HomeMy WebLinkAboutDocumentation_Regular_Tab 18_12/12/2024 Agenda Item #18.
Regular Council
STAFF MEMO
Meeting: Regular Council - Dec 12 2024
Staff Contact: Greg Corbitt, Director of Parks and Department: Parks and Rec
Recreation
Consider Approval of Facility Use Agreement Between Sports Tyme Summer Camp and the Village
of Tequesta Parks & Recreation for the Summer of 2025
Please see attached Facility Use agreement between Sports Tyme Summer Camp and the Village of
Tequesta Parks & Recreation for facility usage during summer 2025 for the purpose of summer camp
facilitation.
The SportsTyme camp, hosted at the Tequesta Recreation Center, offers a summer program for kids
aged 5 to 11. The camp runs for nine weeks, from June 3 to August 9, excluding the week of July 4,
with sessions from 9 AM to 4 PM. Early drop-off and late pick-up options are available for an
additional fee. The camp costs $240 per week, with a one-time registration fee of $15 per camper.
Revenue is generated based on a rental of $21,500. Parents and participants generally give positive
feedback, appreciating the camp's focus on safety, sportsmanship, and a variety of activities. The
staff is CPR and First-Aid certified, and the camp emphasizes team-building and character
development through sports. Survey results consistently show high satisfaction with the camp's
programming, with many families returning year after year.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-
768-0443.
BUDGET • - •
BUDGET AMOUNT AMOUNT AVAILABLE EXPENDITURE AMOUNT: 0
$207889.00 $207889.00
FUNDING SOURCES: N/A IS THIS A PIGGYBACK:
❑ Yes 0 N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes 0 N/A
COMMENTS/EXPLANATION ON SELECTIONN/A
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Agenda Item #18.
Agreement Transmittal Form for Agreements Approved by Council and the Manager Updated 6-28-
2023 3
Sorts Tvme Contract
Staff Memo
Survey
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Agenda Item #18.
Village of Tequesta
Village Clerk's Office
Agreement Transmittal Form
Attach the Agreement Transmittal Form to the top of ALL agreements including agreements that
go to Council for approval AND agreements the manager signs (under $75,000). Agreements
are processed and imaged immediately following the council meeting, therefore should be
signed by the entity you are entering into agreement with PRIOR to coming to the Clerk's
or Manager's Office. Please complete the form in its entirety.
DEPARTMENT AND STAFF Parks & Recreation, Kathleen Worley
CONTACT (who do we contact
with questions):
NAME OF VENDOR: Sports Tyme
PROJECT NAME/TITLE OF Facility Use Agreement
AGREEMENT:
COUNCIL APPROVAL DATE: 12/12/2024
ORDINANCE/RESOLUTION N/A
NUMBER:
IS THIS A CAPITAL PROJECT: ❑ Yes
Capital projects require a longer X No
retention period.
DOLLAR AMOUNT: $201889.00
AGREEMENT TERM END DATE
(Required to be filled in): August 9, 2025
If the agreement DOES NOT have
an end date, please assign it an
end date for imaging and
disposition purposes.
NUMBER OF AGREEMENTS TO 1
BE SIGNED (did you place sign
her tabs in the proper signature
locations?)
SPECIAL INSTRUCTIONS FOR
CLERK'S OFFICE:
Updated: 6/28/2023
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Agenda Item #18.
PARKS
R
11 pe
VILLAGE OF 'pEQUESTA PACKS
AND RECREATION DEPARTMENT
FACILITY USE AGREEMENT
THIS AGREEMENT FOR use
of the Village of Tequesta Rec Center
Gymnasium
and Constitution Park. ("Agreement") is entered into and effective this _
{� b and between the VILLAGE C�F
day o f Zo� (the Effective Bate �, y
. with offices located at 345 �'equesta give,
T��TI�ESTA, a Florida municipal corporation
Te uesta,Florida 334695 organised and existing 1n accordance with the laws of the State of Florida,
. , with offices located at
hereinafter the "Village"; and
hereinafter the "Renter" and
collectively with the Village, the"Parties".
WITNESSETH
The Village and the Renter, in Consideration of the mutual covenants contained herein and.
e receipt and sufficiency of which is hereby
for other good and valuable consideration, the p
g
acknowledged b both Parties,hereby agree as follows:
�'
1. FACILITY IhiFO►Rl4'IATioN AND FEES: The Parties hereby agree to enter into this
Renter to occupy Agreement whereby the Village will allow certain areas in the Village Rec Center
urther described below, for the purposes of operating a
Gymnasium and Constitution Park as
Summer Camp-type program. The Facility is located at 399 Seabrook Road, Tequesta,FL 33469
weekly fee of for Facility use during.
("Facility"'). Renter agrees to pay the wee y
• • far ,weeks "Fee"). Renter agrees to make
session operations, totaling
if of the Fee due prior to the first day of facility use, and
payments to the Village by check, with.ha
last week of the cam
the other half dine on the Monday of the p program. if Facility space is needed
for training or orientation dates for staff, that will be cowered by a separate agreement.
