Parent Survival Manual 2016

YMCA Hargis Retreat

928 Hargis Drive

Chelsea, Alabama 35043

205.678.6512 Fax: 205.678.6515

Welcome to YMCA Hargis Retreat’s Summer Day Camp!

We are pleased and excited that you have chosen to enroll your child in our Day Camp Program. We will serve your child/children with compassion, patience, skill and respect. It is our desire that staff and parents become partners. To better serve your family, we ask that you let us know of any concerns, ideas or thoughts that you may have regarding camp. The YMCA is a place for families, and we want to do everything possible to strengthen and support your family.

The staff at Hargis Retreat believes that each child is a unique individual with his or her own rate of development. Our goal is to introduce children to as many new, positive experiences as possible and help each child feel confident and secure in a fun, safe camp environment. We are dedicated to molding the lives of our campers and creating friendships and memories that will last a lifetime.

YMCA DAY CAMP UPGRADE

IMPACT FOR LIFE

OUR FOCUS IS YOUTH DEVELOPMENT

Youth Development is the social-emotional, cognitive, and physical processes that all youth uniquely experience from birth to career. A successful development process fulfills children and teens’ innate need to be loved, spiritually grounded, educated, competent, and healthy.

Trading stories and sharing a favorite book or song with a new friend. Being greeted with smiles and high-fives from staff and team-mates after scoring the winning point. Always fitting in, just for being you. This is what the Y's summer camp is all about—ensuring kids get more out of their summer break: more friendships, more accomplishments and more belonging.

Friendship

We demonstrate the role positive relationships play in the well-being of a child through:

• Staff-camper Relationships

• Camper Peer Friend-making

• Parent Engagement

Accomplishment

We help children realize their passions, talents and potential through:

• Achievement Passport

• Skill Variety & Mastery Charts

  • Disguised learning activities through STEM, Reading and Writing

BELONGING

We are a place where kids feel safe, welcomed and can express their individuality through:

• Autonomous Choices

• Rituals and Traditions

• Daily Activity Framework

• Inclusion

Why Your Child Belongs at the Y:

Our core values. We make our core values—caring, honesty, respect and responsibility—part of everything we do.

Our commitment. We plan our programs around with developing the whole child. We will create a fun and engaging environment that is focuses on friendship, accomplishment and belonging.

Our staff. We are caring, competent and experienced. Our training includes camp safety, activity planning, CPR, First Aid, and more, making your child’s experience both safe and fun.

Low camp staff/child ratios.

1:10 entering grades K-3

1:12 entering grades 4 & up

Our promise. No child is denied access due to inability to pay.

Our pledge. We are dedicated to making you and your child’s experiences at the Y extraordinary. At the end of the day, your child will come home with stories of a fun-filled and fabulous day.

WHAT WE VALUE AT SUMMER DAY CAMP

Safety First

  • Low staff to child ratios
  • Campers are assigned a specific leader within camp
  • Monitored sign in and sign out
  • Rigorous staff training
  • Safety standards
  • Fun Engaging Activities
  • C.A.T.C.H activities to keep campers movies
  • Field trips
  • STEM learning
  • Swimming and other water activities
  • KidzLit and KidzMath games
  • Camp Readers
  • Special Events
  • Sports and Games
  • Multitude of outdoor activities

Parent Communication

  • Parents receive weekly highlight sheets with activity schedule and special reminders.
  • Parents can communicate with staff to help each child have a great experience.
  • Our staff will let you know about your child’s successes and any problems.
  • We conduct evaluations for feedback all summer long
  • Leadership team available by phone or email to answer questions
  • We keep your personal information confidential.

Tax ID Number: 630299894

What are the daily pick-up and drop-off procedures?

Hargis Pick-up and Drop-off

Parents utilizing Hargis as their drop-off/pick up site should drive to Hargis and follow the signs directing cars to drop-off/pick-up areas. Please be prepared to show photo identification when picking up your child at camp or at the bus stop each day.

  • Regular drop off time: 8:00-8:15
  • Extended Morning drop off time: 7:00-8:00
  • Regular Pick up time: 4:45-5:00
  • Extended Evening pick-up: 5:00-6:00

Late arrival: If you arrive later than 8:15 you will need to sign your camper in at the camp office.

Early pick up: If you need to pick your camper up early, please fill out an early check-out form. Forms are available on the website, at Hargis pick-up/drop-off site, in the camp office and at every bus stop. It is very helpful to provide advance notice of early pick up. Campers are often out on hikes or elsewhere on the property. We will make every effort to have your child in the office at the requested time, if we are made aware.

Bus Service Times/Location

Please note: We cannot transport a child who is not registered for the camp session.

There will be a counselor at the bus stop for the entire length of time listed. Counselors do their best to make this time an enjoyable experience by playing games, singing songs, etc.

