Camp Mania 2018 Parent Packet Community Services Department 1400 Main St, Suite 210 Southlake, TX 76092 (817) 748-8019 www.experiencesouthlaketexas.com 1
Welcome to Camp Mania! Thank you for enrolling your child in the Southlake Community Services Camp Mania Program! Camp Mania is a fun and safe environment for children to meet new friends, learn new things, and create lasting memories. Our mission at Camp Mania is to create new opportunities and challenges for campers, to encourage teamwork and camaraderie, and to provide an opportunity for campers to grow physically, emotionally, and mentally in a safe and fun setting. Please make sure you read through this parent packet, so that you will be aware of the policies and procedures of camp and can share any needed information with your child. Should you have any questions or concerns, please do not hesitate to contact me at (817)748-8985 or cduplechin@ci.southlake.tx.us. Sincerely, Courtney Duplechin Programs Coordinator Southlake Community Services Department 1400 Main St. Suite 210 Southlake, TX 76092 Important Telephone Numbers Camp Mania Direct Line (during camp hours): (817) 456-1657 Courtney Duplechin, Programs Coordinator: (817) 748-8985 Community Services Department Offices: (817) 748-8019 Camp Mania Location Dawson Middle School 400 S. Kimball Ave. ~ Southlake, Texas 76092 Please enter the school at the north drive and follow it around to the back of the building. The Camp Mania entrance is at the back of the building at the glass doors on the north side of the school. Please do not go through the school when dropping off or picking up your child. The Camp Mania entrance will only be open from 7:30am-10am & 3:30pm-6:30pm. During the hours of 10am-3:30pm Camp Mania exterior doors will be locked for camper safety. Parents/Guardians will need to contact the camp phone in order to gain access to the building. 2
Camp Mania s Purpose Here at Camp Mania our purpose is to create a superior safe and fun environment which promotes positive physical, social, and emotional development for your camper. Along with this, Camp Mania prides itself in providing the optimal safe environment for campers to grow. Camp Counselors Great counselors are the backbone of a great camp! We have gone to great lengths to hire an amazing staff that will care for your child. Each staff member takes their responsibility very seriously and all are well aware of what needs to come first with this great experience, your child. Characteristics that we look for in our counselors include: Exceptional role model High moral values Positive personality Leadership ability Extensive experience with children Our top priority is camper safety and enjoyment and our training is designed to ensure that each counselor is prepared for camp. All counselors receive Emergency Preparedness training and are taught to respond to a variety of situations from camper discipline to heat exhaustion. Additionally, all counselors and volunteers are trained in Adult and Pediatric CPR, AED, and First Aid. Camp Mania has an average counselor to camper ratio of 1:12. The Camp Director will also always be on site during regular camp hours. 3
Registration and Refunds You may register your camper online at www.experiencesouthlaketexas.com or at the Community Services office in Town Hall. Online registration is available until 3:00pm the Friday before camp. Registrations will be accepted at the Community Services office until 10:00am on the first day of camp (pending availability). No registrations will be accepted at camp. Refund Request Forms must be received at the Community Services offices seven (7) business days prior to the start of Camp Mania. No refunds will be issued after the request deadline has passed. There is a $35 administration fee per refund request and the online convenience fee is nonrefundable. Refund and transfer requests delivered to the Camp location will not be honored. Sign-in/ Sign-out Procedures Following sign-in and sign-out procedures is extremely important when it comes to the safety of your child. Please completely fill out the initial registration form (page 11) listing the camper s name, contact numbers, and who will pick-up your child. Anyone, including parents, picking up the child must be designated on the initial registration form. Camp Mania staff will not release a camper to an individual unless they are listed on the registration form. No exceptions. Parents/Guardians must notify staff, in writing, of any person that is not listed on the registration form. Phone calls are not acceptable. All campers MUST be signed in and out daily by an authorized person. Sign-in Parents/Guardians must walk children into camp every day and sign the Sign-In/Out form. Any changes to who is picking up the child can be made at this time. Never drop off your child outside and allow them to enter the building alone. 4