2. US
E OF FACILITY: The Facility shall be used for the purpose stated in the Agreement
further described in the Renter's proposal, attached as Exhibit "A." Renter shall comply
and as ri p
with all local, state and federal laws related to its program and use of the Facility. The gymnasium
is a secure location in the building and requires a key fob to enter. Only Village staff have access
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Agenda Item #18.
to opening the secured doors. The areas of the Facili that are off limits mits to the Renter are: the
game room, kitchenette, offices, lobby slide, and activity rooms 1. 21) & S. In the event that the
playground is used, playground users must be accompanied and supervised at all times by Renter
must be provided by and signed by Renter outlining such
staff. A "Playground Supervision Plan"'
olicies to be followed by Renter which will be attached to and incorporated 'nto this Agreement
ng occupancy for the gymnasium. Due
as Exhibit"'B." peopic is the maximum bu'ldI
to fire codes, the Renter shall not exceed this number. it is the responsibility of the Renter to
provide adequate supervision, to the you during organized and -unorganized activities. Any u*se
onsite
of Constitution Park must be appropriately monitored by the Renter and 'Its staff. Because
restroom facilities are located outside of the rec facility building Renter Staff must accompany and
appropriately monitor attendees leaving the rec facility building -f or restroom use. A "'Restroom
Supervision Plan"must be provided by and signed by Renter outl i ning such policies to be followed
Incorporated into this Agreement as Exhibit"C". Alcohol,
by Renter which will be attached to and incorpo
gum., vaping, and tobacco products are prohibited in the park or in the Facility. Renter shall*not
store any equipment or materials at the facility without approval of the Recreation Supervisor.
relocate.,or take Village property outside for any reason without approval
Renter shall not remove, 1 ity. Renter shall pick
from the Recreation Supervisor. Renter is responsible for cleanup of the facility.
up, bag, and remove all trash generated inside the facility. Renter must sweep the gymnasium
floor daily. A "Heat Advisory Plan" must be provided by and signed by Renter outlining Renter
I incorporated into this
policies and practices during high heat days which will be attached to and
agreement as"Exhibit M. It is the responsibility of the Renter to keep, collect and store any items,
known as "lost and found," that are left behi•nd by the youth attending its program. Renter will
leave all fixtures in the condition that they were found in or be c har ged for any damages. Any and
all damage in the park or inside the facility must be reported to the Recreation Supervisor m writing
to kworley@tequesta.org as soon as it is noted. Failure to do so will be conclusive evidence that
the damage was caused through the fault of the Renter. In the event there is any damage to the
facility equipment, ftimit-ure, or park equipment,through the fault of the Renter, its staff, or youth
attending its program, the Renter shall pay all fees to cover the costs of repair. All proposed
perform, or participate in Renters camp
entertainment and educational guests coming to visit,
activities and the proposed dates for such visits must fi rst be noticed to and preapproved by the
Village Parks & Recreation Supervisor. All guests who have outside presentations must report to
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Agenda Item #18.
Dover Road. Renter shall provide a drop offipick up plan detailing policies and procedures
dules for camp drop off and pick up. This plan must include instruction to
including time schedules
parents of camp participants that parldng in an approved parking space is required during pick-up
time. This plan shall be signed by Renter and attached to and incorporated into the agreement as
"Exhibit E".3. CAMP RULES GULA►.TIONS A.ND TRAININGS: All Renter's camp staff
ed to pass a level 2 background check. Any Camp Staff that fail said
("Camp Staff') are required hibited from working at the Facility under this Agreement. A list or
background check are pro
description of all staff qualifications, trainings, and prescreening is attached as Exhibit "F." A
description of camp rules and regulations will be provided to the Village Recreation Supervisor.
Renter shall develop and maintain an "Emergenc y Action Plan" with policies and procedures for
how to respond to medical emergencies including ensurin g that at least one onsite staff member
maintains access to camp participant medical and emergency contact information in the even t of
an on-site medical emergency. Such plan shall be sig ned by Renter and attached to and
incorporated into this agreement as "Exhibit G". At all times Renter will ensure these rules and
regulations are followed. Renter agrees to provide Village residents priority registration, including
early registration and reduced cost registration. Cam p attendees will be dropped off and picked
n youth at all
up in a car line style. Camp Staff will be responsible for the security and safety of the
times during this process and must have a staff member available to walk the youth into the
building at drop off time. Parents are prohibited from entering the Facility at this time, and it is the
responsibility of the Camp Staff to enforce this rule. All Camp Staff will park in the parking lot
across the street from the Facility on Seabrook Road.
4. TERM; TERMINATION; NO TICE: This Agreement shall be for a term of
, commencing on and endin g on
This Agreement may be terminated with cause by either party upon 60 days written notice to
the other party. This Agreement may be terminated for cause for(i}either party's failure to comply
with the material terms of this Agreement, or(ii) any representation, guarantee, or warranty made
by the other party in this Agreement or an y of its exhibits proving to have been incorrect or false
in any material respect when made. In the event that either party wishes to terminate this
Agreement for cause, that party must give the other party written notice of the alleged cause for
termination and seven L7) to cure the alleged cause for termination.
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Agenda Item #18.
Village Renter
Village of Tequesta
345 Tequesta Drive
Tequesta, FL 33469
Attn: Greg Corbitt, Director
Parks and Recreation
5. INSURANCE: The Renter shall provide proof of wOrkman')s compensation insurance and
liability insurance in such amounts as deemed sufficient by the Village and shall name the Village
as an 4&additional insured"" on the liability portion of the insurance policy.
6. INDEMNIFICATION:The Renter shall at all times indemnify,defend and hold harmless
the Village2 its agents, servants, and employees, from and against any claim, demand or cause of
action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct or
misconduct of the Renter, its agents, servants, or emplo yees in the performance of services under
this Agreement. Nothing contained in this A greement shall be construed or interpreted as consent
by the Villa ge to be sued, nor as a waiver of sovereign immunity beyond the waiver provided in
Section 768.285 Florida Statutes.
7. RIELATIONSHIP OF THE PARTIES: it is specifically understood that the Renter is
not an agent or employee of the Village. Both the Village and the Renter agree that this Agreement
is not a contract for employment and that no relationship of employee—employer or principal—
agent is or shall be created hereby5 nor shall hereafter exist by reason of this Agreement
S. AMENDMENTS AND ASSIGNMENTS: This Agreement and all Exhibits attached
hereto constitute the entire Agreement between both Parties; no modifications shall be made to
this Agreement unless in w-riting, agreed to by both Parties, and attached hereto as an addendum
to this Agreement. The Renter shall under no circumstances sublease the Facility or allow any
other organizat•ion or individual use of the Facility without prior written consent of the Village.
