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HomeMy WebLinkAboutAgenda - 12-06-2010 - 3bORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 6, 2010 Action Age a Item No. SUBJECT: Planned Joint Summer Camp with Chapel Hill-Carrboro Y DEPARTMENT: Environment, Agriculture, Parks and Recreation (DEAPR), County Manager PUBLIC HEARING: (Y!N) No ATTACHMENT(S): Joint Summer Camp Proposal INFORMATION CONTACT: Frank Clifton, County Manager, 245-2300 David Stancil, DEAPR, 245-2510 Lori Taft, DEAPR, 245-2660 PURPOSE: To present plans fora 2011 summer camp collaborative venture between the Department of Environment, Agriculture, Parks and Recreation and the Chapel Hill-Carrboro Y. BACKGROUND: Over the past several months, management and staff have been looking for ways to engage community non-profit organizations in collaboration on new and creative ways to provide services. Management and staff have worked with the Chapel Hill-Carrboro Y to explore areas of mutual interest for a pilot project program. Upon review of programs and needs, a proposal has been drafted and reviewed to have the County and the Y work together on a Summer Day Camp program to run throughout the summer of 2011. In 2007, Orange County ended its general summer camp due to financial considerations and has not offered it since, although community interest has been expressed. Given the Y's long experience with summer camps, and the County's belief that an offering of this type would be well-received, this camp was been selected as a pilot project. As outlined in the attachment, Orange County will make available the Efland-Cheeks Community Center and Park for aseven-week summer camp program. The camp will be offered to rising first-grade to rising seventh-grade children. The cost will be $120 per session, and will offer arts and crafts, sports and games, themed events, archery, skits and songs, among other activities. Financial assistance (through Y and Department of Social Services' scholarships to eligible families) for the camp would be available, and transportation via YMCA bus will also be provided (one stop will be the Department of Social Services' parking lot in Hillsborough). The camp would run weekly from 8:00 am - 6:00 pm from June 27 to August 19. Orange County employees will qualify for a reduced rate for the camp by checking a box on the application. Jerry Whortan, Chief Executive Officer of the Chapel Hill-Carrboro YMCA, will be at the meeting to respond to any questions about the pilot project, envisioned as an initial venture of possible future joint partnerships between the County and the Y. The summer camp would be advertised in the upcoming County Recreation and Athletics Program Guide (delivered to Orange County Schools), website and social media, and by the Y, through a variety of other media as shown in the attached. FINANCIAL IMPACT: There is no financial impact associated with this presentation. The summer camp would be operated at a County park by the Chapel Hill-Carrboro Y, which will provide staff, transportation, insurance and logistics. Costs of the camp would be handled by the Y from revenues received. There would be no charge by the County to the Y for use of the facility, and the use of the facility would not prohibit other public use of park amenities. The Y has attempted to price this camp consistent with other like offerings in the market area, and the projected expenses. No County funds, other than peripheral support from DEAPR staff and the use of facilities, would go toward the camp. RECOMMENDATION(S): The Manager recommends that the Board receive the report and provide any feedback as desired. 3 C3r~ng~ Caunty Pew & Recreatic Summer Day Camp Proposal -Efland Cheeks Community Center YMCA Summer Day Camps seek to help young people achieve their fullest potential in terms of mental development, physical well being, social growth and spiritual awareness through the use of natural surroundings, trained leadership and Christian principles. The goals of our camping programs are as follows: To provide a fun, safe and caring atmosphere for all campers To provide opportunities for new experiences To foster personal initiative To cultivate values and good sportsmanship To build self-confidence and appreciation of each camper's self-worth We will offer a traditional summer camp program that will offer arts and crafts, sports and games, themed events, archery, skits and songs and much more. Campers will have the opportunity to hang out with old friends and make new ones; all while building memories that will last a lifetime. Camp will be housed at Efland Cheeks Community Center and will be offered for participants that are rising first graders thru rising seventh graders. We will offer seven, one week sessions from 8:OOam - 6:OOpm, Monday -Friday. The sessions will be as follows: June 27 -July 1 July 11-15 July 18 - 22 July 25 - 29 August 1 - 5 August 8 -12 August 15 - 19 Cost will be $120 per session. The YMCA will also charge a $25.00 registration fee and a $15 deposit to secure a camp space. A minimum of 15 participants will be required to hold any of the above sessions. Financial Assistance The YMCA embraces people. of all ages, incomes, abilities, religious, and ethnic backgrounds. We work to break barriers of isolation and to create the connections that add meaning to life. Participants with a financial need are encouraged to apply for Y scholarships. The YMCA uses a 4 sliding scale to evaluate each applicant. Through