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Exh 4DAGENDA ITEM 4D AUGUST 11, 2003 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Approval for the YMCA to use Adele Grage Cultural Center for an after school Program SUBMITTED BY: Timmy Johnson, Pazks & Recreation Director DATE: August 1, 2003 BACKGROUND: The YMCA is requesting use of the Adele Grage Cultural Center for an after school program. The YMCA would use the Center between the hours of 2:00 PM and 6:00 PM Monday through Friday and the hours of 7:00 AM and 6:00 PM on school holidays. The cost of the program is $40 a week and $100 a week for holiday weeks. The YMCA would be responsible for wear and tear on the facility. The YMCA did put on a successful summer camp, which ended August 1. The Cultural Arts and Recreation Advisory Committee are aware of the program and it is their consensus that this program would make good use of the facility. BUDGET: No cost to the City RECOMMENDATION: Approval for the YMCA to use Adele Grage Cultural Center for an after school Program ATTACHMENT: Request from YMCA REVIEWED BY CITY MANAGER: - AGENDA ITEM 4D AUGUST 11, 2003 ® TM We build strong lids, strong falllilies, strong communities. Mr. Timmy Johnson City of Atlantic Beach 800 Seminole Road Atlantic Beach, FL 32233 Dear Mr. Johnson: The Winston Family YMCA has recently made a commitment to the Mayport and Atlantic Beach area in regards to establishing programs that will instill the values of the YMCA and meet the needs of the youth and families in the community. I have met with local business leaders, community groups, and families on our plan to establish programs in the area. The response has been very supportive and I am excited to say that this past year we have established several programs including; Y-Guides and Princesses, an after school enrichment basketball program, and a youth basketball league. We are currently running a summer day camp program that serves over 80 registered children at the Adale Grage Center. Approximately 50 children are accommodated at the site on a daily basis. If possible, the Winston Family YMCA would like to utilize the Adale Grage Center for an after school program for students attending Atlantic Beach Elementary, Mayport Elementary and Finegan Elementary. The YMCA would use your facility between the hours of 2:00 PM and 6:00 PM Mo:~~day through Friday and between the hours of 7:00 AM and 6:00 PM on Duval County Public School holidays. The YMCA would be willing to make a financial contribution to the City of Atlantic Beach to cover the costs of utilizing the facility. I appreciate your consideration for allowing the YMCA to use the Adale Grage Center for an after school program: It is the YMCA's mission to provide quality programs that meet the needs of the children and the families in the community, and together this can be accomplished. If you have any questions, please feel free to call me at 543-9622. Thank you for your consideration and I look forward to hearing from you soon. - ~r ly' I y a~ Program Director Winston Family YMCA AGENDA ITEM 4D AUGUST 11, 2003 YMCA Pryme Time (After School Care) Proposal at the Adale Grage Center Overview: The Winston Family YMCA would provide an after school program for boys and girls ages 5-12 (Kindergarten -Sixth grade) who are students at Atlantic Beach Elementary, Mayport Elementary and Finegan Elementary. The program wi11 provide e safe, fun and educational alternative for the working parent. Children will participate in daily snack, homework assistanceJtutoring, art and crafts, group games and activities, character development, YMCA Youth Fitness, and enrichment (club) activities. Children will participate in bi-weekly Youth Fitness Classes and weekly club activities. Club activities may include; world language, art classes, drama, woodworking, leadership initiatives, and sport skills. The program will maintain a staff to child ratio of 1:15. The YMCA Pryme Time program at the Adale Grage Center will be a licensed after school program meeting Duval County Children and Families and the Department of Health and Safety policies and procedures. Goals & Objectives: 1. To support and Strengthen the family unit focusing on: • Improving communication among family members • Increasing their ability to work and play together • Helping families to share their values together • Increasing their sense of community with other families 2. To help children develop their fullest potential, focusing on: • Self-awareness, confidence, and feelings of self worth • Interpersonal relationships • Values development • Academic achievement • Physical skills ., • Health and nutrition 3. To deliver the program in a positive YMCA environment of safety, support, and care focusing on: • Having all children be safe and happy in the program • Broadening