2015 league manual draft.docx revised: 12/2014/media/documents/parks/recreation/... · • located...

S:\AS\Parks\Leagues\League Manuals\2015 League Manual Draft.docx Revised: 12/2014


Important Phone Numbers .................................................................................. i Operational Services .............................................................................................ii After-Hours Emergency Number ....................................................................... iii Brandon School District ......................................................................................iv League Locations Building Information ......................................................... v 1-1 ........................................................................................................ 1-1 Emergency Procedures .................................................................................... 1-1

Protocol for Calling 911 ......................................................................................... 1-2 General Building Evacuation Procedures .............................................................. 1-3 In Case of Tornado ............................................................................................... 1-6 Inclement Weather Policy ..................................................................................... 1-7 Hostage or Shots-Fired Situation .......................................................................... 1-8 Bomb Threat or Threatening Phone Call ............................................................. 1-10 Emergency Forms ............................................................................................... 1-11 Community Center Emergency Participation Form ............................................. 1-12 Threat Report ...................................................................................................... 1-13

2-1 ........................................................................................................ 2-1 Leagues/Nights Policies ................................................................................... 2-1

Night Open Gyms/Leagues ................................................................................ 2-1 Center Opening Procedures ................................................................................. 2-2 Center Closing Procedures ................................................................................... 2-4 Night League and Open Gym Rules and Procedures ........................................... 2-5 Supervising Adults ................................................................................................ 2-6 Discipline Procedures ........................................................................................... 2-7 Dealing With The Public ........................................................................................ 2-8 Public Relations .................................................................................................... 2-9 Other Center Rules ............................................................................................. 2-10 Lost and Found Policy ......................................................................................... 2-11 Theft and Vandalism ........................................................................................... 2-12

3-1 ........................................................................................................ 3-1 Staff Communications ...................................................................................... 3-1

Staff Communication Book .................................................................................... 3-2 Recreation Leader Job Description ....................................................................... 3-3 Work Standards .................................................................................................... 3-5 Work Schedule ...................................................................................................... 3-6 Time Off Request .................................................................................................. 3-7 Application for Time Off ......................................................................................... 3-8 Staff Time Cards ................................................................................................... 3-9 Random Drug\Alcohol Selection ......................................................................... 3-11

4-1 ........................................................................................................ 4-1 Executive Orders ................................................................................................ 4-1 Policy Review Checklist ..................................................................... 4-2

Subject: Children or Family Members in the Workplace ........................................ 4-7 Subject: Use of City Telephones ........................................................................... 4-8 Subject: No Tobacco Policy—Phase II ................................................................ 4-10


5-1 ........................................................................................................ 5-1 Accident Procedures ......................................................................................... 5-1

Phone Call Protocol When Emergency Personnel Are Contacted ........................ 5-2 Participant Accident Procedure ............................................................................. 5-4 Guidelines for Filling Out Accident Reports, Incident Reports, or Witness

Statements ..................................................................................................... 5-6 Participant’s Accident Report ................................................................................ 5-7 Witness Statement ................................................................................................ 5-8 Employee Accident Procedures ............................................................................ 5-9 Sanford—Occupational Medicine and Walk-In Clinic .......................................... 5-11 Reported Employee Accident .............................................................................. 5-12 Report of Work Ability ......................................................................................... 5-15 South Dakota Employer’s First Report of Injury .................................................. 5-16 Supervisor’s Accident Investigation Report ......................................................... 5-18 Employee Assistance Provider Guidelines .......................................................... 5-20

6-1 ........................................................................................................ 6-1 First Aid Information ......................................................................................... 6-1

Bloodborne Pathogen Exposure Control Plan ....................................................... 6-2

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Important Phone Numbers

Kenny Anderson Community Center ................ 978-6924 3701 East Third Street RPS Megan Tornow ................................... 978-6927

Kuehn Community Center ................................. 978-6926 2801 South Valley View Road RPS Eric Saathoff ....................................... 978-6925

MariCar Community Center ............................... 978-6928 400 North Valley View Road RPS Alli Fredericksen ................................. 978-6929

Morningside Community Center ....................... 978-6930 2400 South Bahnson Avenue RPS Nicole Tietjen ..................................... 978-6931

Oyate Community Center .................................. 978-6932 2421 West 15th Street RPS Chad Quissell ..................................... 978-6923