9. INSPECTOR GENERAL:Pursuant to Sections 2-421-2-432 of the Palm Beach County
Code of Ordinances, the Office of the Inspector General has jurisdiction to investigate municipal
matters, review and audit municipal contracts and other transactions, and make reports and
recommendations to municipal governing bodies based on such audits, reviews, or investigations.
All parties doing business with the Village shall fully cooperate with the inspector general in the
exercise of the inspector general's functions, authority,and power. The inspector general has the
4
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Agenda Item #18.
ire the production of records, and to audit, monitor,
power to take sworn statements, requ
investigate and inspect the activities of the Village, as well as contractors and lobbyists of the
Village in order to detect,deter,prevent, and eradicate fraud,waste, mismanagement) misconduct,
and abuses.10. E-VERIFY ELIGIBILITY: The Contractor warrants and represents that it is in
corn Dance with Section 448.095, Florida Statutes, as may be amended. No later than January 1,
p
20211) the Contractor shall: (1) register with and use the E-Verify System �E-Verify.gov) to
1 1 1 - and (2) verify that all
electronically verify the employment eligibility of all newly hired workers
of the Contractor's subconsultants performing the duties and obligations of this Agreement are
registered with and use the E-Verify System to electronically verify the employment eligibility of
all newly hired workers. The Contractor shall ob tain from each of its subconsultants an affidavit
stating that the subconsultant does not employ, contract with,or subcontract with an Unauthorized
Alien, as that term is defined in Section 448.095(l)(k),Florida Statutes, as may be amended. The
Contractor shall maintain a copy of any such affidavit from a subconsultant for, at a minimum,the
duration of the subcontract and any extension thereof This provision shall not supersede any
provision of this Agreement which requires a longer retention period. The Village shall terminate
this Agreement if it has a good faith belief that the Contractor has knowingly violated Section
448.09(1), Florida Statutes, as may be amended. If the Contractor has a good faith belief that the
Contractor's subconsultant has knowingly violated Section 448.09(1),Florida Statutes, as maybe
amended, the Village shall notify the Contractor to to its contract with the subconsultant
and the Contractor shall immed•
iately terminate its contract with the subconsultant. In the event of
such contract termination, the Contractor shall be liable for any additional costs incurred by the
Village as a result of the termination,
11. SCRUTINIZED COMPANIES: For Contracts under $1 M, the Contractor certifies that
it is not on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, and that it is not engaged in a boycott of Israel. The Village may
terminate this Agreement at the Village's option if the Contractor is found to have submitted a
false certification as provided under Section 287.135(5), Florida Statutes, if the Contractor has
been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section
215.4725, Florida Statutes, or if Contractor is engaged in a boycott of Israel. For Contracts over
$1 M. the Contractor certifies that it is not on the Scrutinized Companies with Activities in Sudan
5
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Agenda Item #18.
List, the Scrutmized Companies with Activities in the Iran Petroleum Energy Sector List, or the
Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida
certifies that it is not en gaged in a boycott of Israel, and that it
Statutes. The Contractor further
does not have business operations in Cuba or Syria, as similarly provided in Section 287-135,
Florida Statutes. The Village may terminate this Agreement at the Village's option if the
ided under Section 287.135(5),
Contractor is found to have submitted a false certification as prov
Florida Statutes or if the Contractor has been placed on one of the aforementioned lists created
pursuant to Section 215.4725, Florida Statutes. Additionall y, the Village may terminate this
Agree at the Village's option if the ContraCtOT is engaged in a boycott of Israel or has been
QW din business operations in Cuba or Syria,as defined in Section 287-135, Florida Statutes.
engage I In the event a dispute arises concerning this Agreement, the
12. ATTORNEY'S FEES:
prevailing party shall be awarded attorne y's fees, including fees on appeal.
13. CIHOICE OF LAW; VENUE: This Agreement shall be governed and construed in
accordance with the laws of the State of Florida,and venue shall be in Palm Beach County
should
any dispute arise with regard to this Agreement.
14. PUBLIC RECORDS: In accordance with Section 119.0701, Florida Statutes, the Renter
must keep and maintain this Agreement and any other records associated therewith and that are
ormance of the work described in Scope of Services. Upon request from
associated with the perf
the Village's custodian of public records, the Renter must provide the Village with copies of
requested records, or allow such records to be inspected or co pied, within a reasonable time in
accordance with access and cost requirements of Chapter 119,Florida Statutes. A Renter who fails
to p rovide the public records to the Village, or fails to make them available for inspection or
copyin g, within a reasonable time may be subject to attorney's fees and costs pursuant to Section
ies under Section 119.10, Florida Statutes. Further,
119.070 1, Florida Statutes, and other penalt
the Renter shall ensure that any exempt or confidential records associated with this Agreement or
associated with the provision of services contemplated herein are not disclosed except as
authorized by law for the duration of the Agreement terra, and following completion of the
Agreement if the Renter does not trans
fer the records to the Village. Finally, upon completion of
the Agreement, the Renter shall transfer, at no cost to the Village, all public records in possession
of the Renter or keep and maintain public records required by the Village. If the Renter transfers
9
all public records to the Village upon completion of the Agreement, the Renter shall destroy any
6
Page 243 of 393
Agenda Item #18.
duplicate public records that are exempt or confidential and exempt from public records disclosure
requirements. If the Renter keeps and maintains public records upon completion of the Agreement,
the Renter shall meet all applicable requirements for retaining public records. Records that are
stored electronically must be provided to the Village, upon request from the Village's custodian
of public records,in a format that is compatible with the Village's information technology systems.
