Independent Contractor & Instructor Handbook by lexrecreation

Independent Contractor & Instructor Handbook "Creating Community Through People, Parks & Places." - Vision Statement, Lexington Recreation

Mission To provide the community opportunities to engage in quality, inclusive and accessible programs and services.

Vision To be a leader in promoting inclusion, community engagement and a healthy active lifestyle.

Recreation Leadership Team Anyone from the leadership team below can be reached by using email, their Office (O) phone or their Cell Phone (C). As the program is being set up you will be assigned a main recreation leader who you will contact for the duration of the program.

Melissa Battite CPRP Director of Recreation & Community Programs mbattite@lexingtonma.gov

(O): 781- 698- 4801

Peter Coleman CPRP Assistant Director of Recreation pcoleman@lexingtonma.gov

(O): 781- 698- 4803

Christine Dean CPRP Community Center Director cdean@lexingtonma.gov

(O): 781- 698- 4802

Hayato Tsurumaki CPRP Recreation Supervisor htsurumaki@lexingtonma.gov

(O):781- 698- 4811

Thomas Romano CPRP Youth & Family Program Coordinator tromano@lexingtonma.gov

(O): 781- 698- 4813

Kate DeAngelis CTRS Therapeutic Recreation Specialist kdeangelis@lexingtonma.gov

(O): 781- 698- 4817

(C): 781- 402- 4277

(C): 781- 389- 8684

(C): 617- 838- 4553

(C): 781- 382- 8818

(C): 774- 279- 9784

(C): 781- 382- 5047

Introduction We are pleased to be working with you and your business, outlined in this handbook are best practices, policies, and procedures. In Lexington we strive to offer the highest quality programs to our participants by providing fun, engaging, health, and safe experiences. An easy way to do this is to remember to just have fun!

Program Schedule Below is our typical quarterly program schedule. We begin planning three months before the program begins. Dates below can be subject to change. -

Fall: September - December, registration opens in August. Winter: January - March, registration opens in December. Spring: April - June, registration opens in March. Summer: June - August, registration opens in February.

Programs do not meet on the following Massachusetts or Nationally observed holidays: New Year's Day, Martin Luther King Jr.'s Birthday, Presidents Day, Patriot's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Rosh Hashanah, Yom Kippur, Indigenous People Day, Veterans Day, Thanksgiving Day, and Christmas Day.

Use of Town Facilities There are many areas in Lexington that your program could be taking place. Those are the Lexington Community Center, Various School Building, Parks, Outdoor Space, and Athletic fields. Based on the need of your program you will be assigned to an available facility from the list above. Each facility will be outlined below to aid in making sure your program is taking place in the correct building. -

Lexington Community Center - Program Areas: Rooms 006, 139, 217, 221, 230, 232, 242, 245, and 246. For a more detailed overview of each room please view our Community Center Building Information Report - Outdoor Program Space: Upper Field Allee, Garden Lawn, Carriage House Parking Lot, Courtyard, Lower Field Various School Buildings - These rooms spaces can vary but are not limited to classrooms, gymnasiums, and the cafeteria. - Elementary: Bridge, Bowman, Joseph Estabrook, Fiske, Harrington, Maria Hastings - Middle: Jonas Clarke, William Diamond - High: Lexington High School Parks, Outdoor Space & Athletic Fields - Spaces will either be a Community, Neighborhood park, or an Athletic Field. Some examples are below, all are listed on our website. - Community Parks: Center Recreation Complex, Lincoln Park - Neighborhood Parks: Various picnic and open fields - Athletic Fields: Baseball, Softball, Soccer

Before the Program Begins -

An online proposal must be filled out via our LexRec Program Proposal Form and will be submitted and reviewed by your Recreation Leader. If you are on- boarded as a Independent Contractor, we require the three following items before your program can begin: - Your company letterhead stating that all employees working in Lexington have been CORI checked and cleared. - A COLI (Certificate of Liability Insurance) from your insurance company showing the Town of Lexington / Recreation & Community Programs, 1625 Mass Ave, Lexington MA 02420, added to your insurance with at least a $1 million in general liability. - An up- to- date W- 9 If you are hired as a Seasonal Employee please make sure to fill out the Town Application to then start the paperwork process. Checking Registration: You are required to make an account in our registration software, MyRec.com. Once your account it created notify your recreation leader so they can link your programs to your account. Using this system you will be able to view and print rosters for your upcoming classes. Participant emails should remain private and only used to communicate information about the program they are registered for. Your recreation leader will be sending out a reminder email to participants/ parents the week before the program starts. If there is anything that you want them to include in this email please let them know. Examples may include inclement weather plans, appropriate clothing, required equipment, snacks, water, lunch, and sun screen.