Park Office .......................................................... 367-8222 M–F, 8 a.m.–5 p.m. 100 East Sixth Street

Park Shop ........................................................... 367-7016 M–F, 8 a.m.–4:30 p.m. 2401 West 49th Street

Police ........................................................... 911 Emergency ................................................... 911 Nonemergency ............................................. 367-7000

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Revised: December 2014

Operational Services

WHOM TO CALL FOR WHAT AFTER-HOURS EMERGENCY NUMBER 201-0101

If No Answer—

Ronald Tilden, Manager—Mechanics Office 367-7965, Cell 941-2431, Home 336-8541

Paul Canfield, Assistant Manager—Mechanics Office 367-7965, Cell 941-2435, Home 335-3152 Arlan Bern, Manager—Carpenters Office 367-7965, Cell 941-2454, Home 605-624-4818 Steve Gaspar, Plant Maintenance Supervisor Office 367-7965, Cell 201-1105, Home 361-6074 Doug Timm, Custodial Supervisor Office 367-7965, Cell 360-3468, Home 582-6479 Kevin Nelson, Custodial Supervisor Office 367-7965, Cell 360-0652, Home 271-3689

All inquiries concerning new building construction, building additions, and remodeling projects—

Jeff Kreiter, Director of Operational Services Office 367-7965, Cell 360-1431, Home 357-8119

All inquiries concerning building, site, and equipment maintenance and repair services—

Steve Gaspar, Plant Maintenance Supervisor Office 367-7965, Cell 201-1105, Home 361-6074

All inquiries concerning custodial services— Doug Timm, Custodial Supervisor Office 367-7965, Cell 360-3468, Home 582-6479 Kevin Nelson, Custodial Supervisor Office 367-7965, Cell 360-0652, Home 271-3689

All complaints or compliments concerning the staff of Operational Services or the service provided—

Jeff Kreiter, Director of Operational Services Office 367-7965, Cell 360-1431, Home 357-8119

If uncertain of whom to call— Helen Loeffler or Cassie Ueke, Operational Services Office 367-7965

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Revised: December 2014

After-Hours Emergency Number

CALL FIRST 201-0101 CELL PHONES PAGERS HOME NUMBERS Operational Services Emergency Ron Tilden 941-2431 LHS 335-9244 Jeff Kreiter 357-8119 Paul Canfield 941-2435 RHS 335-9215** Steve Gaspar 361-6074 WHS 335-9213** Doug Timm 582-6479 Arlan Bern 941-2454 CTE 357-7400** Kevin Nelson 271-3689 Joe Foss 333-8010* Steve Gaspar 201-1105 Ron Tilden 336-8541 Jeff Kreiter 360-1431 Axtell Park 335-9214** Paul Canfield 335-3152 Doug Timm 360-3468 Edison 335-9219** Arlan Bern 605-624-4818 Kevin Nelson 360-0652 Pat Henry 335-9224** Darrel Jones 360-2651 Memorial 373-2940** Jeff Braak 360-2652 Whittier 335-9225** Schools JAddams 330-6413* LHS 940-6345 LBA 330-6420* Ken Barnhart/Edison 940-5879 Cleveland 330-6443* Ron Tieman/PHenry 941-6924 Discovery 333-8011* Dan Koskela/PHenry 941-6923 HDunn 330-6453* Doug Timm/Whittier 941-4372 EField 330-6463* Greg Dafoe/CTE 496-5048 RFrost 330-6477* Garfield 330-8719* Purchasing JHarris 330-8745* Harvey Garrison 940-0593 Hawthorne 335-9218* Ralph Olauson 941-2318 Hayward 330-8992* Tony Westendorf 941-2310 OHowe 330-8774* Mike Midtaune 201-4817 Jefferson 333-8029* Gary Chase/pager 333-8074 JFK 333-8059* Longfellow 333-8524* High School Boiler Rooms Lowell 333-8068* LHS 367-7986 HMann 333-8072* RHS 362-2876 RParks 330-6414* WHS 367-7191 Pettigrew 330-6415* HWField 367-7609 TRedlin 333-8096* Renberg 333-8077* SETI ASullivan 333-8104* Lyn Harrington 940-6004 MTwain 333-8108* Jim Larsen 940-6005 LWilder 333-8133* Kevin Sandstede 201-3072 Groundskeepers 940-6007 IPC 335-9205* Ray Feller 201-3898 HWField 330-8903* Dan Wynthein 940-6012 Central Serv 335-9241* Group Page Elem & JFoss 367-0700 HS, MS 357-7406

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Brandon School District

On-call cell: 366-1130

Reminder: If there is no school in Brandon due to weather, there will be no leagues held at Fred Assam Elementary School, even if the Sioux Falls School District is open and vice versa.

