OPERATIONAL MANAGEMENT

RISK MANAGEMENT

SRSRC has identified risks associated with the camp program and has assessed strategies to minimize these risks. The risk assessment can be viewed HERE. With our SRSRC Safety Committee, SRSRC annually reviews and analyzes when and where incidents, accidents, and injuries occur, as well as identifies steps to reduce incidents, accidents, and injuries. With these items in mind, SRSRC will modify procedures and implement changes as necessary.


The organization has current commercial general liability coverage, coverage for basic loss on buildings, business personal property coverage, motor vehicle insurance (covered on all owned vehicles), and worker's compensation for all eligible and required staff. In addition, accident coverage for campers. The General Manager maintains all insurance policies.

 

PERSONAL PROPERTY POLICY

As outlined in the Parent Handbook, personal property is not recommended to be brought to camp by staff or campers. Alcohol, drugs, animals, and weapons are never to be brought to camp by any person. Campers who bring these items will have the items confiscated, the parent/guardian will be notified immediately, and the disciplinary policies set forth in the Parent Handbook are to be followed. Staff who bring alcohol, drugs, animals, or weapons will face additional disciplinary consequences, and authorities may be called depending on the item. Firearms are prohibited on facility property. Electronics should not be brought to camp; however, cell phones may be brought, but must remain in the camper's/staff's backpack. Personal sports equipment can only be brought to camp with the approval of the Camp Director. Protective gear, such as shin guards and helmets, may be brought by campers. Vehicles may not be driven onto property with the exception of designated parking areas. Campers may not drive themselves to or from camp as they are under the legal age to drive.

INTRUDERS IN CAMP

Head staff yearly review the intruders in camp policies to provide the safest and most efficient means for dealing with this type of situation. When on-site all individuals who enter the facility must give their member number and last name or identify themselves as a camp parent in order to gain access. The back gates also serve as a deterrent for entry into camp. The fences are routinely checked by maintenance staff to ensure that there are no holes or gaps through which an intruder may enter.

Whether on-site or off-site staff should proceed with the following:
1. Respond in the safest manner possible while always keeping the safety of the children and staff as the top priority.
2. If on-site - move to a different location and report the issue to any SRSRC Director to check to see if the person is a member of the facility or if the person is an intruder. If this person is posing a threat to campers, a staff member must notify the police and direct the children away from the scene. If off-site - move to a different location. If the safety of the campers and staff is still threatened, a staff member must notify the police and direct the children away from the scene. At a staffed public facility notify the facility's staff.
3. All campers must remain with a staff member at all times. Remove all campers and staff to a safe location when possible.
4. Do not confront the stranger. Let a supervisor or the authorities handle the stranger.

 

MISSING PERSON PROCEDURE

It is the responsibility of the counselors to take every possible precaution to prevent missing or unaccounted for children. Staff should use the following techniques to ensure the safety of campers and prevent missing campers:
1. Take frequent head counts.
2. Call roll before and after transitions. Use first and last names to avoid confusion.
3. Maintain appropriate staff to camper ratios as outlined in staff training.
4. Set specific and physical boundaries for campers for all activities.
5. Make sure campers stay within the visual and hearing range of staff at all times.
6. Designate a meeting location in case of camper separation from group.
7. Never leave the group unsupervised.
8. Follow proper sign-in and sign-out procedures.
9. If a camper switches into another group, counselors must communicate the switch.
10. Counselors must remain aware and watch for intruders.
11. Children should be matched up with a buddy at all times.
12. Make sure all off-site campers have a camp off-site wristband. 

If a child (or staff member) becomes lost or unaccounted for during any part of the day, immediately arrange for a search to begin, while following these steps:
1. If the individual cannot be found in the immediate area alert your immediate supervisor and proceed with your group to the designated meeting area for your group for that site. One counselor must remain with the campers while another counselor continues to search the immediate area.
2. Notify the Camp Director or Assistant General Manager immediately.
3. Continue the search, periodically checking back at the designated meeting location.
4. Check the first aid office, information booth, lost child booth, lifeguard tower, security, or any place that a lost individual may be brought.
5. If the areas have been thoroughly searched and the individual still has not been located, notify the Camp Director or Assistant General Manager who may contact the local authorities and the parents of the camper/emergency contact of the individual.
6. Have all the details prepared to give the following information to the authorities, which are located within the camper health history form for campers. The following details should be available: present location and phone number, name, address, age of individual, name of parent/emergency contact, parent/emergency contact phone number, name and phone number of Camp Director, details of the situation, and a description of the individual.
7. Continue the search. If it is time to return to SRSRC, the lead counselor will remain to continue searching, while keeping in contact with the Camp Director.
8. When the immediate emergency is over, complete an incident/accident report form. The camp will follow up with the parent /emergency contact of the individual.