Program Delivery -

Program Set Up: - We ask that you arrive to class at least 15 minutes before the program starts. This will give you time to set up and be ready for the program before participants arrive. Behavior Management - It is the program leaders responsibility to manage behaviors for participants within the program. If a participant is engaging in behavior that is disruptive or unsafe please consult the Therapeutic Recreation Specialist, Kate DeAngelis (kdeangelis@lexingtonma.gov) Safety of Participants: - A staff member must be supervising the group at all times. If there are volunteers in the program they are not allowed to supervise the youth participants on their own. Staff to Participant Ratio: - Ages 7 and up: 1 staff per 10 children - Ages 6 and under: 1 staff per 5 children Running Late or Need to Cancel: - If you are planning on running late or an emergency comes up and you need to cancel please reach out to your recreation leader as soon as you can so they can take the appropriate actions. - If you do need to cancel the program due to staffing needs or sick staff please notify us with as much notice as possible on the day of the program.

Discipline Policy - To aid you in making the right decision on how to properly discipline your students while being fair, we have attach a policy along with how many warnings to give for certain situations and the proper steps to take. This is located at the end of the handbook. Pre & Post Facility Cleaning: - We ask that you follow the Leave No Trace principle when using any facility for a program. This policy states that the program area should look the same or better when you leave as it did before the programs started. - If there are any heavily soiled stains or you do not have the proper cleaning supplies please notify your recreation leader. Schedule Changes/ Make Up Dates: - If the schedule of the program needs to be changed for any reason or a make up date needs to be scheduled, your recreation leader will work with you to determine the appropriate changes.

No- Show, Late Pick- Up & Going Home with a Friend -

The following policy will be followed for a no- show - If a student has not arrived and 30 minutes has gone by, reach out to the guardian on file. The following policy will be followed for late pick up. A. 15 minutes after the scheduled pick up/ departure time, contact the parents. B. If a parent is not available, the Emergency Contact Telephone number is called, and if contact is made the person is requested to pick up the child. If no response, repeat steps A & B. C. If contact has not been made with either the parent or emergency contact, call the Lexington Police Department at: (781) 862- 1212. The child or children will be turned over to the Lexington Police Department and a report of the action taken will be placed on file. D. Your Staff present will provide the Recreation and Community Programs Department with an incident report on late pick- up of a child, including the time the camper is finally picked up. Going Home with a Friend - Written permission is required for the staff to allow a participant to leave with an adult other than their parent or legal guardian. The name, address, and phone number for anyone who has permission to pick up a child will be listed on the participant information form. A note on the day of should also be provided. Staff will ask for a photo ID upon pick up. This document is at the end of the handbook.

Emergency and Incident Response -

Any Incident report must be filled out and returned to your recreation leader within 24 hours. These forms are attached at the end of the handbook. When completing the form make sure to include only the facts. Anytime 911 is called for staff, volunteers, or participants need immediate attention or require additional medical attention your recreation leader should be notified immediately. If your program is taking place at the Community Center please familiarize yourself with the building layout and note the egress signs found in each program room illustrating the location of fire exits and emergency evacuation plans. There are also telephones, first aids kits and AEDs on each level of the building. If a fire drill happens during your program please take your group to the carriage house parking lot. This is the white building to the left of the Community Center.

Use of Media/ Marketing -

Picture taking: All participants have signed a waiver stating that they allow photos and or videos taken of themselves. You will be notified if anyone requests no photos. Marketing/ Social Media: Each program will be added to our seasonal brochure, advertised in our monthly newsletter, and posted to social media. Your recreation leader will provide you with a program link that you can advertise on your end that will link directly to your program for people to register. Cell Phone Use: While your instructors are at our programs we expect them to be involved with the participants and to only check their phones if it is an emergency.