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League Locations Building Information

Fred Assam: • Located on Six Mile Road east of Sioux Falls, between Madison Street and Tenth

Street. The address is 7700 East Willowwood Street. • The AED is located on the left wall right next to the gym doors. • Staff shall enter through the main doors at the front of the building using the key fob. • An Allen wrench to unlock all doors from the inside. • The gym doors are located to the left of the main doors. • Staff need to prop open the gym door during open gym times. • SFPR’s gym closet is located on the far end of the gym on the right-hand side. Staff

needs to get out the basketballs and ball pump and then relock the door. • Staff needs to set out the “Open Gym Today” sign out on the sidewalk next to Six Mile

Road. • Everyone needs to stay inside the gym. Participants are not allowed to loiter in the

lobby area. • There is a tote inside the gym closet. In this tote, there is a binder. The binder

includes accident and ejection reports. If staff fills one of these out, they need to bring it to Oyate on Sunday. o Evening Notes: When staff arrives, the doors will be open. The gym keys are hung on a lanyard in the custodial closet, located to the

left, between the two bathrooms. Staff needs to use these keys to gain access to the gym and the closet.

Laura Wilder: • Located at 2300 South Lyndale Avenue, just off Western Avenue and 31st Street. • AED unit is on the wall to the right when walking through the doors to the school. • Staff should enter the gym door off 31st Street. • SFPR’s closet is located on the south wall of the gym. • Staff needs to keep the closet organized and clear of garbage. • Laura Wilder is where SRPR suggests people go to play volleyball on the weekends.

Staff should set up a net on the far side of the gym. • A cell phone is located in the tote in the closet. Staff needs to have this on and carry it

with them at all times.

Terry Redlin: • Located at 1721 East Austin Street, east of Cliff Avenue and north of Tenth Street. • AED unit is on the wall near the school office. • Enter the doors that have the sign above that says Gymnasium, located on

Austin Street.

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• The gym closet is across the gym. • Please keep the gym closet organized as we share this space with the PE teacher

and our space is very limited. • When working here on the weekends, please make sure that everyone stays in the

gym. It has been an issue with participants going into the school space. • Put out basketballs, ball pump, and tote. In this tote is a cell phone. This should be

turned on and with you at all times.

Memorial: • Located at 1401 South Sertoma Avenue, Sioux Falls, SD 57106, at the corner of West

26th and Sertoma Avenue. • Staff needs to use the south doors to the school to gain access. • The entrance to the gym is immediately inside the south doors to the left. • SFPR’s gym closet is located along the same wall as the entrance to the gym.

Morningside: • Located at 2400 South Bahnson Avenue, connected to Harvey Dunn Elementary

School. • AED is located in the hallway of the school by the restrooms. • The community center is located to the right upon entering the building. • Keys are located in the top right-hand desk drawer to the left of the chair. • Computer and game room sign-up sheets are located in the top right-hand desk

drawer to the right. • Accident and ejection forms are located in the top right-hand desk drawer to the right.

If one of these is filled out, staff needs to leave these forms on the RPS desk for them to handle the next morning.

• Directions on how to do this correctly to assemble the meeting room walls are posted in the office, right inside the door, hanging on the wall. If staff has questions, they need to ask the Recreation Rover.

John Harris: • Located at 3501 East 49th Street, next to Laurel Oak Family Aquatic Center. • The AED unit is on the wall in the school area, next to the school office. • SFPR’s items are contained in a volleyball cart. • Staff members assigned to this building have a cell phone issued to them each

weekend. The cell phone needs to be turned on and with the staff member at all times.

• To unlock the doors: o Use the square key and turn to LEFT on the outside doors. o Push in button to open door. o Use a Yale key to unlock the bars on the inside of the front doors.

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o One of the round Yale keys will unlock the door to the gym which is immediately to the left.

• To lock the outside doors: o Lock the bars on the inside of front doors—lock the button outside. o Pull on BOTH door handles to check. o Push button in and pull to check.