 

SAFETY ORIENTATION

It is important that counselors orient campers to the boundaries, appropriate behavior expected, and any hazards of the site in which the camp is utilizing. Campers may not leave the camp property with the exception of being picked up by an authorized adult or when traveling off-site with the camp program. Set specific and physical boundaries to be shared with your camp group at each activity.

Each morning, the camp, either as a whole or in separate camp groups, must review the camp rules for campers. The camp rules for campers are as follows:

General Camp Rules:

  1. Be Respectful & Honest. Example: Respect others, respect equipment, be honest and tell the truth.

  2. Be Responsible. Example: Make good decisions, use equipment the correct way.

  3. Keep your body, objects & unkind words to yourself. Example: Keep your hands and feet to yourself and only say positive words.

  4. Stay with your Group. Example: Always ask a counselor when you need to use the restroom or get a drink of water. Never leave your group or buddy.

  5. Listen and Follow Directions. Example: Listen when counselors and others are speaking, ask questions if you don’t know and follow directions the FIRST time asked.

  6. Have FUN!!


Field Trip Rules:

  1. Campers must remain with their group at all times.

  2. Campers must wear camp wristbands.

  3. Stay with your buddy.

  4. Listen and follow directions.

  5. Always bring snack and lunch unless told otherwise.

  6. Have fun!!


Camp Pool Rules:
1. All campers must pass a swim test to swim in the deep end.
2. No running on the pool deck.
3. No rough play, splashing, or pushing other campers.
4. No food or drink while in the pool area.
5. Stay out of lap lanes and do not hang on the lane lines.
6. Campers are not allowed in the wader pool, jacuzzi, or sauna.
7. During pool breaks, campers must be completely out of the pool and behind the red bricks.
8. Campers may only leave the pool area with the whole camp, a parent/guardian, or other authorized pick up.
9. Have fun!!

In addition, the following are the camp rules for counselors that must be followed:

Counselor Rules:
1. Enforce the camper rules and lead by example.
2. Establish with your campers a designated area.
3. Keep count and know the number of campers in your group.
4. Call roll before and after transitions.
5. Make sure games and other activities are cleaned up and put away properly after use.
6. Do not let campers use the vendor machines or buy ice cream during camp hours. Campers must pack a lunch for off-site campers and cannot purchase a lunch. Check that each off-site camper has brought a lunch.
7. Make sure each camper is wearing a camp wristband for off-site camps.
8. Designate a buddy for each camper.
9. If you decide to split the camp group into smaller groups, make sure to have a means for keeping in contact, such as walkie talkies or camp cell phones.
10. Always carry the sign-in/out book, first aid kit, sunscreen, and camp cell phones with you.
11. Keep track of any equipment brought on field trips. Make sure it is clean before you put it away.
12. Alert campers and other staff members to any potential risks or hazards, whether natural or physical. Minimize the risk or hazards where applicable.
13. When off-site a counselor must stay with each camp group. Campers are to be walked to the restroom in a group.
14. Each area the campers utilize must be checked for safety, including but not limited to, any hazards or intruders who pose potential safety risks.
15. Maintain proper ratios

BEHAVIOR MANAGEMENT
  • Discipline issues are to be dealt with in a respectful and positive manner in order to resolve the misbehavior. It is not unusual for a camper to test their limits and our staff is trained to handle these situations.

  • The camp counselor speaks with the camper, allows the camper to share his/her view of the issue and any relevant information, allows the camper to take time out to think about their actions and how it affects the camp experience, and then let the child return to the activity.

  • If misbehavior is recurrent or the misbehavior is more severe or disruptive, the child may either be asked to sit out during an activity or the parent may be called to pick up the child. Some acts may result in immediate suspension or expulsion of the child from the camp program including but not limited to: fighting, intentionally harming others, theft, and possession of weapons or drugs. This determination will be made by a Camp Director.

  • The following steps are generally used for our discipline plan:

    • The camper is given a verbal warning, which may or may not involve a timeout depending on severity.