IF THE RENTER HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 1199 FLORIDA STATUTES, TO THE RENTER'S DUTY TO
PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT,
PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN
FOR THE VILLAGE, AT (561) 768-0685, OR AT Immi 11iamsra),tgqu esta.,o Eg.
OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469.
15. HEADINGS: The headings contained in this Agreement are provided for convenience
only and shall not be considered in construing., interpreting or enforcing this Agreement.
16. SEVERABILITY: The invalidity or unenforceability of any provision of this
Agreement shall not affect the validity or enforceability or any other provision of this
Agreement and this Agreement shall be construed and enforced in all respects as if the invalid
or unenforceable provision is not contained herein.
17. WAIVER: No waiver by the Village of any provision of this Agreement shall be
deemed to be a waiver of any other provisions hereof or of any subsequent breach by the Renter
of the same, or any other provision or the enforcement hereof. The Village's consent to or
approval of any act requiring the Village's consent or approval of any act by the Renter shall
not be deemed to render unnecessary the obtaining of the Village's consent to or approval of
any subsequent consent or approval of, whether or not similar to the act so consented or
approved.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the
date and year first above written.
WITNESSES. [ �
-
7
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Agenda Item #18.
By:
(Corporate Seal)
VILLAGE OF TEQUESTA
ATTEST: By: Greg Corbittq Parks and Recreation Director
Recreation Supervisor
8
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Agenda Item #18.
Exhibit A
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r�7 ,
Agenda Item #18.
rn
Activity Proposal Form
Camps
r1 -
Your Name Den�v�>
Company Name
Contact Phone Number �A� (Q
-ZIN
Contact E Mail ca) 0 o
Title of Cam .
p
Description of Camp:
Preferred Start Date
Preferred end date
6
Preferred room � � '�
Times camp will meet c�-
Ages of cam r
A campers
� p
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Agenda Item #18.
Exhibit B
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Agenda Item #18.
Exhibit B-Playrground Supervision Plan
Sportstyrne staff will do a head count before exiting the TRC gym and as they re-enter the TRC gym.The
Sportstyme Director will also do periodic head counts and remind the staff of the importance of head
counts.
Cc V U
Page 249 Of 393
AgendaItem #18.
Playground Supervision
All coach protocols will be followed by Sportstyme coaches whether inside or outside. A sight line needs
to be maintained at all times with the individual coaches play groups. All coaches need to maintain, a
headcount of their individual group. in case of inclement weather,, the group will be moved to a safe
place immediately.
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Agenda Item #18.
Exhibit C
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Agenda Item #18.
Exhibit C-ResLnoorn Supervision Plan
Sportstyme Staff will monitor all restroom breaks when campers exit the TRC for bathroom breaks. Staff
will step outside while the camper is using the outside restroom or stand in the doorway of the door
exiting the TRC gym /n order to maintain visual contact.
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Agenda Item #18.
Exhibit D
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Agenda Item #18.
Exhibit D-Heat Advisory Plan
Sportstyme staff will monitor the weather conditions and provide as many water and inside breaks as
needed to maintain our"safe,fun, and secure" motto.
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Agenda Item #18.
Exhibit E
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Agenda Item #18.
Exhibit E-Drop off Pick up Plan
Parents will be notified at Monday arn drop off that if they have chosen the late stay option they must
park inaTR[ parking spot and enter through the Sportstyrne door on the side of the building for late
stay pick up.
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Agenda Item #18.
Exhibit F
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Agenda Item #18.
Exhibit F-Ustof staff qualifications, tnainlngs and pre-screening
All staff must be 16 years of age, apply online, be interviewed and hired after interviewing. They must
be fingerprinted and subsequently background checked. They must attend pre-camp training session
with program director.
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Agenda Item #18.
Exhibit G
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AgendaItem ���X�"� "=.
Exhibit G-srnergencyAction Plan
The Sportstyrne Director or Director on Duty will have access at all times to the emergency contact
information for Sportstyrne parents. If 911 is called the TRC staff and emergency contact will be notified
as soon aspossible.
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Agenda Item #18.
O
COACH HANDBOOK
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Agenda Item #'18.
How to read this handbook
As you read this handbook, you'll come across sections labeled Mandatory. Manclatories are very
important to the program because they help fulfill our duties and safety standards as childcare providers.
Aside from MandaLories, you'll also find our Best ractiCeS. Best Practices are suggestions rather than
requirements. Every year, we collect and expand our best practices based on coach surveys and feedback.
Please set aside 15-20 minutes to read this entire handbook in one sitting. The end of this handbook
includes a detachable "cheat sheet" to help you retain and quickly review what you have learned.
Legal Disclaimers
All rig hts reserved, The material in this handbook may not be shared, reproduced, or distributed, in whole or
in part, without the prior written permission of SportsTyme Affiliated Inc,
Nothing contained in this handbook is intended to, nor does it create a contract of employment for any specific
duration, Employment can be terminated with or without cause and with or without notice at any time at the
option of either you or the company. No employee of the company has the authority to enter into any
agreement for employment for any specified period of time or to make any agreement contrary to the foregoing.
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Agenda Item #18.
Curriculum
(C
._
The goof of our curriculum is to create a
relaxing environment where kids can gain ;
confidence, learn new sports, and snake _
friends. As coaches, we are responsible for
implementing this curriculum by consistently
r� g
applying the Mand laid out in thisator�es
section� rr
A
PolicyCampers
Device
CR. 1 Electronic
Mandatory
Cam ers may bring cell hones and ether personal electronics to camp; however, they can only use them
l� y g p
during specific parts of the day- open gym, snack, and lunch breaks.