• To close: o Turn lights off in panel. o Check bathrooms (flush and clean if needed) and turn off lights. o Turn off security lights. o Turn off lobby lights.

Kenny Anderson: • AED is located in the gym near the community center entrance and is on the right side

or north wall. • Located at 2301 East Third Street, connected to Anne Sullivan Elementary School. • Enter through the north doors facing the parking lot. • Keys are located in the top right-hand desk drawer to the right of the chair. • Computer and game room sign-up sheets are located in the bottom left-hand desk

drawer to the right. These can be used if needed to keep things flowing. • Accident and ejection forms are located in the bottom left-hand desk drawer to the

right. If one of these is filled out, please leave on the RPS desk for them to handle the next morning.

Kuehn: • Located at 2801 South Valley View Road, connected to Oscar Howe Elementary

School. • AED is located in the gym—opposite side of the gym—next to the school locker

rooms/elevator. • Enter through the north doors facing Kuehn Park. • Lanyard with keys to open drawer to the other set of keys is located underneath the

computer desk along the drawers to the right. • Keys are located in the top left-hand desk drawer to the right of the chair.

Oyate: • Located at 2421 West 15th Street, connected onto Garfield Elementary School. • AED is located on the school side of the building, outside of the east gym doors. To

access the AED, enter the gym and exit the gym using the east doors. The AED is on the wall right outside of the gym.

• Enter through the front doors and the community center is located to the right. • Keys are located in a locked drawer at the front desk. There will be keys hidden by

the front desk that can be used to unlock all of the drawers at the desk. The location

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of those hidden keys hasn’t been determined yet since there will be a new desk built due to construction at Oyate.

• Computer and game room sign-up sheets are located in one of the desk drawers and that drawer will be labeled. All sign-up sheets for the week will be on a clipboard on the front desk.

• Accident and ejection forms are located in a folder located under the front desk. If one of these is filled out, please leave on the RPS desk for them to handle the next morning.

MariCar: • Located at 400 North Valley View Road, connected to Hayward Elementary School. • AED is located in the main lobby. • Enter through the front doors. The community center is located to the left. • Lanyard with keys to open drawer to the other set of keys is located behind the

garbage which is behind the front desk. • Keys are located in the top right-hand desk drawer to the right of the chair. • Computer and game room sign-up sheets are located in the bottom right-hand desk

drawer to the right. These can be used if needed to keep things flowing. Accident and ejection forms are located in the bottom right-hand desk drawer to the right. If one of these is filled out, please leave on the RPS desk for them to handle the next morning.

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1-1

Emergency Procedures


Protocol for Calling 911

In case of emergency when first responders need to be contacted: 1) Dial 9-1-1

a) Some community centers require that “9” must be dialed before making outgoing calls. In this case, you must dial 9-9-1-1.

b) Once on the line with a 911 dispatcher: i) Give the exact location and address of the incident. ii) Identify yourself, what phone number you are calling from, and who will be in

charge of directing the first responder upon arrival. iii) Give as many details of the incident as possible.

2) Once off the phone with the 911 dispatcher please call a full-time recreation staff person and inform them of the incident and that 911 was called. Call in order until someone has been contacted: a) Recreation Program Specialist on duty.

b) Recreation Program Coordinator responsible for your respective program i) Susie Garry ...................................... 201-4799 ii) Scott Juhnke .................................... 201-4798 iii) Jean Pearson ................................... 201-4797

c) On-Call Supervisor. d) Recreation Manager

i) Alicia Luther ..................................... 951-5870

3) Follow emergency protocol for the specific community center and incident as outlined in your emergency procedures.

4) A detailed report must be submitted explaining why the authorities were called before staff leaves for the day. The report must contain: a) Full names of all participants involved. b) Telephone number, address, and names of parents or guardians (if under 18 years

of age) of involved participants. c) Detailed description of incident that occurred.


General Building Evacuation Procedures

1) Clear the building of all individuals and staff at the nearest safe exit. a) If in the gym, staff must direct participants out of the nearest gym doors and guide

them to a location away from the building, preferably a park. b) If in the game room or computer room, staff must direct participants to the main

doors and guide them to a location away from the building, preferably a park. c) If in the meeting room or activity room, staff must direct participants to the west

doors and guide them to a location away from the building, preferably a park. 2) Staff should be the last to leave each area, making sure that all participants have

evacuated. 3) Before leaving the building the Recreation Program Specialist (RPS) or the Designated

Supervising Staff (DSS) will check all the . . . a) Rooms b) Closets c) Bathrooms . . . to make sure that everyone has left the building.