Bus Stops / Times / Location
Mountain Brook Community Church / 7:15-7:50am/5:15-5:50pm / CornerofDolly Ridge Rd /Hwy 280
Lowe’s / 7:30-7:50 am/5:00-6:00pm / Valleydale & I-65
First Christian Church / 7:15-8:00 am/5:15-5:50 pm / Valleydale Rd (nearing 280)
Greystone Elementary / 7:10-7:55 am/5:00-5:55 pm / HWY 280
Pelham Church of God / 7:10 – 7:55 am/5:00 – 5:55 pm / County Rd 52 and Applegate Cir
Hargis / 8:00-8:15 am/4:45-5:00 pm / Hargis(Follow Signs)
Hargis Extended Day / 7:00-8:00 am/5:00-6:00 pm / Hargis (Follow Signs)

Where is Hargis located?

928 Hargis Dr. Chelsea, Alabama. It is approximately 5 minutes off of HWY 280. Traveling east on HWY 280(away from Birmingham):

Go over Double Oak Mountain into Chelsea (pass Walmart)

Turn Left onto County Rd. 39 (before the Publix)

Turn right at stop sign onto CR 280

Turn left onto CR 461 at the Hargis Retreat sign

Bear left when the road splits for parent drop off/pick up

Bear right to get to the camp office

Transportation Information

We cannot transport a child that is not registered for the camp session. If you have not registered prior to the session start date, please bring your child to the camp office and complete the registration process. Transportation can be provided after this has been completed.

Severe Weather and Bus Transportation: Please be aware if we determine that traveling on buses in not safe due to weather conditions, we will hold the buses at Hargis and ask that parents pick up campers here. In this case, parents will be contacted by phone to be made aware.

Who drives your buses?

All of our drivers are certified bus drivers (CDL), most work for Shelby County School System during the school year.

Where do your buses come from? Are they Safe vehicles?

All of our buses are YMCA owned and certified and inspected by the Department of Transportation. Inspections are performed by drivers prior to each trip per YMCA policy. YMCA compliance personnel also conduct periodic inspections.

Does a Counselor check roll on the buses?

Yes: Counselors check roll when the buses load and again when they unload.

What are the bus rules?

  1. Campers must remain in their seats with their backs and bottoms touching the seats at all times.
  2. Campers sit same sex, same age.
  3. Campers must keep their voices at an appropriate level at all times.
  4. Campers may not put anything (including body parts) outside the bus windows.
  5. Campers must behave respectfully and use appropriate language.
  6. No eating or drinking on the bus (except when permitted by camp staff).
  7. All campers must follow the directions of the driver and camp staff at all times.

What if I need to add or delete someone from the authorized pick-up list?

You may change camp information by contacting the camp office or during drop-off or pick-up times. Changes must be in writing and can be faxed or sent via email. A copy will be maintained in your child’s file.

What if my camper is going to be absent?

If your child will be absent from camp, please call the camp office by 8:15. There are no credits or refunds for missed days of camp. If a child is sick, with a note from a physician, and unable to attend we will work with your family to reschedule camp dates.

What if I am late picking up my camper from camp?

Children not picked up by 6:00 pm will be charged a fee of $1 per minute. Every attempt will be made to contact parents. If the parents are not reachable and the child has not been picked up by 7:00 p.m., DHR and Shelby County Sheriff’s Department will be contacted.

What should my camper bring to camp?

Campers will need a backpack with a change of clothes, water bottle, modest swimsuit(one-piece or “Tankinis for girls” please), sunscreen (please apply one coat before your child gets to camp) bug spray, and a towel. A plastic bag is also a good thing to pack to put wet clothes in. Do not send new clothes or expensive water bottles as they can get damaged or lost. Label ALL items with your camper’s name. Campers may bring fishing poles(be aware that the poles will be left unattended at times during the day).

What shouldn’t my camper bring to camp?

The best way to prevent the loss of property is to leave valuables at home! Please leave new clothes, all video games, cell phones, I-pods and expensive jewelry/watches at home. Also, campers are not to bring money to camp. Don’t send your child to camp with any toys, such as trading cards etc. In addition the following items are not allowed to be brought by campers to Day Camp: alcohol or drugs, personal sports equipment (unless required by camp participating in), vehicles, animals, weapons, and video games.

What if my camper loses something at camp?

Please feel free to check for your child’s lost items at the designated area in the summer camp office. Lost and found items are kept at Hargis for two full weeks and then donated to charity. The YMCA is not responsible for camper possessions that are lost, stolen, or broken.

What should my camper wear to camp?

We encourage our campers to wear old clothes in which they are ready to play hard and get dirty! Campers are required to wear closed toe shoes and socks daily. Flip Flops, and/or Crocs are not allowed!

Can my camper and his/her friend be in the same group?

