabies Control
• Rabies has become a major problem in all the towns on the Cape, and some cases
ihave been located in the towns of Dennis and Yarmouth.
i • Rabies is a disease that can be spread through animal saliva. Small animals such as
raccoons, squirrels, skunks and bats can be carriers for the disease.
,�I
Precautionary Measures
• Do not under any circumstances allow the children in your group to chase afrer,
touch, or pick up a live or dead animal that is not part of the Nature Animals,
assume that all wild animals are dangerous.
�
• Warn the children in your group before going on nature walks and through the
, trails not to go near any of the animals that they may see.
If you see a suspicious animal:
• Contact the Flax Pond Coordinator or the Health and Safety Director
immediately.
• Keep all the children away from the animal.
• In the event where the animal may be rabid, the Flas Pond Coordinator will
switch to a rainy day schedule (no matter what the weather) and put all children
indoors. This will continue until the Natural Resource/Animal Control staff can
deal with the animal.
If a child is bit:
• Remove all other campers from the scene.
• Call for the Flax Pond Coordinator/Health and Safety Director immediately.
• Try to find another staff inember to stay with your group and keep them calm.
• Tell the Flax Pond Coordinator the details of what happened. Be prepared to tell:
What happened? How? When? Where? Where is the animal now? And where are
the other children in your group?
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t� Bt'SEW��SYINYL �, � . � : .. _ . �
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�RP SERIES PLASTIC ��-TYPB � - p�l•1¢R . � •.-:§ -',;"' _ ..�-�
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4,��la date the above 6re rxlinBuislters aa equjpment we�e inspec��ed or sernced in acco?&sete��groce�gg of[he,NPPA LO and.the � � � �.. .
� - p� m�f �� &�uua1.wd4 the residts��.��
indicatedabove. .f Jy . : .. ������n
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�..SERVI f C . LIC# � . . . . TOMER'S AUTHORIZED REPRESENI'ATIVE ' �
t The abnve service technician cestifr¢s tMt the fire exlinguishers and emergency lighfs we�e personally inspecied and found cordiiions to be os indicoted above.
'� bEC18% FORBUSINESS I-800-�8&fr327
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��y, YARMOUTHFIREDEPARTMENT ��������
96 OLD MAIN STREET
SOUTH YARMOUTH, MA 02664 JJid U 'i 2U1.5
` PH.:508-398-2212 /FAX:508-760-4861
� ' � HEALTH DEPT.
'� FIRE AND SAFETY INSPECTION REPORT
ADDRESS OF INSPECTION: � � � 1 �
fJ•w�t—
� YARMOUTH PORT � SOUTH YARMOUTH � WESTYARMOUTH
NAME: �//kaC ��v�,iQ v `c.� .
� OWNER � MANAGER � TENANT OTHER(explain):
DATE: ly I I TIME: �D i U� PHONE:
NAME: PHONE:
OWNERS MAILING ADDRESS:
An inspection of the above captioned property was conducted by the undersigned during which the following
fire or safery deficiencies (D) or violations (v)were observed and noted for correction:
�K i �- '� � �c�-s� c k s !�,
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Clort..�-- E�eL � o� c�-�-,.-. i" �.=,
You are hereby ordered to abate or correct the deficiencies or violations within days. Failure to do
so may result in civil and/or criminal complaints being filed.
Signed: / � Title: �� /��� '
Copy Re ei ed By: `--��, , C ...��G n �(�t�
/ r/ 1 iV��A/1
Original-Owner/Tenant � (�Yeilow Copy-fire Department FBP 99-1