4) They should also take with them: a) Emergency bag (only at the community centers) b) Personal cell phone c) Paper to write down names of all participants that were evacuated from the building.

5) The emergency bag will contain: a) 2 clipboards b) Pens/pencils c) Participant emergency forms (clipped on clipboards) d) 1 bull horn e) 1 orange vest f) First aid supplies g) Sioux Falls Parks and Recreation official letterhead

6) Once outside and at the park shelter, the RPS or DSS will put on the orange vest which identifies them as the contact for the first responders.

7) RPS or DSS must then evaluate the situation and decide if participants must be evacuated to the designated alternate emergency site.

8) If the alternate site is not used, and you use the park shelter, the RPS or DSS will then

assess the conditions of the participants. If there are no participants injured or hurt, all staff and participants will remain at the park shelter until the first responders arrive.


9) If there are injured participants, the park shelter will be the designated treatment area for the affected participants. The RPS or DSS will assign staff to the park shelter to be responsible for the affected participants until the first responders arrive. a) The RPS or DSS will assign the staff that is not in the treatment area to the

unaffected participants. The unaffected participants and assigned staff will move to the school playground by the play equipment and stay there until further notice.

10) Once in the two groups, the staff assigned to each group is responsible for filling out the participant emergency form listing each participant’s name, phone number, and address. Staff will then begin to call the participants’ families to notify them of the situation.

11) Dissemination of official information The Parks and Recreation policy on media is as follows: a) It is the policy of Sioux Falls Parks and Recreation to grant media access to

department facilities and programs when that access does not present a safety hazard or obstruct employees from carrying out their job duties.

b) Only the following employees are considered to have the responsibility to conduct interviews with the media: i) Parks and Recreation Director ii) Assistant Director of Parks and Recreation iii) Park Development Specialist iv) Recreation Manager v) Recreation Program Coordinators vi) Operations Manager vii) Forestry Supervisor viii) Central Services Supervisor ix) Park District Supervisors

c) All other employees must seek authorization from their supervisor prior to granting interviews to the media. If media is present, employees are requested to notify their supervisor. Access to the site should be denied while waiting to contact the supervisor, unless the safety hazard or obstruction of job duties restriction applies. The media may interview the public in attendance.

d) Employees authorized to conduct interviews should notify the Director or Assistant Director if they are available prior to granting requests for media interviews. If unavailable, the interview should be granted and the Director or Assistant Director should be informed as soon as possible.

12) RPS or DSS and the first responders must then decide if a statement concerning the situation will have to be written and sent to the homes of all participants (on official Parks and Recreation letterhead).

13) The RPS or DSS must have constant contact with the first responders upon their arrival.


14) The RPS or DSS and the first responders will decide when or if participants may reenter the building.

15) If both the RPS or DSS and first responders have assessed that it is safe to reenter the building, the staff will lead participants into the building through the main doors.

16) Staff will remain with their designated groups. 17) Once in the building …

a) Unaffected participants will resume regular activities. b) Affected participants (that could be moved back into the building) must go directly to

the meeting room. The meeting room will be the treatment area for affected participants.

18) Appropriate reports must be submitted to Risk Management within 24 hours of the incident. a) Accident reports for all participants affected b) Emergency form listing all participants’ names, phone numbers, and addresses c) Detailed report of incident and staff involved


In Case of Tornado

1) When tornado sirens are sounded or weather alert radio reports a tornado warning for the city of Sioux Falls: a) Community center staff will guide and assist all individuals to the bathrooms. If not

all participants and staff can fit in the bathrooms, then some may sit along the wall in the activity room.

b) The Recreation Program Specialist (RPS) or the Designated Supervising Staff (DSS) will search the rest of the center to make sure that everyone is either in the bathroom or in the activity room.

c) The RPS or the DSS will then grab the emergency bag (only at the community centers) and have it with them at all times. The emergency bag should contain: i) 2 clipboards ii) Pens/pencils iii) Participant emergency forms (clipped on clipboards) iv) 1 bull horn v) 1 orange vest vi) First aid supplies vii) Sioux Falls Parks and Recreation letterhead

d) The RPS should immediately put on the orange vest to identify himself/herself as the person in charge to the participants.

e) Staff and participants should be sitting on the floor with their hands or clothing over the heads to minimize injury.

f) If possible, monitor the weather radio, television, or commercial radio and do not leave the bathrooms or activity room until the warning has expired.