Pricing Structure -

The Recreation & Community Programs department operates as an Enterprise Fund which requires all expenses and overhead to be covered through revenue collected. This requires a thoughtful approach to entering into partnerships, collaborations and agreements with organizations. Regardless of which option is chosen, a program proposal must be submitted for review and then discussions on which option will be most advantageous for both the Town and your organization will occur. This includes review of delivery of services, return on investment and community impact. Each option also receives administrative support specific to the department seasonal brochure (digital and or print), social media platforms, e- newsletter marketing and regular communication with participants. A. Per Participant Fee: This option provides for all registrations to be made through the Town point of sale system. Each session the Town will reimburse the contracted vendor a pre- determined fee per participant per session. This fee may or may not be the same as that illustrated in your proposal and the fee will be assessed based on minimums and maximums per session, department overhead, facility use and current market analysis. B. Revenue Share: This option provides Lexington residents the opportunity to participate in your programs and services. A pre- determined percentage of each Lexington registration will be reimbursed to the Town. The pre- determined percentage for this option will be assessed based on the overhead associated with each organization such as, but not limited to, marketing, registration, facilities, supplies, equipment and general overhead such as staffing.

Invoicing -

When your program is complete it is your responsibility to issue an invoice to your recreation leader. Once you receive confirmation that your invoice was received it can take 3- 5 weeks for the check to arrive. If you are a seasonal employee, you will be paid every 2 weeks for the hours that you send to your recreation leader.

Financial Aid -

We offer financial aid to Lexington Residents that apply online and prove proof of need. This financial aid is rolled into our fees that are listed above in "Pricing Structure".

Inclusion Services All programs offered through Lexington Recreation and Community programs are required to be inclusive for individuals of all abilities. Vendors and Program leaders are responsible for ensuring all activities and supplies can be accessed by an individual of any ability level. It is the role of the onsite program leaders to follow the inclusion plan provided by the Therapeutic Recreation Specialist. What is inclusion? -

For the participant, inclusion is being invited to typical opportunities with family and friends and being welcomed as an equal participant, and having the necessary support in place to be successful. For the provider, inclusion is an ongoing process. This process involves identifying steps to take to include and support a person with a disability within any recreational programming.

What is the inclusion process? -

When someone registers for a program, they are prompted at checkout if they would like to request inclusion services Once a participant has identified they would like inclusion support the Therapeutic Recreation Specialist (TRS) contacts the caregivers to complete an intake assessment - The intake assessment provides information about the participants strengths, areas of support and tips and tools on working with the participant The TRS schedules a meeting with the participant and caregiver to review the inake packet The TRS creates an individualized inclusion plan and shares the plan with program staff - All onsite staff should review the inclusion plan and be prepared to implement the adaptations, modifications and provide the supports identified within the plan

What does inclusion support look like? -

Visual schedules - these are helpful for ALL kids not just kids with disabilities - visual schedules can be written or use pictures (we recommend using both) - outline the activities for the day Expectations List - not all kids have been in programs before so they have no idea what is expected of them and what rules should be followed Token boards, Reward Charts, Prizes - Use motivators to get the kids engaged and to stay on task Transition Tools - helps all kids transition to a different task / activity - verbal countdown - visual countdown - reminders "We are stopping in 5 minutes" Game Modification - Adjust the length of the game - if it is too long break it up into smaller chunks - Rule modification - allow for more hits during volleyball, make more frequent substitutions etc. Increased staff ratios 1:1 Inclusion aide - inclusion aides may be sent to a program for a participant that requires higher support. Inclusion aides should be welcomed and treated as another staff member.

Who is responsible for inclusion? -

YOU! Everyone is responsible for inclusion and making programs accessible. Inclusion is not one persons job. For more information or questions about inclusion contact kdeangelis@lexingtonma.gov.

COVID- 19 Guidelines Effective May 25, 2022, children in recreational camp settings should follow the below protocols: -

A rapid antigen test, such as a self- test, is preferred to a PCR test in most situations for the purposes of exiting isolation or quarantine. To count days for quarantine and isolation, Day 0 is the date of exposure for close contacts, and for positive cases is the first day of symptoms OR the day the day positive test was taken, whichever is earlier. Masking is never required in these settings while the individual is eating, drinking, sleeping, or outside. These settings are not required to conduct contact tracing as a standard practice, but must continue to work with their Local Board of Health in the case of outbreaks. While masks are not required in these settings, any individual who wishes to continue to mask, including those who face higher risk from COVID- 19, should be supported in that choice. COVID- 19 Symptoms

Fever (100.0° Fahrenheit or higher), chills, or shaking chills Difficulty breathing or shortness of breath New loss of taste or smell Muscle aches or body aches Cough (not due to other known

Sore throat, when in combination with other symptoms Nausea, vomiting, when in combination with other symptoms Headache, when in combination with other symptoms Fatigue, when in combination with other symptoms Nasal congestion or runny nose (not due to other known causes, such as allergies), when in combination with other