Sign-out Only those designated on the registration form will be allowed to pick up children and all authorized pick-up must present a photo ID (preferably government issued) every day. Children will not be released to anyone, including authorized pick-ups, without a photo ID. Parents/Guardians must sign the Sign-In/Out form when picking up children. No camper is allowed to leave school grounds without being signed out by an authorized pickup. Please do not make arrangements for your child to walk home, to walk to neighboring schools, or any other location. Extended Care In an effort to make Camp Mania fit a variety of schedules, we offer morning and afternoon extended care at no additional fee. Regular camp hours are 9:00am-4:00pm. Before Camp Care Mon-Fri: 7:30am-9:00am After Camp Care Mon-Fri: 4:00pm-6:30pm Late Policy Please be on time! If you see for any reason that you may be late picking your child up, notify camp staff immediately. Parents/guardians who arrive after 6:30pm will be charged an initial fee of $15. Starting at 6:45pm an additional fee of $25 will be added every 15 minutes. Late fee payments must be paid at the Community Services Offices inside Town Hall, 1400 Main St Suite 210 Southlake TX 76092, prior to attending further weeks of Camp Mania. If you cannot pick up your child consistently before 6:30 pm, there will be a conference with the Programs Coordinator and Supervisor which may result in dismissal from camp. Staff member schedules and budgets can only reflect the standard operating hours of camp. Camp Mania s Do and Do not Do for Campers Wear loose fitting and light colored clothes. Wear athletic shoes. Any camper not wearing the proper footwear will not be able to participate in outdoor or gym activities for their own safety. Wear sunscreen and bug spray every day and bring sunscreen and bug spray to camp! Bring a lunch everyday with the camper s name on it, unless noted in the weekly newsletter. Campers will not have access to a refrigerator or microwave for lunch. Bring a water bottle with the camper s on it. No glass containers. Check the weekly newsletter for important items. Take everything home that was brought to camp. Notify camp staff on the first day if your camper has any allergies Come to camp with a great attitude! 5
Do not for Campers Do not wear sandals, flip flops, crocs or shoes with wheels. Do not bring toys, balls, games, playing cards (i.e. Pokémon cards) or video games from home Do not bring ipods, ipads, MP3 players or personal game devices Do not bring a cell phone we have an on-site phone that can be reached at any time *The City of Southlake, its staff, volunteers, or other campers are not responsible for any valuable or personal item(s) that are lost or stolen* The First Day of Camp The first day of camp can be a bit scary for new campers and parents, which is a very normal feeling. After check-in, a counselor will introduce your child to another camper. Be patient with your child if he/she is hesitant. At 9:00am, camp will officially start and campers will be split into their groups. Groups are selected by age and campers will stay in this group all week. During Summer Camp Mania campers may change groups week to week based on camp enrollment. No grouping requests will be honored. We believe that camp is an opportunity for children to make new friends. When they are grouped with people they know, they tend to socialize less with others. Although they may be a little nervous to be in a group where they don t know anyone, our staff will quickly acquaint them to the group and soon they will have some new friends. Outside Environment Awareness Campers encounter the outside environment nearly every day they come to camp. Whether it is for a field trip, playground time, a water slide, or a pool - Summer Camp Mania believes time outside in the sun contributes to a healthy, active lifestyle for our campers. It is pertinent that campers stay hydrated both when they are at camp and when they are home. Regular water breaks are taken at camp and remind your child to drink water at home. Please send your camper with a personal water bottle with their name on it. It is also pertinent that you put both sunscreen and bug spray on your camper every morning before sending them to camp. You can also send your camper with a hat or visor to protect their face from the sun. 6
Trip Information On the first day of camp each parent will receive a weekly newsletter. The newsletter will outline the week s schedule and include any important items campers may be required to bring during the week. It is important to check the weekly newsletter every day before camp to ensure your child/camper has the proper items/attire. Swim Day On swim days please have your child wear their swimsuit to camp and pack a change of clothes. Don t forget a towel, sunscreen, bug spray and sunglasses. Please apply sunscreen and bug spray to your child before sending your child to camp on swim days. Counselors are not responsible for applying sunscreen or bug spray. Campers may bring flip-flops to change into upon going to the pool, but they need athletic shoes for activities for the morning. Once Camp Mania arrives to the swim location, each child will go through a swimming test to evaluate each campers swimming ability. If the child can swim a lap of the pool without stopping (not timed), he/she may swim in all areas of the pool. If the camper cannot pass the test, he/she must stay in the shallow end. Wristbands will be used to designate where the campers can and cannot go. If you would like to send a life jacket with your child, it must be a U.S. Coast Guard approved life jacket. Field Trip Day Please have your child wear his/her Camp Mania t-shirt on field trip day. These will be distributed the day before the field trip. If there is something special needed for the field trip, it will be noted on the weekly newsletter. If you wish to send extra money with your child for the field trip it is the camper s responsibility to keep track of their money. Camp Mania staff will not collect any money for any participants and the City of Southlake is not responsible for any lost or stolen money or property. Transportation will be provided to and from the field trip location. We leave promptly at the specified time for field trips, so please be punctual. Children who miss the bus for a field trip cannot be left at the camp location. If parents wish for their children to attend 7