    • The camper is given a written behavior report, which a copy is given to the parent and the original is given to the camp director. With a behavior report, the camper will sit out during part of an activity and reflect upon their actions with the guidance of a staff member, while working to problem-solve better choices to make in similar situations.

  • If the camper receives either three behavior reports or a behavior report that involves a threat to the safety of the camper or others, suspension or expulsion from the camp program may result depending on the severity. We do our best to work with the camper to help resolve the issue before implementing a suspension or expulsion. Physical misbehavior (such as hitting) during previous Youth Programs enrollments at SRSRC will be taken into account when determining the appropriate response. A Camp Director will make the determination to suspend or expel a camper.

CAMPER DISCIPLINARY GUIDELINES

Every time we interact with a camper we are providing a learning opportunity. Every situation that occurs with a camper can be use to teach a lesson. We have the power to turn negative behaviors into positive learning opportunities.

Follow these guidelines for taking disciplinary actions:

  • Never ridicule a child or single a child out in front of their peers. This may embarrass the camper and the negative attention may be what is promoting the behavior. Instead, take the camper aside where the other campers cannot hear the conversation. Address the issue in a sensitive manner.

  • Always focus on the behavior being negative, not on the child being bad. Saying the camper made a poor choice is okay. Saying the camper is a bad kid is not okay.

  • Give each camper a fair chance. If you have had issues with a camper in the past, do not let this be a barrier to giving the child the same chance as  the rest of the campers.

  • If you are getting upset you may not be able to give fair consequences. Ask another staff member for help.

  • Guide the camper through the learning process. Ask the camper what he/she did. Ask if that was a good choice or bad choice and why. Ask what choices the camper could have made that would be a better choice if he/she is ever in that situation again. Help the child come up with better choices to make.

  • Provide guidance before providing the consequence. Without guidance the camper may not know why he or she is receiving a consequence and may not know what better choices there are to make in the future.

  • Guide the child to apologize to any other campers involved. In addition, have the camper ask if the other children are okay. This often helps mend their friendships better than a simple apology. It also offers an opportunity for the children to communicate.

  • Be fair and consistent with each camper when giving consequences.

  • A time out should not be longer than one minute for each year old they are. For example, a 7 year old child should not be on time out for longer than 7 minutes.

  • Be especially aware of children who may be acting as bullies. Watch for intimidation, blaming others, aggression, manipulation, and other signs that a child may be bullying others. Communicate to your camp group that this is not tolerated.

  • Always document behavior issues and concerns. Use an FYI form or a Behavior Report Form depending on the severity of the issue and if it is becoming a chronic issue. Make sure to communicate any issues to your mentor or supervisor, as well as to the child's parents. Approach the parents in a respectful manner.

EMERGENCY COMMUNICATION

Always have a way to contact the Camp Director or Assistant Camp Director in the event of an emergency. If off-site, use the camp cell phone or a phone at the facility that you are at. The phone numbers of the Camp Directors and the camp are programed into the camp cell phones. If you cannot get a hold of the Camp Director, contact the Assistant General Manager or another Director at SRSRC. When on-site, use camp walkie talkies to communicate any emergencies. Be discrete over the walkie talkies and when you are in front of campers so as to not concern the campers.

 

As a camp staff member responsible for the care of the campers, when an emergency occurs in which assistance from EMS or other local authorities is necessary, make the call as soon as possible to secure help by calling 911. In a medical emergency, the first phone call a staff member must make is to EMS.

In an emergency, communication from SRSRC to the parents will be done by the Camp Director, the Assistant General Manager, or lead staff within the camp group. The Camp Director or the Assistant General Manager may designate other staff members to assist in contacting the parents. In the event of a large scale emergency, notification will be sent out by email or text message to all camp parents.

In the event of an emergency, no camp staff is to communicate with the media on the behalf of SRSRC. All media communication will be done by the General Manager.

 

CAMPER RELEASE AND VERIFICATION OF ABSENCE

Campers may only be released to his or her parents/guardians and those individuals (at least 18 years of age) listed on their health history form as authorized to pick up from the facility. In addition, a person may be authorized to pick up a camper on the sign-in/out sheet to be filled in the morning of the day the camper will be picked up by that individual or listed in CampBrain under the family's general emergency contacts. If a person is authorized by a parent/guardian on the sign-in/out sheet for the day, this type of authorization does not extend beyond the day specified. Picture identification must be presented when an authorized individual picks up the child.