Isolation and Quarantine Guidance and Protocols: -

Quarantine for asymptomatic exposed children, regardless of where the exposure occurred, is no longer required for these settings. Children who are identified as close contacts may continue to attend programming as long as they remain asymptomatic. Those who can mask should do so until Day 10. A test on Days 2 and 5 is recommended, but not required. Children who test positive must isolate for at least 5 days. If they are asymptomatic or symptoms are resolving and they have been fever free for 24 hours, they may return to programming after Day 5, provided: - If the child is able to mask, they must do so through Day 10. - If the child is unable to mask, they must have a negative test on Day 5 or later in order to return to programming prior to day 11. Symptomatic children can remain in their program if they are tested immediately onsite, and that test is negative. Best practice would also include wearing a mask, if possible, until symptoms are fully resolved. - If?the symptomatic child cannot be tested immediately, they should be sent home and allowed to return to their program or school if they test negative, or they have been fever- free for 24 hours without the use of fever- reducing medication and their symptoms have resolved, or if a medical professional makes an alternative diagnosis. A negative test is strongly recommended for return if the latter two conditions are met.

If You Test Positive for COVID- 19 If you test positive for COVID- 19 on either a rapid antigen or PCR test, you are required to self- isolate ? whether you are vaccinated or not. Do not leave your home, except to get medical care. Do not visit public areas. Self- isolation means separating yourself from others to keep your germs from spreading. Regardless of vaccination status, all individuals who test positive should avoid people who are at high risk of severe disease for 10 days.

Able To Mask

Isolation Guidance

Yes

- Stay home and isolate for at least the first 5 days - If you never had symptoms or symptoms are improving,* may resume most usual activities (except those that do not allow mask wearing) on day 6* * - Wear a mask around others for 10 days (including in the household)

- Stay home and isolate for 10 days - If you never had symptoms or symptoms are improving* , you may resume usual activities on day 11 - Wear a mask around others in the household for 10 days

* Note: If you have or develop symptoms, you must continue to stay home, potentially beyond the 5 or 10 days, until you have not had a fever for 24- hours without the use of fever reducing medicine and your other symptoms are improving. * * Testing during isolation is not required. If you test on day 5 and are positive, you must continue to isolate. You may choose to retest sometime between days 6- 9 and can resume normal activities while wearing a mask when you test negative or isolate for the full 10 days without retesting. * * * Whether the individual is unable to consistently wear a mask due to young age or medical or behavioral condition Days To Isolate - Day 0, first day of symptoms OR day the positive test was taken, whichever is earlier - Days 1- 4, continue to isolate - Day 5, last day of Isolation if asymptomatic or symptoms are improving - Day 6, leave isolation (if you are able to wear a mask at all times when around other people, including in your household, through day 10). While everyone must isolate if required, individuals may be able to return to childcare, school or a healthcare job sooner under certain conditions. See guidance on return to work, school and childcare, below. If You Were Exposed To Some With COVID- 19 If you are a close contact of someone with COVID, follow the quarantine recommendations below based on your vaccination status and your ability to wear a well- fitting mask consistently and correctly. Regardless of vaccination status, if you were infected with COVID- 19 in the prior 90 days you should follow the guidance for those up- to- date on vaccinations; however, testing is not recommended unless you have symptoms, and if you do have symptoms, a rapid antigen test is recommended. All close contacts should avoid people who are at high risk of severe disease for 10 days. Vaccination Status

Able To Mask

Quarantine Guidance

Yes

- No quarantine requirement. - Wear a mask around others for 10 days (including in the household). - Rapid antigen or PCR on day 5. If positive test, follow Isolation Guidance. - Isolate and take a rapid antigen or PCR test anytime symptoms develop. If positive test, follow Isolation Guidance.

- Quarantine for 10 days after the exposure. - Can end quarantine prior to day 10 if test negative on or after Day 5. - If positive test, follow Isolation Guidance. If no test on or after day 5, must quarantine full 10 days. - Isolate and take a rapid antigen or PCR test anytime symptoms develop. If positive test, follow Isolation Guidance.

Up- To- Date on COVID- 19 vaccination

Vaccination Status

Able To Mask

Quarantine Guidance

Yes

- Quarantine for 5 days after the exposure. - Wear a mask during quarantine and for an additional 5 days when around others (including in the household). - Take a rapid antigen or PCR test on day 5. If positive test, follow Isolation Guidance. - Isolate and take a rapid antigen or PCR test anytime symptoms develop. If positive test, follow Isolation Guidance.