camp and the trip that day, they must drive to the trip location and check in with camp staff. Once the bus has departed the location it will not be allowed to stop for any child. The Camp Director can be reached via a mobile phone for emergencies. Medication and Health Conditions Children that have any contagious or infectious health concerns will not be permitted to camp until it has been taken care of with a doctor s approval. Parents must report immediately, any concerns that arise during the child s time at camp so that we may take the necessary procedures to notify, anonymously, other campers and staff that may have been in contact with the camper. Parents are responsible for informing the City of any special needs, concerns, or information regarding their child(ren) s health. If a camper needs to take medication during camp hours, please review the Medication Policies and Procedures below. A Consent to Administer Medication form along with any required documentation must be completed prior to camp staff administering any medication. Medication Policy and Procedures The City of Southlake Youth Programs will administer medicine only with written parental permission and will only administer medication as stated on the label directions or as amended by the physician. We urge parents to check with their child's physician to see if alternate medications can be dispensed at home. Our preference is that our camp not be responsible for assuring that campers take medication(s). However, if a camper does require medication during camp hours then all prescription medications will be given in accordance with the following policies: A medical release form must be completed for each prescription the child receives while at the program. Medical release forms are available at the Parks and Recreation office and at each program site. Medications must be in their original container, labeled with the child's name, the date (if prescription), include directions on how to administer, and include the physician's name (if prescription). Inhalers and peak flows must have instructions. The City of Southlake Youth Program staff will not administer any type of injection. Parents are responsible for removing medication at the end of the Program or when the child is withdrawn. Leaders are responsible for administering medication at the time indicated on the medicine form. Medications and the completed form will be kept in a lock box with each group. Staff will be responsible for documenting all actions pertaining to medication at camp. Visitation All parents are welcome to visit Camp Mania any time. To attend a field trip you must provide your own transportation to the field trip destination and entry fee. A background check must be performed two weeks prior to a visitation date. Please contact Courtney Duplechin at (817) 748-8985 for more information. 8
Standards of Care The state of Texas requires licensure of certain child care providers; however, the City of Southlake qualifies for an exemption from this license provided that the city establishes set Standards of Care. The Standards of Care outline basic requirements for child-to-caregiver ratios, minimum qualifications for employees, minimum standard for building, health, and safety and mechanisms for monitoring and enforcing these requirements. The Standards of Care are currently unavailable online. We are happy to email you a copy of the standards or provide you a read-only copy at camp or at the Community Services Office. Forms Please note that we will not be able to accept any campers into Camp Mania without the completed and signed forms listed below: Program Release and Registration Form Fair Play and Behavior Policy Consent to Administer Medication & required documentation (if necessary) It is important to note any special circumstances on these forms such as allergies, special pick up/drop off arrangements, etc. Please be sure to go over the Fair Play and Behavior Policy with your child as well as this policy outlines our behavior expectations and discipline process with the campers. We look forward to a great summer with your child! 9
City of Southlake Community Services Program Release and Registration Form Participant s Name Age Date of Birth Parent email (s) Address City Zip Home phone Mother s name Father s name Cell phone Day phone Day phone Emergency Contact Emergency Contact (other than parents) Phone Number Relationship Medical Information Will your child need to take any medications during program hours? YES NO If yes, please complete the Consent to Administer Medication form. Allergies Chronic illnesses Any special needs or accommodations our staff should be aware of? Authorized Pick-up Information The following person(s) will be allowed to sign my child out from the school site (PLEASE INCLUDE PARENTS). Your child will only be released to those listed below. Must be at least 16 years of age and ID will be required. NAME PHONE NUMBER NAME PHONE NUMBER 1. 2. 3. 4. 5. 6. LIABILITY WAIVER: I hereby relieve the City of Southlake, its employees, agents, instructors of all liability for damages or injuries to my child while participating in the Southlake Parks and Recreation Youth Programs. Furthermore, I have read and understand the refund policy and understand the City of Southlake may use photographs of participants for promotions. EMERGENCY TREATMENT RELEASE: In the event I cannot be contacted to make arrangements for emergency medical treatment, I authorize the person in charge to seek and obtain emergency medical treatment for my child. I also authorize transportation to the nearest medical facility in the event it should become necessary Signature of Parent/Guardian Date Integrity Innovation Accountability Commitment to Excellence Teamwork 10