the community, national, and world understanding of children and parents. • Conducting the program in accordance with YMCA operating principles and philosophy. Participants: The YMCA Pryme Time program is open to students who are between the ages of 5- 12 (Kindergarten -Sixth Grade) who attend Atlantic Beach Elementary, Mayport Elementary and Finegan Elementary School. AGENDA ITEM 4D AUGUST 11, 2003 ' StafF: Our Pryme Time staff has been thoroughly screened by the FDLE and FBI. Each staff member has received over 60 hours of child care and safety trainings and certifications as required by the Department of Children and Families and the YMCA of the USA Standards. Program Dates: The program is offered from dismissal of school until 6:00 PM, Monday through Friday. All day care will be provided on days in which participants are out of school except for Labor Day, Thanksgiving, Christmas Day, and New Year's Day. The hours for all day care are 7:00 AM-6:00 PM. Supplies: The YMCA will provide all supplies and transportation for the program. AGENDA ITEM 4D AUGUST 11, 2003 Winston Family YMCA Child Care Parent Handbook Important Names and Numbers Winston Family YMCA,.543-9622 Fax 543-9623 Ashley Haas, Senior Program Director, 543-9622 Darius Inzar, Childcare Coordinator, 543-9622 Location: -~ Adale Grage Center Serves Atlantic Beach Elementary, Mayport Elementary, and Finegan Elementary Schools Mission Statement: To put Christian principles into practice through programs that build healthy spirit, mind and body for all. 2003-2004 AGENDA ITEM 4D AUGUST 11, 2003 FEES The red stration fee is $40.00 per child. ti• Registration fees are non-refundable. • Child Caze registration fees are sepazate from any other programs offered through the YMCA. For Example, Summer Camp and After School Caze aze separate programs with separate Registration fees required. These cover administrative and supply fees. CHILD CARE FEES: PrYme Time After School $40.00 per week Full Dav Care Rate $20.00 per day Holiday Weeklv Camo $100.00 per week • CHILD CARE WILL NOT BE PROVIDED ON THESE DAYS: o September 1, 2003 o November 27`h & 28`h, 2003 o December 24`k, 25`h, and 26`h, 2003 o January 1, 2004 o May 24, 2004 • Full Day Care and Holiday Camps will be at the Adale Grage Center, 716 Ocean Boluvazd. •: The Winston Family YMCA will NOT offer before-school Gaze for elementary school children. We understand that this may cause an inconvenience, however, we cannot offer this service at this time. • We DO NOT pro-rate days or prices for weekly fees. •: We DO NOT offer teacher or staff discounts for weekly fees. • Weekly fees are due regardless of child's attendance. • Weekly dues may be waived du.e to illness or .family emergencies. Tuition waiver must be filled out, submitted and approved to waive the weekly fees. •: Financial Assistance is available to qualifying families. Please pick up a scholazship application at the Winston Family YMCA, fill it out completely, and return it with the required documents. Your application will be reviewed and you will be contacted with the results. Please allow 2-3 weeks for applicafion review. 2 AGENDA ITEM 4D AUGUST 11, 2003 PAYMENTS • All payments are due PRIOR to attendance. Please write your child's name in the memo and which week number your payment is to be credited. • Weeks with days off due to holidays or in-service days will not be pro-rated. This makes up for early release days, for which there is no additional charge. • Payments Slips will be available at each site. It is very important that a payment slip is filled out COMPLETELY and turned in with every payment. This is to ensure that your payment is inputted correctly in our books at the sites and into our system at the facility. • Payments oations• o Weekly basis by check or money order at each location. Weekly payments are due before each Wednesday by 6:00 PM for the following week of attendance. $10.00 late fees are applied to payments past each Wednesday. o Pazents have the option to pay monthly, keeping in mind that some months have 5 weeks. Monthly payments are due the last Wednesday of the month for the following month. Please make sure that you note the monthly payment on your payment slip. Monthly payments can be made on a credit card. You must pay IN PERSON at the Winston Family YMCA Courtesy Counter. •: PLEASE DO NOT SEND PAYMENT WITH YOUR CHILD. Some of the payments made aze for substantial amounts, and children may forget to give them to staff, causing you to be charged unnecessary late fees. LATE PICK-UP CHARGES • Our childcare program ends at 6:00 PM. • A late fee will be assessed for children that are picked up late, due to non- emergencies. A $5.00 late fee will oe charged fog late pickups between 6:00- 6:10. A $1.00 per minute late fee will be assessed after 6:10 PM our time. This