The Camp Director may approve certain campers to sign himself/herself out of camp with a permission form signed by the camper's parent/guardian. The camper must meet the age requirement set forth in the SRSRC bylaws to be on-site on Club property without adult supervision and must be entering 6th-8th grade. Approval may not be granted in some circumstances. Campers who have approval must wait until 3:30pm in order to sign-out.

Camper absence verification in the form of a phone call to the camper's parents/guardians will only occur if the camper has approval to sign himself/herself in to camp, if the camper was injured at camp the previous day, or if there is reason to believe that the camper was dropped off at camp but not signed in to camp.

The method used to verify that all campers present at camp are accounted for is through a roll call at 9:00am each morning. This ensures that any child brought to camp, and who was not signed into camp for whatever reason, gets signed into camp by the camp counselor. If this occurs, remind the parent/guardian that signing their child into camp is a requirement.

 

CAMP DISASTER PREPAREDNESS PLAN

We are committed to the safety of our participants and staff. Following and knowing the disaster preparedness plan is essential to the health and well-being of our program participants. The annual online training should be referenced as below is a summary.

Emergency Management
There are four phases for the management of an emergency:
1. Mitigation - activities that prevent a disaster, reduce the chance of a disaster occurring, or reducing the effects of unavoidable disasters.
2. Preparedness - preparations and planning made to prevent injuries, save lives, prevent property damage, and help the response and rescue operations.
3. Response - Actions taken to prevent further injuries, further damage, and to save lives in an emergency situation or disaster.
4. Recovery - Actions taken in order to return to a normal situation following a disaster.

Emergency Action Choices
For an appropriate response to any of the three levels of emergency, it may be necessary to respond in one of the following ways:
1. Evacuate the building.
2. Completely evacuate the facility.
3. Duck, cover, and hold - everyone will drop down to their knees with their backs to the windows, while under available equipment for protection, and protect their neck. This position will be held until further instruction is received.
4. Drop and cover - when there is no equipment available to get under, staff and participants are to drop to their knees with their backs to the window. Each person will place their head in their lap and clasp their hands behind their neck. This position will be held until further instruction is received. This may also be called drop, cover, and hold where hold refers to holding on to their neck.
5. Lockdown - All participants and staff will stay in a secured building with all doors and windows locked. All participants and staff must stay away from the windows. Campers and staff will remain in a locked building until further instruction is received. 

For evacuations the meeting location is the large grassy field when the emergency is located near the swimming pool area. When the emergency is located near the big field, the meeting location is the staff parking lot. Both areas have plenty of room for all campers and have exits that can be opened if further evacuation is required. Staff who are communicating that there is an emergency must communicate which field is to be used for evacuation. If the entire facility must be evacuated, the campers and staff will be evacuated to Hendrix Park. Hendrix Park is located directly across the street from the staff parking lot.

If you are off-site with campers, make sure to ask about the facility's emergency management plan  and listen for their instructions if an emergency occurs. If you are not at a staffed location, then find a safe area that is appropriate for the situation.

At the meeting site location head staff, such as the Camp Director, Assistant General Manager, General Manager, or other Director will give specific details for each staff member regarding their duties. In the event that these head staff are not available, lead camp staff will assign each staff member duties

As with all incidents/accidents, as soon as the situation allows, complete an incident/accident report form and notify the General Manager. 

Emergency Levels
Emergencies can be classified by the severity of the situation. A Level One emergency is classified as mild to moderate, which can be handled by utilizing the everyday emergency procedures, which includes the use of first responders, such as police and fire/rescue personnel, which are available as needed. Level Two emergencies are beyond response capability and is a moderate to severe emergency. Response from local responders may be delayed during a Level Two emergency. Level Three emergencies are clearly beyond the capability of responders and are major emergencies. A Level Three emergency will take a longer recovery time, the cost will be  great, and large amounts of aid will be necessary. Response from emergency personnel will be greatly delayed. Regardless of emergency level, an incident/accident report form shall always be filled out by staff as soon as the immediate danger is over and the situation allows for it.

In any emergency, do not make promises for the replacement of property to participants or other staff members. Do not talk to the media. Focus on ensuring the safety of your campers, self, and coworkers. 

At SRSRC we do not foresee a Level Two or Level Three emergency occurring; however, it is important that we are prepared to deal with either if they arise.