'�
Campers who abuse this privilege by using their devices during structured activities, or using them for
inappropriate behavior, will have their privileges revoked,
How You will Demonstrate Compliance
• Campers can only use electronic devices during specific parts of the day- open gym, snack, and
lunch breaks.
CR. 2 Rules of R
Mandatory
"Do unto others as you would have them do unto you." At SportsTyme, the Golden Rule informs our Rules of
Respect. The Rules of Respect are as follows.
• Respect Each other
Respect the Coaches
Respect the Equipment
Respect the Environment
By reciting the Rules of Respect every day, we communicate our expectations to campers and reinforce
those expectations.
How You will Demonstrate compliance
• Memorize and recite the Rules of Respect with campers every morning,
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Agenda Item #'18.
CRO 3 i i i n e Procedu re "3 Strike Rule"
Mandatory
When a child breaks a Rule of Respect, we follow our discipline procedure to ensure that bad behavior does
not conLinue.
Every camper receives a wristband at the start of the day, which they must wear until they leave. The
wristbands keep parents informed by showing them at-a-glance how their child is behaving at camp.
1 . The first time a child breaks a Rule of Respect,
they get an "X 11 on their wristband.
2. The second time a child breaks a Rule of
Res ' ;.
pect, they get their wristband taken away.
3. The third time a child breaks a Rule of
Respect, the coach fills out a Behavior Report
Form (see CR. 4) and gives it to the director.
Best Practices
After marking a wristband with an 'X or taking it
away from a camper, ask the group which Rule of
Respect was broken. By doing this, we achieve two
things:
1 . We reinforce learning by having campers recite the rule.
2. We show the campers that breaking a Rule of Respect has real consequences.
How You Will Demonstrate Compliance
• Consistently enforce the 3 Strike Rule among campers by carrying a pen or sharpie.
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Agenda Item #18.
CR. 4 Behavior e orb Form
Mandatory
If a child displays a repeated pattern of misbehavior by getting their wristband taken away, a Behavior Report
is filled out and given to the director, Ask your director where forms are located.
F,
BEHRVIOR REPORT
Camper Name:_ f `��i,���� '3 C-'1-\�
Coach Name- 11)
1 st aming:
-tit
JI .._._•---�-... ���4-W `'F''.= ... 10 1 y f �„ ram:.- t.�1
T 0 L.hi --
Coach Signature.
I)ate and Tim:
Best Practices
Filling out Behavior Report Forms is never fun, but it is necessary. If you have a child in your group who is
consistently misbehaving and the parents never find out about it, you are at fault, not the child. If you fill this
form out, give it to your director as soon as possible, and they will make sure it makes it home.
Flow You Will Demonstrate Compliance
• Fill out Behavior Report Forms when needed and give them to your director.
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Agenda Item #18.
11 'ousensit'ive Topics
Mandatory
SportsTyrne is a Christian program, and we are immensely proud of that fact; however, specific topics are
better left for the home or church. Coaches cannot conduct alter-calls or discuss things such as heaven or
hell. The devotional curriculum is the responsibility of our camp directors,
Furthermore, Coaches need to be proactive about shutting down other sensitive discussions. Kids are curious
by nature and are prone to bring up topics such as smoking, drugs, tattoos, body piercings, sexuality, dating,
politics, death, divorce, and the personal lives of staff members. Discussions like these have no place at
camp.
How You Will Demonstrate Compliance
0 Stop campers from engaging in sensitive/inappropriate discussions.
Zero-tolerance o 'icy
Most camper misbehavior is addressed using our wristband system. However, SportsTyme has a zero-
tolerance policy for the following misconduct. If a camper does any of the following, notify your director
immediately.
• A camper physically harms another camper or coach,
• A camper uses profane language or curses.
• A camper, or group of campers, demonstrates a pattern of bullying.
Our zero-tolerance policy is designed to quickly address the worst kind of misbehavior to create a safe and
reputable environment,
How You Will Demonstrate Compliance
• Notify your director immediately if a camper physically harms someone, uses profane speech, or
bullies.
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Agenda Item #18.
Code o onduct (CC)
At SportsTyme, we teach our campers a philosophy of respect, but we can't champion that philosophy
unless we practice it ourselves. We must create a working environment where mutual respect can grow and
flourish. This section will highlight what it means to be a responsible team member.
Ava ilability & Hou rs
Mandatory
Work schedules are managed by the director using an online platform called 'When I Work.'You must check
upcoming camp dates on the SportsTymc wcbsite and submit for time-off you might need before the season
starts. Time-off requests submitted after the season starts are subject to director approval.
• View camp dates by location:
h t.t sr)orls tymecarn r)s.com Icarp p-info
o How-to: Request Time-off on PC/MAC:
h [.,ps://hQlL),wheniwork.com/articics/`LQqLiesI.i,
time-off- omputcjr
How-to: Request Time-off on Android:
h-ttps:Z/hclp.when'iwork.coml'ar[.icles renuest.i
-
time-off-android
How-to: Request Time-off on iPhone:
htLps:Z/hclp.wheniwork.comLarVicieeques
lf-iphone-ioad/
How You Will Demonstrate Compliance
• Submit time-off requests via When I Work for director approval.
Page 267 of 393
Agenda Item #18.
CC. 2 Basic Clock-'In/Clock-out Etiquette
Mandatory
Check When I Work and adhere to the schedule by arriving on time for your shift each day. Inform the
director before leaving at the end of each shift if they are still on campus.
How You Will Demonstrate Compliance
• Arrive for work on time and notify the director before leaving at the end of each shift if they are on
campus.