amount is due to staff at time of pick-up. This rule will be strictly enforced. If you have a problem picking up your child by this time, we ask that you make arrangements for back up in emergency situations. We understand that emergencies may arise from time to time. In that event, we do expect some notification whenever possible before 6:00 PM. Your waiting child will feel more assured as well. RETURNED CHECK POLICY • All returned checks should be picked up within 7 business days of notification. These checks must be redeemed within one week by money order plus the returned check fee. Money Order only policy may be required if the number of returned checks is excessive. RECEIPTS Receipts will be available during pick-up at the sign-out table. There will be a box containing the receipts filed in alphabetical order under the parent's last name. These receipts aze your proof of childcae payment. 3 AGENDA ITEM 4D AUGUST 11, 2003 CHECK-IN PROCEDURES (Full Dav Caret •: All children attending full days must be signed-in by an adult, NO EXCEPTIONS. We know at times this may be an inconvenience, but the Department of Children & Families requires it. PICK-UP PROCEDURES °o An authorized adult, over the age of 18, MUST sign out children on a daily basis. Anyone signing a child out must be prepared to provide identification at all times, EVEN PARENTS. There aze NO EXCEPTIONS to this rule. This policy is mandatory due to our licensing requirements, but more importantly, we enforce it for your child's safety. Please help keep all children safe by cooperating with the childcare staff in implementing this policy. During pick up please make sure to check for any newsletters, notes, or other posted information. • Children will be supervised at all times by our staff. Staff will position themselves and move around frequently in order to observe the children in our care. The playground will receive a daily check to make certain the azea is free of any harmful debris and equipment breakage. Staff will be alert to appropriate clothing for children. On cool days, children need to wear jackets. On rainy days children will be kept inside as dry as possible. Pazents are responsible for sending children with appropriate clothing. • A staff-child ratio of 1:15 is always maintained to ensure the proper attention and supervision your children deserve! Staff receive 4Q+ hours of quality training from the YMCA and other childcaze resources. We•provide our staff with the tools and skills necessary to protect and develop each child! We can assure you, our childcaze staff are here because they have a heart for children! The YMCA Child Caze staff are thoroughly screened and backgrounds are checked to assure the pazents of the safety and well being of their children! The YMCA strictly follows the rules and regulations of the Department of Children & Families. These laws and rules aze available for review on request. Both Child Caze locations have been licensed by the Department of Children & Families and undergo surprise inspections at any time. :• At any time, ifyou have a concern, comment, question, or idea, please feel free to contact Ashley Haas or Darius Inzaz at 543-9622. We sincerely value your input and opinions. We want to provide the highest quality program for the families in our community. If you aze interested in volunteering your time, resources, or input for our Child Caze programs or committees, please speak to Ashley or Darius! 4 AGENDA ITEM 4D AUGUST 11, 2003 MEDICATION • Medication is to be given at the site only if absolutely necessary. Only prescription medication (no over-the-counter medication) is to be administered. When medication is to be given the following procedure must be followed: 1. Pazent must complete and sign the Authorization for Medication form. 2. Parent should bring the medication to the Site Director (Parent should not send medication with the child). 3. The prescription label should contain the date, name of drug, name of child, name of doctor, the dosage, and how and when it is to be administered. ILLNESS o~ When a child becomes ill at the site, the child will be isolated from the rest of the children. The parent will be notified to pick up the child as soon as possible. If the pazent cannot be reached, the emergency contact persons (listed on the child's emergency waiver form) will be called until someone is reached to pick up the child. :• If your child becomes sick during the school day and is picked up before the end of the school day, please contact your site director to inform them your child will not be in the program that aftemoon. EMERGENCY PROCEDURES s° Parents of all children in the YMCA child care are required to sign the medical release on the information form giving the YMCA permission to seek medical attenfion for the child in case of an emergency. In case of an emergency, the following procedure will be used: 1. A member of the staff will carry out immediate first aid for minor accidents. 