Level One Emergency Procedures - Fires
In case of a fire:
1. Call 911 (if on-site dial 9-911).
2. Evacuate the building. Continue evacuation as long as safety permits.
3. Render first aid as necessary and to the extent of your trained abilities.
4. Fight the fire with available means, such as a fire extinguisher. Do not fight electrical fires or fires in electrical equipment due to the potential danger of electrocution.
5. Post a staff member at the front entrance and the back parking lot to meet the fire truck when it arrives. Notify the front desk staff of the situation so they can assist in providing guidance to the fire department.
6. Until the fire department officials declare the building and area to be safe, no one is allowed to enter the building.
7. Notify head staff as soon as the situation allows.
After the situation is handled, head staff will secure all property, identify and prepare a list of the contents destroyed by the fire, and arrange for clean up of the area.

Level One Emergency Procedures - Strong Wind and Inclement Weather
Due to the amount of large trees in the surrounding area, it is important to consider factors such as strong winds and lightning. If campers and staff continue to utilize outdoor areas during intense weather conditions the opportunity for an emergency to occur becomes substantial.
1. If it is extremely windy designate safe areas in which the campers may continue their activities away from large trees and other objects that may not withstand the wind. The eucalyptus trees in the area are known for having their limbs fall to the ground during strong winds.
2. In the event of lightning, all campers and staff will seek shelter within a building. Activities will be modified to accommodate the change from outdoors to indoors. 

Level One Emergency Procedures - Nearby Robberies
Due to the location of SRSRC bank robberies may occur during camp hours at nearby locations. In the event that a nearby robbery has occurred the following steps will be taken:
1. Lockdown - All campers and staff are to be secured in a building with the doors and windows locked.
2. Head staff will ensure that the front gate is locked and/or strictly monitored as to who has access to the facility. Head staff will lock all gates on the property to prevent access into the facility.
3. If the robber gets into the facility, staff shall call the police and ensure that all individuals are in as safe an area as can be provided away from windows and doors.

Level One Emergency Procedures - Hazardous Material Incident
A hazardous material incident or chemical accident warning will come from the fire or police departments affecting the nearby area or from within our own organization, should there be a chlorine, gas, or other hazardous chemical incident.
1. Evacuate the building if appropriate. Follow the instructions of police or fire department personnel if they have given specific instructions.
2. Evacuate the entire area as necessary.
3. Do not return to the area until the proper safety officials have declared it is safe.
4. In the event of a chlorine spill make sure that the evacuation area is upwind of the spill area.

Level Two Emergency Procedures - Threats of Terrorism, and Bomb Threats
With threats of violence such as terrorism or bomb threats, staff must take the following steps:
1. Take down as much information as possible from the person making the threat of violence.
2. The person who received the threat will call the police and give them the information received from the person making the threat of violence, while other staff activate a lockdown.
3. Contact head staff, who will ensure that the front gate is locked and/or strictly monitored as to who has access to the facility. Head staff will lock all gates on the property to prevent access into the facility. 

Level One - Three Emergency Procedures - Earthquake
An earthquake, depending on severity, may be considered anywhere from a Level One to Level Three emergency. In the event of an earthquake:
1. Duck, cover, and hold if equipment is available to use as protection. If no equipment is available, drop and cover.
2. If you are outside, move to an open space away from items that could fall. Stay away from power lines and trees.
3. Once the shaking has stopped check to see that there are no hazards in your area, such as leaking gas lines, fires, damage to the structure that you are in, or a hazardous materials spill.
4. Tend to any injuries and determine if evacuation is required due to the items listed above. Determine if emergency medical services are needed.
5. Be prepared for aftershocks.

Level Two - Active Shooter Emergency Procedures

We practice the Run, Hide, Fight model when dealing with Active Shooter emergencies. Each department will participate in an active shooter lockdown drill. Please review the following material for information.

SRSRC Emergency Preparedness & Active Shooter Information Slides

Active Shooter Pamphlet - US Dept. of Homeland Security

Active Shooter Poster - US Dept. of Homeland Security

EMERGENCY PROCEDURE TRAINING & REHEARSAL

Camp staff will complete an online or in-person training on the emergency procedures specific to SRSRC Camps. Rehearsal of selected procedures will occur at pre-camp staff training June 15-17, 2022 to include at minimum the lockdown/intruder procedure, earthquake procedure, and missing camper procedure.

On Monday morning of each camp session, counselors will review the "Staff and Camper Weekly Emergency Rehearsals" with campers.