gifts to the annual We Build People Campaign, the YMCA makes its services available to hundreds in our community every year. Transportation The YMCA will provide transportation from 2 different locations. These have not been confirmed but every effort will be made to have them be centrally located for convenience of parents. One site will be the parking lot of the Orange County Social Services Department. The YMCA will be leaving the bus that will be used for this camp in the DSS parking lot overnight during the duration of the camp. The bus driver will also be leaving their personal car in that lot during the day while the bus is in use for camp. Staffing and Training An integral component of the YMCA's quality programming is staffing. Our staff consists of mature and enthusiastic individuals who help us provide a quality, safe and enjoyable program. Staff to child ratios will be 1:12; however, there will always be at least 2 staff available at all times. The YMCA seeks to employ only qualified, trained and experienced staff. Staff requirements are as follows: • All YMCA staff must be at least 18 years of age • Staff must pass a criminal background check • A minimum of 3 reference checks will be checked on all staff • All staff must be certified in CPR, First Aid, AED and Oxygen Administration before being eligible to work. We will offer trainings to assist with these. • A minimum of 5 hours of online trainings must be completed before being eligible to work. Those trainings include: Child Abuse Prevention, Sexual Harassment, Blood borne Pathogens and Hazardous Communication* • A New Employee Orientation will need to be completed; This will be conducted by one of the full time professional staff of the YMCA. Insurance Coverage The YMCA will maintain the following insurance coverage: • Comprehensive general liability, including products and completed operations liability, contractual liability, property damage liability, bodily injury liability, and personal injury liability insurance. • Workers' Compensation insurance in accordance with the laws of North Carolina and Employers' Liability insurance. • Umbrella liability insurance with occurrence and policy aggregate limits. • A copy of the Certificate of Insurance naming Orange County as an additional insured will be furnished to Orange County Administrative offices prior to occupancy. Sample Camp Schedule 8:00 - 8:45 Campers arrive at camp either by parent transportation or YMCA Bus 9:00 - 9:15 Morning Assembly -this consists of a devotion, songs, skits and the introduction of the activities for the day. 9:15 - 11:45 Group Activities -campers will be divided into 2 groups according to their date of birth. Activities will include field games, arts and crafts, archery, etc. Wednesdays and Fridays will have special themed activities that will correlate to the camp theme for that specific week. 12:00 - 12:30 Lunch -campers will provide their own lunches. 12:30 - 1:00 Leave for swimming 1:00 - 1:45 Swimming -pool location to be determined 2:00 - 2:15 Afternoon snack 2:15 - 4:30 Group Activities -campers will be divided into 2 groups according to their date of birth. Activities will include field games, arts and crafts, archery, etc. Wednesdays and Fridays will have special themed activities that will correlate to the camp theme for that specific week. 4:30 - 5:00 Afternoon Assembly -this will consist of songs, skits and awards. Awards are based on camp spirit, cleanliness and character development which is based on the YMCA's core values of caring, honesty, respect and responsibility. 5:00 - 6:00 Parent Pickup and Bus transportation -this will be a free time period where the kids will play board games, etc until they are picked up. Family Nights -every other Wednesday evening (if camp location is available) there will be a family night for the campers and their families. The family night will consist of a potluck dinner where families are asked to bring a dish to share and a variety of day camp activities will be available for families to participate and enjoy. Partnership Please accept this proposal as an introduction to what we hope will be a long term collaboration between CHCYMCA and Orange County Parks and Recreation. This proposal outlines a budget for a Summer Day Camp collaboration using Orange County Parks and Recreation's facilities and YMCA staff and program supplies. It is our hope that by using the strength of each organization, we can work together and offer a summer day camp that will benefit the children of Northern Orange County. Through this collaboration, CHCYMCA will have the benefit of utilizing the Orange County Parks and Recreation facilities, have the benefit of using the advertising stream provided by Orange County Parks and Recreation and have a new community in which to offer programs. Orange County Parks and Recreation will benefit by providing a reduced rate for camp for all Orange County employees. Additionally, CHCYMCA will advertise all of the Orange County summer programs at the University Mall Camp Fair; and all Northern Orange County residents will have the opportunity to take advantage of the sliding scale through the YMCA scholarship programs. 5 It is our hope that together, both organizations can do better than either would be able to do individually, and that this true collaboration will be the start of many opportunities for the YMCA and Orange County Parks and Recreation to offer quality programs for years to come.