Inclement Weather Policy

Information regarding City operations closing will be available to all employees through the following: KELO TV, KELO-FM, KELO-AM, www.keloland.com, cable channel CityLink, and www.siouxfalls.org. If City government operations are closed due to weather conditions, the message will state, “City government offices are officially closed today.” And then it will say other things about Plan A or B. All community center employees fall under Plan A (nonessential) and do not report to work. When all else fails, please call or delegate a staff person to call the Recreation Program Coordinator on call. If there is no answer, please leave a message with name and phone number for a return call. What do we need to do when these situations happen? 1) What do we do if the center is closed for that day and I have meetings scheduled? a) Chances are you are going to have a feel for bad weather the evening before.

This is what you, the supervisor, should do: i) Make sure you have a copy of the next day’s schedule at home with contact

numbers to call (hint: when you make a reservation, please be sure to get home and work numbers so you have them in the reservation) so you can give a courtesy call to that group to let them know we are closed. This also applies to Recreation Program Specialists for weekend bookings.

ii) Make sure that the morning staff knows what the plan is so they are not going to work.

2) What do we do about notifying the weekday open gym/game room program staff? a) Discuss this plan with the staff so they all know what their responsibility is for

knowing if we are working or not. b) Make sure you alert the staff to snow route ticketing and towing. It is best to park

in the school lot. Individuals are responsible for snow route parking tickets they receive, not Sioux Falls Parks and Recreation.

3) What if Sioux Falls public schools close for the day, but not City government? a) If the Sioux Falls public schools close before school starts, then the RPS will

report to the Park Office for duty if you cannot get into the school. 4) What if Sioux Falls public schools close after the school day has begun? a) If Sioux Falls public schools close due to bad weather during the school day, the

community centers will close for day and evening programs after this has been evaluated by the Parks and Recreation staff. It will be the responsibility of the RPS to call all staff scheduled for the day—day or evening—and to call the meeting contacts and all league contacts.


Hostage or Shots-Fired Situation

Any staff member or participant who observes an intruder who is carrying a weapon (firearm, knife, etc.) in the building or on the school grounds should: Note: Many of the following steps will occur simultaneously.

1) If able, a staff member should call 911 immediately using the 911 protocol. 2) If you can stay on the line, be prepared to describe the exact location of the hostage

situation. This information is very important for the safety of responders and possible hostages.

3) Tell the 911 dispatcher exactly where to enter the building. If possible, have someone meet the first responders and give a detailed description of that person.

4) If possible, notify the Recreation Program Specialist (RPS) or the Designated Supervisory Staff (DSS) of the situation.

5) Notify all other staff members immediately. 6) If you and participants cannot safely exit the building:

a) Staff members will clear the hallways and secure participants in a room, office, or bathroom. Lock all doors and windows and turn off all lights.

b) Staff members will have participants move away from windows and doors and sit near an interior wall out of the line of sight from hallway and windows.

c) Remind participants to remain quiet—no talking. d) Every room will have two red cards and two green cards to communicate with first

responders. i) If no one is hurt or in danger, place one green card in the doorway window and

the other green card in a window that can be seen from the outside (if possible). ii) If someone is hurt or in danger and emergency assistance is needed

immediately, place one red card in the doorway window and the other red card in a window that can be seen from the outside (if possible.)

iii) If no card is presented, first responders will assume that the intruder is in that room and assistance is needed immediately.

7) Once your room is secured, DO NOT leave the room until you are either: a) Escorted by police officers. b) Given permission to leave by the administration.

8) When police arrive, they will take control of the situation. Police and City officials will work together to plan evacuating participants to a safe place. Police will supervise the evacuation.

9) Police will designate a place and time to communicate with the media. Police and City officials will decide who will speak to the media and what information will be shared.


10) Police will determine when participants will be released at the relocation site. Prior to release, staff and participants will be screened to determine if they have knowledge that may be helpful to the incident investigation.