2. In case of a serious accident, a member of the staff will notify the parents. 3. 1n case the parent or designated persons cannot be reached, the appropriate staff will have'the authority to. designated physician and/or call the local emergency unit for treatment and accompany the child to the hospital and stay until the pazenUguazdian arrives. • Please make sure your emergency contact is close enough in proximity to be able to get the child. SNACK One healthy snack will be provided in the aftemoon. The snack is included in the weekly rates. Weekly snack menu will be posted on bulletin board. •: Two snacks aze provided on days of Full Day Caze. WEEKLY ACTIVITIES •3 Children will enjoy a variety of activities after school. Activities will be set up daily and the children will be able to choose from the following: Homework, Arts & Crafts, Sports, Skill Builders, Board Games, Special Acfivities, and Playground Free Play. 5 AGENDA ITEM 4D AUGUST 11, 2003 COMMUNICATIONS •:• Communicafion is very essential between parents and the childcare staff. At times there may be a need for another individual other than the pazent to pick up a child. In this case the individual picking up the child can either be added to the authorized pick up list or a note can be given to the childcare staff. This note must include the child's name, authorized individual to pick up the child, date, pazent's signature and duration of authorization. Permission for someone to pick up a child typically cannot be given over the phone. If your child attends any after school programs please advise the child care staff of any alternative times the child should be expected to arrive at the childcaze program. ti• Information for pazents will typically be posted at or near the checkout table. • Newsletters will be provided on a bi-weekly basis with information on our program and upcoming activities. We understand that as working pazents, your time may be very limited. Please make every effort possible to pick up notes and newsletters and read any posted material. DISCIPLINE • The program philosophy of discipline is based on respect for the child's self esteem, setting reasonable limits and consequences, and encouraging increased self- discipline. Only constructive methods of discipline shall be used to promote good behavior. The staff will work with the child and cooperate with parents to resolve problem that may arise. With the help and support of pazents, we believe that this will be an infrequent occurrence. :• When inappropriate behavior occurs, we will: o Redirect behavior o Discuss problem with child to determine cause and help child fmd ways to resolve it o Assign a special task or responsibility that will help build self-esteem • At times it may be necessary to: o Separate a child from group (with supervision) allowing him/her to think about the situation. The childanay reioin the group after he/she has spoken with a staff person and is prepared to cooperate with others. o Give time out from play period, free time, or group activities • If a child does not respond to these consequences, we will: o Issue a behavior report, which will go to the parent. The report will consist of the inappropriate behavior, the consequences, and the child's signature, which indicates he/she fully understands the purpose of the report. o After two reports the Site Director will request a conference with the pazents) and the child. o After three reports the child will be suspended from the program. A conference will be required before the child is able to re-enter the program. o After four reports the child will be expelled from the program. • The YMCA reserves the right to expel a child without notice if the child causes threat to safety of staff, to the program participants, or to him herself. 6 AGENDA ITEM an AUGUST 11, 2003 2003-2004 V'~nston FamilyYMC~ PYyine Tone Ration Ada1e Grage Center Wll1St0i1 Fari111y ~A Boys & Girls Grades K-6 STUDENT II~IE~OT2NIATTON Q>ild'sName Y~P,Manber # ofBirth Age See School PAI2IIVT INH~ORMA'IION Mother'sName IIoine Place ofFinployment WorkAddress Father'sName Place ofEmployment Address WorkAddress Home Phone Work Phone Permitted to RemoveQvld: LegalCtutody: ' ^ yes ^ no Mother Only ^ yes ^ no ^ yes ^ no Father Only ^ yes ^ no T Z VV ] t ~ G~ C .Y I ~ +~ pR MATT O N Persons to conhact in case of illness, accident, or emergency ifparenis or guardian cannot be reached, and authorized to remove child from the facility. Wodc Wodc Carrier Policy # Phone Taken Allergies/Other ImportantMedical Infomration Mission Statment: To put Chrisfian principles into practice through programs that build a healthy spirit, mind and body for all.