Caregiver Manual

DEPARTMENT CONTACTS DEPARTMENT CONTACTS

recdept@lexingtonma.gov 781-698-4800 Recreation & Community Programs Department

Peter Coleman, CPRP, CPSI Assistant Director of Recreation pcoleman@lexingtonma.gov : 781-698-4803

Laura Perry, CPO, CPRP

Recreation Supervisor lperry@lexingtonma.gov : 781-698-4811

Thomas Romano, CPRP Youth & Family Program Coordinator tromano@lexingtonma.gov : 781-698-4813

Melissa Battite, CPRP Director of Recreation & Community Programs

mbattite@lexingtonma.gov : 781-698-4801

Christine Dean, CPRP Community Center Director cdean@lexingtonma.gov : 781-698-480

Kate DeAngelis, CTRS, CPRP Therapeutic Recreation Specialist kdeangelis@lexingtonma.gov : 781-698-4817

Charlie Schroeder Recreation Coorindator cschroeder@lexingtonma.gov : 781-698-4816

Welcome to another exciting summer with Welcome to another exciting summer with Lexington Recreation and Community Programs! Lexington Recreation and Community Programs!

We are thrilled to extend our warmest greetings to both returning families and those joining us for the first time. As we gear up for a season filled with fun, laughter and new adventures, we wanted to take a moment to express our gratitude for your continued support and participation in our summer programs.

At the heart of our department's mission is the commitment to provide safe, engaging, and enriching experiences for individuals of all ages. This summer, we have curated a diverse array of programs and activities designed to cater to a variety of interests and preferences. From sports to day camps, film making to STEAM workshops, there is something for everyone to enjoy.

We understand the importance of fostering a sense of community and belonging, which is why our programs are not only about recreation but also about building friendships, developing skills and creating lasting memories. Our dedicated team of staff and instructors is passionate about creating an inclusive environment where every individual feels valued and empowered to thrive.

As we embark on this journey together, we encourage you to stay connected with us through our website, social media channels and newsletters for updates, announcements and important information throughout the summer. We also welcome your feedback and suggestions as we strive to continuously improve and enhance our programs.

We are truly grateful for the opportunity to be a part of your summer experience and look forward to the adventures ahead. If you have any questions or concerns, please do not hesitate to reach out to us.

Thank you for entrusting us with the privilege of serving your family, and here's to a summer filled with joy, discovery, and endless possibilities!

WHAT TO BRING

Water bottle Hat

Weather appropriate clothing

Closed-toed shoes

Peanut-free snack / lunch (if attending a full day program)

Good attitude

Sunscreen Bug Spray TOYS,JEWELRYPERSONALELECTRONICS,GUM/CANDY,MONEY,WEAPONS

POLICIES & PROCEDURES

Pick Up / Drop Off

When dropping off participants for a program, unless the program has rolling drop off, caregivers should walk with the participant and check in with the instructor. Once the instructor has checked them in, caregivers can leave.

For pick up, caregivers should meet the instructor at the drop off location and sign out their participant.

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Rolling Drop Off - SOAR, TNC

When dropping off and picking up participants at SOAR or The Neighborhood Camp, caregivers should place the name of the participant on their dashboard and follow the outlined route (sent via email prior to the program) to meet the counselors. Caregivers should remain in their vehicles.

Alternate Pick Up Person

Written permission is required for the staff to allow your child to leave with an individual other than parent or guardian. Please give the name, address, and phone number of anyone whom you will allow to provide alternate transportation for your child. A note on the day of camp should also be provided. Staff will ask for a photo ID upon pick up.

We understand plans can change, if you need to add an additional individual to the pick up list, please email their information to recdept@lexingtonma.gov and include the participant’s name and what program they are attending.

Walking / Biking Permission

Written permission is required for the staff to allow your child to bike or walk home from a program. Permission can be provided upon program registration, by completing the form or you can email written permission to recdept@lexingtonma.gov.

Please include the participant’s name, program and permitted method of dismissal

Program Absences

We request that any days that a participant may be absent or late be shared with the program by emailing recdept@lexingtonma.gov. If the program is not notified in advanced and a child who is registered fails to arrive within 30 minutes of the program start time, the Program Director will telephone the Recreation and Community Programs Department to learn whether the parent/guardian has reported the absence. If no contact has been made with the Recreation and Community Programs Department, a parent/guardian will be called to confirm the absence.

When a Child is Not Picked Up on Time

After 15 minutes beyond the designated pick-up time, a phone call will be made to the parent/guardian of any child that has not been picked up. If the parent does not answer, then the emergency contact is called. At the same time, the Program Director will notify the Assistant Director of Recreation about the situation. At 30 minutes after pick-up, parent/guardian and emergency contact should be called again. If after 30 minutes a parent/caregiver or emergency contact has not been reached, the Lexington Police Department will be called.