CC. 3 Break Time
Mandatory
Every coach working a full shift (8.5 hours) must take a 30-minute break each day. This break is unpaid, so
you are welcome to come and go from the campus as you please, Ask your director when your break is
scheduled.
How You Will Demonstrate Compliance
• Know when your 30-minute break is scheduled.
CC. 4 Electronic Device Policy for Staff
Mandatory
WARNING: Bring electronics to camp at your own risk. You and you alone will be responsible for damages,
replacements, or repairs. Coaches who bring their cellphone to camp must also abide by the rules outlined
below:
✓ The only time a coach can use a phone within eyesight of a camper or parent is if he or she is using
it for something directly camp-related.
✓ The only time a coach can use their phone for recreation is during their allotted 30-minute break
(see CC. 3)-
How You Will Demonstrate Compliance
• Only use a phone within eyesight of a child/parent if it is for something directly camp-related.
Page 268 of 393
Agenda Item #18.
CC. 5 Dress C &
What to Br'in
Mandatory
Coaches must wear a SportsTyme shirt, close-toed
shoes, and shorts every y . ..,da . use common sense � �.
when choosing clothing appropriate to a childcare rw
setting)
Coaches who want to get wet on water day should
brie their bathing suits but the must arrive at �: r
g
camp wearing their SportsTyme shirts) ;
,I
Best Practices
M
a
We recommend bringing a whistle to camp) Why.
Because a coach who utilizes a whistle correctly never has to raise their voice.
For example, before starting your first activity on Monday, let your group know that whenever they hear the
whistle blown three times, everyone needs to freeze. Suddenly, getting quiet is a fun game, Practice this
game a few times until your group gets the idea.
How You Will Demonstrate Compliance
• Adhere to the dress code.
CC. 6
Staff-to-Staff
Mandatory
For the safety of our children and fellow staff members, all coaches must carry a two-way radio while on
campus (provided). Radios keep the team in constant contact for the day-today stuff and emergencies.
Camp emergencies include, but aren't limited to:
• Missing Child
• camp Intruder
• Severe Weather
• Major Injury or Medical Issue
How You Will Demonstrate Compliance
• Always carry a two-way radio,
9
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Agenda Item #18.
CC. 7 Staff-to-Parent tom m un ication
Mandatory
If a parent needs to be contacted(emergency or not), please alert your director. Unless your director gives
you explicit instructions to the contrary, contacting a parent is their responsibility.
How You Will Demonstrate Compliance
• Do not contact a parent without permission from the director.
CC. 8 Equal Distribution of Workload
Mandatory
Coaches need to support fellow staff members by sharing the workload, Coaches need to share
responsibilities, so no one coach carries the team.
Best Practices
If you find yourself melting into the background while other coaches take the lead, be more proactive by
offering help. Conversely, if you continually take the lead, you should step back and encourage your fellow
coaches into more active roles.
How You Will Demonstrate Compliance
• Support fellow staff members so work feels equally distributed.
CC. 9 Staff Write-u p Procedure
Mandatory
Each coach's responsibility is to ensure they are fulfilling the mandatories outlined in this handbook. Any staff
member who is not meeting their responsibility to the team is subject to a write-up. A write-up usually comes
from a director after a verbal warning. A formal write-up may become grounds for dismissal, especially if the
pattern of misconduct continues.
How You Will Demonstrate Compliance
• Uphold the Coach Handbook and fulfill camp duties to avoid a write-up.
10
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Agenda Item #18.
CC. 10 Coach Participati o n
Mandatory
Coaches need to engage during structured and unstructured activities. Kids need guidance and should not be
left alone to figure things out independently.
• Coaches should play alongside campers, not sit on the sidelines, including structured and
unstructured time, such as open gym.
• If a child is sitting out, go out of your way to make them feel welcome and included. Make things
fun for campers, which is particularly important during open gym.
Best Practices
While it is true that the director sets the activity
schedule, coaches have a lot of control over how
ti
each activity gets p layed. The best coaches can
L
sense when campers are not engaged, and they ,
use their creativity to put a spin on things. For
example, tell campers that the first person to
make a basket in basketball wins candy. Or put a
spin on a soccer game by pitting the boys I-A
against the girls (with the coach playing on the
weaker team). The only limit to an activity is your
imagination!
How You Will Demonstrate Compliance
• Do not sit unless campers are sitting, and actively engage with campers during structured and
unstructured time.
CC. 11 Sexual Harassment
Mandatory
If you or a fellow team member is Lho, target of sexual harassment, we want to know about it. Contact your
camp director or the camp owners directly to submit your complaint. You can choose to remain anonymous.
How You Will Demonstrate Compliance
• Submit sexual harassment complaints to either the director or camp owners.
1�
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Agenda Item #18.
Safety Policies and Procedures (SP)
Safety is our top priority.
SP. 1 Headcounts
Mandatory
Once coaches are assigned a group, they are responsible for ensuring that no child wanders off without
supervision. All coaches must Lake a headcount to establish the number of kids in their group and then
recount their kids before each activity.
If you perform a headcount and find you are missing a child, please stay with your group and contact your
director for assistance.
How You Will Demonstrate Compliance
• Perform a group headcount at the start of the day and again before each activity.
SP. 2 Hydration
Mandatory
Keep your group hydrated. Coaches need to encourage campers to
bring their water bottles to each activity by having structured water
breaks throughout the day.
How You Will Demonstrate Compliance
• Have campers take regular water breaks.
d' j
jP
Page 272 of 393
Agenda Item #18.
SP. 3 Bathroom Procedure
Mandatory
When monitoring bathroom breaks, coaches must ensure that privacy is always maintained. If kids misbehave
in the bathroom, call them outside and deal with it there. Never accompany a camper to the bathroom alone
(see SR 4). JV kids should have a volunteer or coach escort them Lo the bathroom.