Not Up- To- Date on COVID- 19 vaccination

* ?Up- to- date? on COVID- 19 Vaccinations is defined as: - Completed the primary series of Pfizer, Moderna or J&J vaccine AND a booster dose OR - Completed the primary series of Pfizer or Moderna vaccine within the last 5 months OR - Completed the primary series of J&J vaccine within the last 2 months * * Whether the individual is unable to consistently wear a mask due to young age or medical or behavioral condition. Days to Quarantine - Day 0, day of Exposure - Days 1- 4, continue to quarantine - Day 5, continue to quarantine and get tested if you haven't had symptoms - Day 6, you can leave quarantine but must continue to wear a mask at all times when around other people (including in your household) through day 10 - Day 10, last day of quarantine While everyone must quarantine if required, individuals may be able to return to childcare, school or a healthcare job sooner under certain conditions. See guidance on return to work, school, and childcare, below.

Return To Work Guidance All business sectors must comply with general isolation and quarantine guidance before returning to a work setting. All other business sectors aside from school, childcare, and certain healthcare settings must comply with general isolation and quarantine guidance outlined above before returning to work

Par t icipan t Disciplin e Act ion Ch ar t Offense

1st

2nd

3rd

Use of or possession of drugs, vapes and alcohol

Immediate removal from program

Stealing

·Staff intervention ·Incident Report ·Caregiver notified ·CTRS notified ·Meeting with Caregiver, Participant, and CTRS

·Caregiver notified ·CTRS notified ·Incident report ·2 day suspension

·Caregiver notified ·CTRS notified ·Incident report ·Removal from program

·Staff intervention ·Caregiver notified ·CTRS notified ·Incident Report ·DEPENDING ON SEVERITY OF HARM, MAY BE REMOVED FROM PROGRAM

·Caregiver notified ·CTRS notified ·Meeting with Caregiver, Participant, and CTRS ·Incident report ·Implementation of behavior plan ·DEPENDING ON SEVERITY OF HARM, MAY BE REMOVED FROM PROGRAM

·Caregiver notified ·CTRS notified ·Incident report ·2 day suspension ·DEPENDING ON SEVERITY OF HARM, MAY BE REMOVED FROM PROGRAM

Leaving program without staff or caregiver permission

Physically harm another

4th

5th

·Caregiver notified ·CTRS notified ·Incident report ·Removal from program ·DEPENDING ON SEVERITY OF HARM, MAY BE REMOVED FROM PROGRAM

Property Destruction

·Staff intervention ·Caregiver notified ·CTRS notified ·Incident Report

·Caregiver notified ·CTRS notified ·Meeting with Caregiver, Participant, and CTRS ·Incident report ·Implementation of behavior plan

·Caregiver notified ·CTRS notified ·Incident report ·2 day suspension

·Caregiver notified ·CTRS notified ·Incident report ·Removal from program

Verbally Threaten to harm another

·Staff intervention ·Caregiver notified

·Caregiver notified ·CTRS notified ·Incident report ·Meeting with Caregiver, Participant, and CTRS

·Caregiver notified ·CTRS notified ·Incident report ·Implementation of behavior plan

·Caregiver notified ·CTRS notified ·Incident report ·2 day suspension

Bullying Breaking Facility / Program Rules

·Caregiver notified ·CTRS notified ·Incident report ·Removal from program

Inappropriate Language

If you have questions or need assistance managing behaviors, please contact the Therapeutic Recreation Specialist.

Listen - allow venting without judgment Accept - Validate feelings Focus - Choose one issue to focus on at a time Encourage - Encourage the participant to identify feelings and appropriate actions Offer - Offer choices the participant can make that would help solve the problem Contract - Agree on a course of action in collaboration with the participant Reinforce - Reinforce appropriate behavior with positive praise

I( ) owner, operator, and or contact person for ( ) have read through the "Independent Contractor and Instructor Handbook" in its entirety and will adhere to the state and local guidelines when delivering programs. Including guidance, structure, and the standards and expectations as a valued partner and while representing the Town of Lexington Recreation & Community Programs Department. This includes staff and volunteer trainings, emergency preparedness and communications. All staff and volunteers of (said company) who are providing services through this partnership have been presented with a copy of this handbook.

Signature Date

Print Name