11) A debriefing session will be held for park staff, law enforcement officers, firefighters, ambulance personnel and other responders to discuss the event, review the response effort, and identify areas to be improved. Additional debriefing sessions will be conducted for participants, staff, parents, and other community members.


Bomb Threat or Threatening Phone Call

1) Once you have identified that the phone call is a bomb threat or a threatening phone call, please refer to the Threat Call Report to record as much information as possible.

2) If you cannot obtain the Threat Call Report before the caller hangs up, grab a pen and paper and jot down as much information as you can.

3) During the call, attempt to signal another staff member who will notify the Recreation Program Specialist (RPS) or Designated Supervisory Staff (DSS) of the phone call.

4) When caller hangs up, the person receiving the call will immediately call the police and use the 911 protocol.

5) Once 911 has been called, the community center will start evacuation procedures.


Emergency Forms

The following forms are used in case of an emergency. Emergency Participation Form 1) The Recreation Program Specialist (RPS) will use this form to record the names, phone

numbers, and the addresses of participants when an emergency occurs. 2) This form can be found on the clipboard in the emergency bag at every community

center. Threat Report

1) This form is used by any community center staff who receives a threat from an individual 2) The Recreation Program Specialist will make this form readily available in case a threat

is received. All community center staff need to know where this form can be found. 3) Once a community center staff realizes they are receiving a threat, they should

immediately use this form to record all the information possible. 4) If this form is not readily available, the community center staff should use any paper

available to record as much information about the threat as possible.


Community Center Emergency Participation Form

Date of Incident: ___________________________

Community Center: ________________________ Name Phone Number Address

1.____________________________________________________________

2.____________________________________________________________

3.____________________________________________________________

4.____________________________________________________________

5.____________________________________________________________

6.____________________________________________________________

7.____________________________________________________________

8.____________________________________________________________

9.____________________________________________________________

10.___________________________________________________________

11.___________________________________________________________

12.___________________________________________________________

13.___________________________________________________________

14.___________________________________________________________

15.___________________________________________________________

16.___________________________________________________________

17.___________________________________________________________

18.___________________________________________________________

19.___________________________________________________________

20.___________________________________________________________

21.___________________________________________________________


Threat Report

Record the exact or identifying words used by the individual making the threat:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________ Ask:

1) Who are you?

2) Why are you doing this? If the individual making the threat refers to a bomb, ask:

1) What time is it set to detonate?

2) Where is it? 3) What does it look like?

Identifying information about the individual: Man_______ Woman_______ Child_______ Intoxicated_______ Speech Impediment_______ Accent_______ Other_______

Community Center ______________________________

Completed by __________________________________

Date __________________________________________

Time __________________________________________

Supervisor _____________________________________

S:\AS\Parks\Leagues\League Manuals\2015 League Manual Draft.docx 2-1 Revised: 12/2014

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Leagues/Nights Policies


Night Open Gyms/Leagues

Time Sheets: • Any staff members working at an enlarged gym will have blank timecards in the back

of their league binder. Please fill out a timecard at the end of each night you work. If you work at another location during the same week or the upcoming weekend, please take that timecard with you and turn in one timecard for the week at the location that you ended for the week. Finalized timecards should be stored in the front pocket of the league binder so that the rover can pick them up each week.

• Any staff members working at a community center should have a timecard that was created by the RPS at that center. Each center has a specific location where timecards are stored so please talk to your center’s RPS for those details.

Substitutes: • Staff members who are scheduled at an enlarged gym will need to let the RPS in

charge of the night scheduling know who the sub will be.

• If a staff member is scheduled at a community center, they will need to work with the RPS in charge of that building to find a sub/let them know who the sub will be.

• Substitutions need to be made at least one week in advance of the staff’s scheduled work time.

• Staff will be required to fill out a “Request for time off” form, sign the form, and have the sub sign it as well. Once this is done, the time off form needs to be turned in to the RPS at the respective building for them to give final approval. Staff members at enlarged gyms will need to send it with the Recreation Rover to be delivered to the RPS in charge of the enlarged gyms. (An example of this form can be found later in this manual.)

• If a staff member cannot make their scheduled shift on the day they are scheduled due to being sick, sudden emergency, etc., they need to call the RPS at the respective building. For enlarged gym staff that is sick, they must call the night scheduling contact.

Weather Cancellations: • If community centers/enlarged gyms close, staff members will receive a phone call by

12 noon on the weekends or by 5 p.m. weeknights, informing the staff member that they do not need to report to work for the day.