Best Practices
If you lead a group of JV kids (5-8), take regular bathroom breaks- preferably between each activity. Younger
children are less attuned to their bodies, but a child says they must go right away, take their word for it. It is
better not to risk an accident.
For older campers (9-13), you do not need Lo take regular bathroom breaks. If an older camper needs to go
immediately, you may send them using the buddy system. Make sure campers are not gone too long. Kids
like to cause trouble in the bathrooms, where they know adults are not watching. Call your director if you
need assistance.
How You Will Demonstrate Compliance
0 Make sure privacy is maintained for campers while monitoring bathroom breaks.
SP. 4 One-on-One Policy
Mandatory
Coaches should never place themselves in a situation where they are one-on-one with a camper. If a coach
needs to address a camper one-on-one, they need to make sure it is within eyeshot of another coach or
group.
Best Practices
If you need to escort a child to the bathroom or somewhere other people won't be around, ask the child to
bring a friend or two with them. As always, call your director if you need assistance.
How You Will Demonstrate Compliance
• Never create a situation where you are entirely alone with a camper.
13
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Agenda Item #18.
SP. 5 Safety Certifications
Mandatory
Every staff member must obtain their certifications and keep those certifications current: otherwise, they will
not be allowed to coach at SportsTyme.
• First-Aid Certification
• CPR/AED Certification
How You Will Demonstrate Compliance
• Obtain certification in First-Aid/CPR/AED and keep it current.
14
Page 274 of 393
Agenda Item #18.
Emergency and Medical Procedures ( EM )
Knowing our emergency and medical procedures will help keep you, your kids, and your team prepared for
the unexpected.
EM . 1 Intruder & Active Threats
Mandatory
It is everyone's responsibility to stay vigilant for potential intruders and active threats,
How You Will Demonstrate Compliance
• Identify adult visitors who are not accompanied by a coach and contact the director about any
suspicious activity occurring on or around campus.
EM . 2 Injuries/i llness
Mandatory
Coaches can and should treat campers for minor scratches, bumps, and bruises. Coaches are encouraged to
use their best judgment and training in healthcare matters and always use caution. Do not attempt anything
outside our scope to handle. Ask the director where first-aid kits are located and do not hesitate to ask for
assistance.
SportsTyme does not retain an on-site nurse. In the event of a significant injury, coaches should do
everything to aid and assist. Coaches should use their best judgment and contact emergency services if they
believe that Lime is of the essence. Coaches also need to contact the camp director as soon as possible. In
the event of any injury or illness, coaches must complete an Accident-Injury Form (see EM. 3).
How You Will Demonstrate Compliance
• Use your best judgment and training to aid and assist with injuries/illness.
15
Page 275 of 393
Agenda Item #18.
EM . 3 Accident-Injury Report Form
Mandatory
For injuries big or small, fill out an Accident-Injury Report Form. Also, if a child gets hit by another child, fill
out a form. It is better if a parent hears of an incident from us directly. The director knows where these forms
are located. Give completed forms back to the director so they can send them home.
ACCIDEnT-1n)URY REPORT
Camper Name-, J r)r 60 V
Coach Name:
Type of`Injury/111ness: _)c'� X.)cp.-)
Date& Time of Injury/1 Mess:
Place of Injury: Ck U C)T �Xk C-04,A
CV,o
EAplanation.-
V-\C-
(
I-e�e-A ��� C C
Treatment given:
C
Coach Signature: ,Z
NOTL'.'l his Accidcrit-Injury Report is for record purposcs only and cfoe-,.not constirtite the Omission of
liabiility on the pan of spon;%Iymc or any emph)y-ce fficftof
How You Will Demonstrate Compliance
0 For injuries big or small, fill out an Accident-Injury Report Form and give it to the director.
16
Page 276 of 393
Agenda Item #'18.
Weather and Natural Disasters
Mandatory
If weather conditions and the like become a concern during camp, please contact the director. In the event of
a thunderstorm or other more extreme weather event, calmly move your group to safety first, then contact
the director. Safe locations include a cafeteria or gym (away from windows).
How You Will Demonstrate Compliance
• Keep campers safe from bad weather conditions by moving them to safety and contacting the
director.
17
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Agenda Item #18.
Coach Handbook Cheat Sheet
Curriculum
• CR. 1 Campers can only use electronic devices during specific parts of the day-open gym, snack, and lunch
breaks,
• CR. 2 Memorize and recite the Rules of Respect with campers every morning,
• CR. 3 Consistently enforce the 3 Strikc Rule among campers by carrying a pen or sharpie.
• CR. 4 Fill out Behavior Report Forms when needed and give them to your director.
• CR. 5 Stop campers from engaging in sensitive/inappropriate discussions.
• CR. 6 Notify your director immediately if a camper physically harms someone, uses profane speech, or bullies.
Code of Conduct
• CC. 1 Submit time-off requests via When I Work for director approval.
• CC. 2 Arrive for work on time and notify the director before leaving at the end of each shift if they are on
campus.
• CC, 3 Know when your 30-minute break is scheduled.
• CC. 4 Only use a phone within eyesight of a child/parent if it is for something directly camp-related.
• CC. 5 Adhere to the dress code.
• CC. 6 Always carry a two-way radio.
• CC. 7 Do not contact a parent without permission from the director,
• CC, 8 Support fellow staff members so work feels equally distributed.
• CC. 9 Uphold the Coach Handbook and fulfill camp duties to avoid a write-up.
• CC. 10 Do not sit unless campers are sitting, and actively engage with campers during structured and
unstructured time.
• CC, 11 Submit sexual harassment complaints to either the director or camp owners.