Sunscreen / Bug Spray Policy

Please apply sunscreen and bug spray on your child every day before arriving. The counselors will remind the participants several times throughout the day to apply when necessary. Licensed programs will have sunscreen and bug spray available on site and can be distributed to participants with permissions. Staff cannot apply sunscreen for participants, this must be done independently

Accidents / Incidents

In the event a participant is injured while at one of our programs, a staff person certified in First Aid and CPR will administer basic first aid and complete an incident report. Staff will notify parents/caregivers regarding any minor accidents/incidents at the time of pick up.

In the event of a serious injury that requires immediate medical attention, staff will provide first aid, contact 911 and parents/caregivers

High Heat Procedures

If the program is outdoor based, children will take part in limited outdoor activities on high heat days and will be given several water and shade breaks. Alternative activities may include quiet games, water play, and special events Please send your child with a reusable water bottle every day that they can fill and carry with them.

Lost Child (CMR 430.210 C)

If, during the program supervised by Lexington Recreation and Community Programs staff, a question arises as to the whereabouts of a child, the following procedures will be followed:

Counselor obtains attention of ALL staff and children, calling for "buddy match up " (at all times staff will be assigned to specific children during activities).

ALL staff will be questioned on whether they were notified of the child leaving the group and make the determination made of child being "lost."

One staff person leaves to notify the Program Director. The Director then calls the Police and Recreation and Community Programs Department.

Staff and children return to the designated program area, while remaining staff searches playground/surrounding area. Procedure continues until child is found.

Contact caregivers when the Lexington Recreation and Community Programs Department and Lexington Police Department are notified.

Suspected Abuse and Neglect (CMR 430.093)

Every day in Massachusetts, children are involved in reports of abuse or neglect. Massachusetts Law (Chapter 119, Section 51A) requires that various members of the community, such as physicians, teachers, social workers, day care workers, emergency medical technicians, police and fire, etc. who in their professional capacity have reason to believe that a child under the age of 18 is suffering serious neglect or emotional abuse inflicted upon the individual including sexual abuse, or from neglect, including malnutrition, shall immediately report such a condition to the Department of Social Services.

The staff is mandated by law to report cases of suspected child abuse or neglect. As such, it is the policy of this Department that staff members (full time, part time, seasonal, volunteers) be aware of the procedures that are to be followed in the event that they suspect abuse or neglect.

Participant Code of Conduct

• Respect others: Treat fellow participants, staff members, and facilities with kindness and consideration.

• Follow instructions: Listen to and cooperate with program leaders and staff members.

• Respect property: Take care of equipment, facilities, and other property belonging to the program or venue This includes cleaning up after yourself and leaving the site better than you found it

• Safety first: Have a safe body and follow all guidelines and rules provided by program leaders and staff members.

• Positive attitude: Maintain a positive attitude, use appropriate language, participate to the best of your ability and contribute to a supportive and inclusive atmosphere

Participant Discipline Procedures

Disciplinary Actions: If a participant violates the code of conduct or engages in behavior deemed inappropriate, disruptive, or unsafe, the following disciplinary actions may be taken:

Verbal warning: The participant will be given a verbal warning by an employee, reminding them of the expected behavior and the consequences of further violations.

Time-out: If the behavior persists, the participant may be asked to take a brief time-out from the activity to reflect on their actions.

Parent/Guardian notification: For participants under 18 years of age, caregivers will be notified of any significant or repeated misconduct.

Behavior Plan: For participants under 18 years of age, a behavior plan may be created to reduce certain behaviors through Therapeutic interventions.

Suspension: In cases of serious or repeated misconduct, the participant may be suspended from participating in the program for a specified period.

Expulsion: Continued disregard for the code of conduct or engaging in severe misconduct may result in expulsion from the program, with no refund of fees.

Employee Training: Lexington Recreation and Community Programs provides seasonal employees with verbal de-escalation training, safety intervention training and restraint training through the Crisis Prevention Institute. All certified employees will use the least restrictive, most appropriate intervention when responding to escalated situations.

Appeal Process: Participants have the right to appeal disciplinary actions taken against them. Appeals must be made in writing to the Therapeutic Recreation Specialist who will review the appeal and may conduct further investigation if necessary.

Documentation: All behavioral incidents will be documented and may warrant an Incident Report. If needed, an incident report will be immediately completed by the employee, and submitted and reviewed by the Program Supervisor and/or Therapeutic Recreation Specialist.