City of Southlake Community Services Fair Play and Behavior Policy Our goal is to provide personal growth in a safe environment. Please assist us in maintaining a safe and enjoyable environment by following the Fair Play and Behavior Policy. Individuals participating in City of Southlake Programs are expected to: 1. Wear appropriate attire, this includes a shirt and athletic shoes. No sandals, crocs, or shoes with wheels. 2. Refrain from using profane language. 3. Refrain from placing themselves and/or others at risk (i.e. hitting, fighting, biting, kicking, spitting, etc.) 4. Respect one another and one another's belongings. 5. Participate in programs, remain with instructors, refrain from disrupting program activities and follow directions to the best of their ability. Persons endangering the safety of themselves or others will be removed from the facility or program. Other infractions of rules will be handled as deemed necessary by recreation staff. Participants who misbehave or break program rules will receive corrective action. The Community Services Department prefers to use the least amount of disciplinary action necessary to correct the problem. Modifications to these rules may be made to accommodate individual needs and particular situations. We reserve the right to bypass one or more steps in this process if the situation warrants. 1 st Offense: Verbal Warning with corrective action from program staff. 2 nd Offense: Warning with corrective action from program staff. Disciplinary write up for parent/guardian to sign. 3 rd Offense: Conference with child, Program Director, and parent/guardian. 4 th Offense: Conference with Program Director, Recreation Coordinator, child and parent/guardian. Suspension from camp for 2 days with NO REFUND. 5 th Offense: Conference with Program Director, Recreation Coordinator, Recreation Supervisor, child and parent/guardian. Dismissed from camp with NO REFUND. Parent/Legal Guardian Date Program Participant Date Integrity Innovation Accountability Commitment to Excellence Teamwork 11
City of Southlake Community Services Consent to Administer Medication Form The City of Southlake will administer medicine only with written parental permission and will only administer medication as stated on the label directions or as amended by the physician via signed written instructions. Medications must be in their original container, labeled with the child's name, the date (if prescription), directions on how to administer, and the physician's name (if prescription). For medication other than inhalers, only that day s supply of medication is to be carried. Medication dispensed shall be limited to routine oral ingestion not requiring special knowledge or skills on the part of City of Southlake staff. Children will be allowed to self-administer epi-pens or similar products without additional direction by City of Southlake staff. Participant s Name: Parent/Guardian: Name of Medication: Dosage: Approximate time to administer: Prescribing physician: Physician Phone number: Possible side effects or adverse reaction: Date through which the consent is valid: I am, by this document, requesting that staff of the City of Southlake Community Services Department administer the prescription medication to my child. I will deliver the medication to the appropriate Community Services staff prior to the time my child needs it. I understand that the person(s) who will be administering the medication are not trained medical professionals, or health care professionals, and have received no special training in administering the medication that I am asking them to administer to my child. I understand that Community Services Department staff will not administer medication without proper prescription documentation, and will administer only routine oral ingestion not requiring special knowledge or skills. I understand that Community Services Department staff will not administer any type of injection, including epipens or similar products. I authorize Community Services Staff to possess prescribed products such as epi-pens for my child and to dispense them to my child to self-administer. I AGREE TO RELEASE, INDEMNIFY, HOLD HARMLESS, AND DEFEND. AND DO HEREBY RELEASE, INDEMNIFY AND HOLD HARMLESS, THE CITY, ITS OFFICERS, AND EMPLOYEES FROM ANY AND ALL CLAIMS OR CAUSES OF ACTION OR LIABILITY ON BEHALF OF MY CHILD, AND ANY OTHER PERSONS, FIRM, CORPORATION, OR AGENCY, AND ITS EMPLOYEES, RELATING TO ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL ACT ARISING OUT OF THE ADMINISTERING OF THE ABOVE DESCRIBED MEDICATION TO MY CHILD. Signature of Parent/Legal Guardian Date 12