Safety Policies and Procedures
• SP, 1 Per-form a group headcount at the start of the day and again before each activity.
• SP. 2 Have campers take regular water breaks.
• SR 3 Make sure privacy is maintained for campers while monitoring bathroom breaks.
• SP. 4 Never create a situation where you are entirely alone with a camper..
• SP. 5 Obtain certification in First-Aid/CPR/AED and keep it current.
Emergency and Medical Procedures
• EM. 1 Identify adult visitors who are not accompanied by a coach and contact the director about any
suspicious activity Occurring on or around campus.
• EM. 2 Use your best judgment and training to aid and assist with injuries/illness.
• EM. 3 For injuries big or small, fill out an Accident-Injury Report Form and give it to the director.
• EM. 4 Keep campers safe from bad weather conditions by moving them to safety and contacting the director,
18
Page 278 of 393
Agenda Item #18.
V '111age of T
345 Tequesta Drive 561-768-0700
Tequesta, FL 33469 www.tequesta.org
TO: Council Members
Jeremy Allen, Village Manger
FROM: Greg Corbitt, Parks & Recreation Director
DATE: December 12, 2024
SUBJECT: Sports Tyme Summer Camp Facility Use Agreement
Please see attached Facility Use agreement between Sports Tyme Summer Camp and the Village
of Tequesta Parks & Recreation for facility usage during summer 2025 for the purpose of
summer camp facilitation.
The SportsTyme camp, hosted at the Tequesta Recreation Center, offers a summer program for
kids aged 5 to 11. The camp runs for nine weeks, from June 3 to August 9, excluding the week of
July 4, with sessions from 9 AM to 4 PM. Early drop-off and late pick-up options are available
for an additional fee. The camp costs $240 per week, with a one-time registration fee of$15 per
camper. Revenue is generated based on a rental of$21,500. Parents and participants generally
give positive feedback, appreciating the camp's focus on safety, sportsmanship, and a variety of
activities. The staff is CPR and First-Aid certified, and the camp emphasizes team-building and
character development through sports. Survey results consistently show high satisfaction with the
camp's programming, with many families returning year after year.
This document may be reproduced upon request in an alternative format by contacting the Village
Clerk's Office at 561-768-0440 or by completing our accessibility form: https://bit.ly/3mnfeU4
Page 279 of 393
Agenda Item #18.
Timestamp How likely How was yi Is there anything we can do to make SportsTyme better for you?
2024/06/31 10 10 Nothing! My kids loved it!!
2024/06/31 10 10
2024/06/31 10 10
2024/06/31 10 10
2024/06/31 10 10
Sunscreen, i put some in his bag everyday but i dont think it was
2024/06/31 10 10 used. He is 5 so he wasnt going to apply it himself.
It would be nice if the camp posted updates on what activities
were planned for the children that day/week. Photos or calendar
etc. the camp does not seem very well organized in regards to
what activities the children do. And in regards to this being a
sports camp I did not get any feedback from my kid about really
learning a sport. It felt like a bunch of kids were jammed into the
gymnasium, which is disappointing for the price. Communication
was poor: whenever I would message I never received
confirmation text or acknowledgment back. Overall my child had
a satisfactory experience but it may be helpful to have slightly
more organization or leadership of the staff. I do feel my child
was safe during their time there and that is of utmost importance
2024/06/31 5 5 so thank you for that!
2024/06/31 10 10 Bring back water slides if possible
Was our first time with you guys. Overall we appreciated the
2024/06/31 9 9 ca m p.
2024/06/31 8 8 More GaGa ball, different games
2024/06/31 5 8 Provide a tentative schedule of activities for the day
2024/06/31 1 10 Very attentive staff and easy to chat with. Great team
2024/06/31 10 10
This is our 2nd summer at Sportstyme and Claire loves the fun
activities,the counselors and the other campers too. Grateful for
2024/06/31 10 10 a fun and uplifting and positive atmosphere
2024/06/31 10 10 1 don't know
Maybe a summary of the days events to be in tune with what the
2024/06/31 10 10 campers d i d
2024/06/31 10 10 Maybe arts and crafts for the younger kids
There were several rainy days in a row, and our son did not want
2024/06/31 6 10 to go. Is there anything to do to make it more fun on a rainy day?
2024/06/31 10 10 No. Wea€TM11 be back!
2024/06/31 10 10 Not at this time
Yes, one of your male counselors was not behaving professionally
and was wearing a pink tutu and pink hair and my kids were
2024/06/31 4 5 uncomfortable with this behavior.
2024/06/31 1 3
Page 280 of 393
Agenda Item #18.
NO, all was great this year. Loved the addition of the car sign for
2024/06/31 10 10 pickup/dropoff
2024/06/31 10 10 No
Watch out for the bullying.Therea€TMs a little boy that has been
tormenting our daughter.Just this past Friday she told me he was
2024/06/31 8 8 calling her a€oefat.a€0(
2024/06/31 10 10 No, everything is good
2024/07/0'. 10 10 Bring back some kind of water day or activities
2024/07/0'. 10 10 Kid had a great time!
2024/07/0, 10 10 Camp is great! My son loves it
2024/07/0'. 9 10 1 wish that you didn't have to pay extra to get dropped off at 8
2024/07/0; 10 10
Daughter loved camp but said afternoon played baby games like
Simon says and said last day she went all stayed inside for movie
all age groups and wished she had open play in gym. She is 10 in.
Older group. I didn't get feed back re: sports learned and was
hoping she was going to learn tennis/soccer/volleyball. I still
think she would go next year but concerned re: boredom with
Simon says.A cpr coarse would be great to learn in that age
range, kickball, something different than pizza Friday, like chic
2024/07/0; 10 9 filet truck.
8.625 9.21875
Page 281 of 393