Communication: Caregivers will be contacted regarding any behavior that does not align with the participant expectations. In the event physical intervention is used, caregivers will be notified by the Therapeutic Recreation Specialist.

MEDICAL INFORMATION

Please inform the Department of any medical information that may impact the participant while they are attending programs. A participant information form is required to be completed prior to the start of the program and will ask for any relevant medical information. (CMR 430.150)

Allergies

Any known allergies must be reported on the registration form prior to your child’s admittance to the program. If your child has a SEVERE allergy, please contact the Therapeutic Recreation Specialist. Program staff will be aware of any allergies the child may have and will plan accordingly to ensure no allergic reactions.

Please review the allergy policy and procedure for more information.

Sick Child (CMR 430.159 B)

A child may not come to or remain at a program if they have any of the following symptoms: Fever, Vomiting, Diarrhea, Inflammation of the eye, Abscess or draining sores, Rash, unless determined to be non-contagious by a doctor’s note. A child may not return to a program until they have remained symptom-free for 24 hours

Medication (CMR 430.160)

If a participant needs to take medicine while at camp, a medication form must be completed and on file. Medication prescribed for participants must be contained in the original pharmacy bottle with the original pharmacy label on it. Prescription containers must detail the following information: individual’s name name of medication dosage directions the person ordering the medication.

Medications will be stored with the Program Director in a lock box who will dispense it appropriately. All medication must be accompanied by the following: A permission slip completed by the parents outlining consent for staff to administer the medication A doctor's note stating dosage of the medication times the medication will be administered Any side effects the medication may have

This includes diabetes medication, epinephrine auto-injectors and prescription medication. Please review the medication policy and procedure for more information.

Physical / Immunization Information (CMR 430.151-153)

If attending a licensed camp, you will be required to submit the most recent record of immunization and a physical before the start of the program. Please contact Peter Coleman (pcoleman@lexingtonma.gov) with any exemption questions.

INCLUSION SUPPORT

Inclusion support may be provided for participants with a disability or any individual who need assistance within the program to be successful. If you have questions regarding inclusion services, please contact the Therapeutic Recreation Specialist, Kate DeAngelis (kdeangelis@lexingtonma.gov). We are excited to help all children feel welcomed and included in our programs this summer!

Inclusion requests are due June 1st, 2024.

Examples of Inclusion Support:

Lower Staff Ratios

1:1 Inclusion Aide (not guaranteed)

Visual Schedules

Token Boards, Reward Charts, Social Stories Game / Rule Modification

Adaptive Equipment Medical Support

EMERGENCY PLANS

Fire Emergencies (CMR.430.210A)

In the event of a fire, the following action will be taken: Call 911.

Counselors will gather their children and exit the building through the closest door. The children and staff should proceed in an orderly manner to the designated meeting area. Counselors will bring their group list to verify attendance Counselors will check their areas for children and then proceed out the nearest exit. Counselors will accompany children who happen to be in their area to the designated meeting area.

The Program Director will check all bathrooms for campers and then proceed outside to the designated meeting area. Counselors must take attendance when they reach their designated location and will report attendance to the Director upon their arrival. Children will be allowed to return to activities at the Program Director’s signal.

If enrolled in a licensed program, during the first 24 hours of a session, staff and children will conduct a fire drill.

Lightning Storms

In the event of a lightning storm, the following action will be taken:

At the first signs of lightning or thunder, leave the field, park, court, playground, or golf course. Go to the program building, designated indoor location or your vehicle and take shelter there.

"if you can hear it (thunder), clear It (suspend activities)”

Wait 30 minutes after the last observed lightning or thunder before you leave the shelter and before you resume outdoor activities.

Disaster Plan (CMR 430.210 B)

In the case of any of the following disasters, all children must meet in the gym of the facility, or room

230/232 of the Community Center. Emergencies to be considered include:

Flash Floods

Tornadoes

Violent Thunderstorms

Unrecognized Person at Program

Staff will notify the Director immediately by phone communication or in person. Staff will not approach the person(s) or vehicle(s) alone. They will assess the situation and determine if it is safe to speak to the person(s). If it is safe to do so, staff will communicate with the individual and inquire into the reasons why they are on the site. If necessary, the Director will then escort them off the property.

If a threatening situation occurs, all children and staff are removed from the area and moved quickly into a safe building and police will be called.

HOW CAN WE HELP?

If there is anything we could do or know to help your child feel more comfortable and successful at camp, please share with us! We want to make sure everyone feels included, safe and happy. Feel free to send any helpful information to recdept@lexingtonma.gov!

Be sure to include your child’s name and the program they are registered for.