In most cases, however, there are circumstances in which the YMCA camp staff will be unable to meet your request. Our campers are divided into groups by age. Luckily, there is time during the day in which the entire camp is together. Your child will be able to be with his/her friend during this time. And remember, camp is for making new friends, too!

What can my camper expect to do on a typical day?

There are certain activities (swimming, chapel, lunch and snack time twice a day) that your camper will participate in each day. Among others, your camper will participate in the following activities once or twice each week, depending on his/her schedule:

  • Archery
  • Canoeing
  • Fishing
  • Rock Climbing (entering 6th grade and above)
  • Rock wall climbing (entering 4th and 5th grades)
  • Arts and Crafts
  • Chapel/Value time
  • Lake Swimming
  • Hiking
  • Teambuilding Activities
  • Field Games

Other frequently asked questions?

Will sunscreen be applied to my camper throughout the day?

We will remind campers to apply sunscreen. We also count on our parents to apply sunscreen before children come to camp. ALLchildren will apply sunscreen. If you do not want you’re your child to apply sunscreen or would like a special type, please provide your preference.

What is camp restroom procedure?

No camper is ever alone, and no camper is ever alone with a staff member. All campers use the “buddy system” (in groups of three) when taking trips to the restroom, or they go with the entire camp group.

What if I need to speak with my camper while he/she is at camp?

We understand that urgent situations come up. If you should ever need to reach your child while he/she is in camp, please call the camp office at 205.678.6512. The office staff will work with you.

What happens when there’s inclement weather?

All camp activities proceed in the case of light rain.

In the case of:

  • Lightening, there is ample shelter to which groups can go.
  • More severe weather, all campers will gather either in Cannon Hall or the Dining Hall.
  • Tornado warning, all campers will go to a pre-determined area within the Dining Hall and/or other buildings on site.

Will there be camp evaluations?

Evaluations will be conducted periodically during the summer or at the end of summer. We love your feedback and we appreciate the opportunity to address any problems. If you have questions or concerns, please call the Day Camp Director.

When will my camper receive a t-shirt?

Each child will receive one t-shirt per summer. Even if your child is here for every session, he/she will only receive one shirt. Shirts will be given out on Thursdays, so that campers can wear them on Friday.

Supervision of Campers

Who is responsible for my child while he/she is at camp?

We feel confident that we have the best staff around! Our staff is as diverse as our campers. The majority of our staff is college students. Our camp counselors who are responsible for supervision of children are at least 19 years old. We will often have junior staff members and/or volunteers assist with groups and activities.

All Camp staff members go through an extensive interview process, have background checks performed and are also cleared through DHR’s Child Abuse and Neglect Registry before they begin work with children. All are certified in CPR, basic first aid and undergo extensive training for their position as camp counselors. We do everything possible to make sure your child is safe and well-taken care of during their time at Hargis. Most importantly, our staff is people who love kids. They want to spend their summer playing, teaching and working with children.

What training does the camp staff receive?

All camp staff members are required to attend staff training prior to the first day of Summer Camp. Our trainings cover a great deal. The staff learns all the policies and procedures of the YMCA of Greater Birmingham and Hargis Retreat YMCA Summer Camp program. They learn techniques of how to better interact with children, how to use positive discipline, how to detect and report child abuse. They are well trained in areas of safety/emergency procedures, songs, activities, games and arts & crafts.

At the end of our training, they are ready to use their new skills and knowledge with campers. Selection as a Camp Leader at YMCA Hargis Retreat is competitive. You can be sure that we are hiring the “best of the best” to work with your children. We are sure that you’ll agree.

How many staff will be watching my camper?

We operate on the following ratios, which are recommended by the Department Of Human Resources.

Entering 1st-3rd grades Ratio: 1:10

Entering 4th-8th grades 1:12

Can staff members babysit for our family?

No. Although Y-Camp staff work well with children, our policy states that our staff are not permitted to babysit for families involved in our YMCA programs.

Can staff accept presents?

Although our staff works long, challenging hours, our policy states that employees are not to accept gratuities. If you wish, we would encourage you to make a donation to our Annual Campaign to help fund children who otherwise wouldn’t be able to attend camp.

Pool and Waterfront Safety

Where do campers change into their swimsuits?

The campers change in designated same-sex changing areas. These areas are staffed and monitored while campers are in these areas.

What if my camper does not want to swim/ or forgets his/her bathing suit?

If your child doesn’t want to swim or forgets their swim suit he/she simply won’t go swimming. Most campers want to swim, but those who do not may engage in other activities in the pool area.

What if my camper can’t swim?

All children will be given a swim test at the beginning of the week in the pool and will receive a colored wrist band which will identify their swimming ability to our lifeguards. Please allow your child to keep the wristband on all week. All non-swimmers must wear life jackets at the pool and other waterfront areas. While at the lakefront, whether at canoes or swimming, all campers are required to wear life jackets. All waterfront areas are monitored by certified lifeguards.