Paperwork: • Open gym and meeting room usage notes are left at each community center. Staff

needs to read these notes as it is important to know what is going on each night. • Open gym and meeting numbers need to be recorded at the community center before

staff leave for the night. This recording is left for the RPS in charge of that building. Full Court Basketball:

• Full court play is allowed during night open gym at all community centers but isn’t allowed on the weekends at any center.


Center Opening Procedures

The center should be completely ready to go when the official opening time arrives.

Doors 1. Unlock the front doors and turn on lights, keying them down in place.

• Initials: _______

General Center 1. Turn on lights and put down chairs in the concessions area, if applicable.


Rest Rooms 1. Turn on the lights and do a quick check of restroom conditions. Take care of sweeping

and report other concerns to the custodian staff on duty. 2. Flush toilets as needed.


Meeting Rooms (If applicable) 1. Unlock and turn on lights if meeting is to be held. 2. If needed, set up for meeting.


Gymnasium 1. Turn on gym lights—some use special keys. 2. Unlock equipment room. 3. Get basketballs and volleyballs out. 4. Set up whatever equipment is necessary for the league. 5. Make sure basketball rims are at the proper heights. 6. Inspect the gym, making sure trash is disposed of and the floor is clean. If needed,

brooms are located in the custodian closet. Dispose of trash and dirt properly.


Comments: ______________________________________________________________


Center Closing Procedures

Date: ________________________. General Center 1. Announce to participants that the center

will be closing in 15 minutes. 2. All equipment should be checked in at

the front desk. 3. Wipe off tables, giving special attention

to any spills or marks, and straighten tables.

4. Place all chairs in the lobby area on top of the tables or stack off to the side.

5. Pick up and throw away all trash. 6. Take all lost and found items, label a

piece of masking tape and the current date, and place in the Lost and Found totes. (Remember to follow the Lost and Found Policy in this manual.)

7. Make sure that you have recorded your hours correctly and that all coding and adding has been done correctly and neatly.

8. Sweep the commons area. 9. Lock all doors and double-check them

by pulling on them to make sure they are locked.

10. Put center keys in the designated spot.


Restrooms 1. Check the restrooms, flush the toilets,

pick up garbage, and turn off lights.


Meeting Rooms 1. Be sure that the stove is shut off and

refrigerator door is closed. 2. Set the room for the next day, straighten

the tables, and then put the chairs on top of the tables. Be sure to wipe the tables if necessary.

3. Close windows.


Gymnasium 1. Announce that the center will be closing

in 15 minutes. 2. Put all equipment away, including

volleyball poles and nets if used. 3. Bring all equipment to the storage area

and put it away neatly, as we share this closet with the school staff. LOCK THE DOOR.

4. Take all left items to the lost and found areas .

5. Check all emergency exits going from the gym to the outside as well as exits into other school areas that we do not supervise and MAKE SURE THEY ARE LOCKED—PULL TWICE ON THE DOORS.

6. Check the restrooms. Flush the toilets and turn off the lights.

7. Sweep the floor at 5 p.m.


CHECK ALL DOORS LEADING OUTSIDE AND MAKE SURE THEY ARE PULLED IN AND LOCKED.



Night League and Open Gym Rules and Procedures

Your job as a league supervisor is to ensure that all teams are playing on the correct court at the correct time, and that all building and league rules are being followed. Before the league season begins and after the season ends, there will be night open gym at all five community centers. Remember that night open gym times are designed for drop-in play by adults and youth. Although basketball is the main sport, volleyball can also be played if numbers of participants warrant the setting up of nets (six adults).

Absolutely no dunking!

No food or beverages in the gym.

Players must wear non-marking athletic shoes with closed toes and heels. Participants must wear shirts at all times.

Open Gym Rules: • No organized team practices are allowed. Court rentals are available at some

community centers for teams to practice. Please refer to a guide for this info. • Open gyms are open to everyone and no one group can dominate a court. • Full-court basketball is up to the discretion of the supervisor depending on

attendance and other factors. • If applicable, discourage use of gym restrooms. • It will be the responsibility of the staff to check restrooms and gym closets at the

end of their shifts. • When a participant is observed violating a rule, courteously inform him or her that

a rule of the center is being violated and explain the rule. Ask the participant to comply with the rule. If the behavior continues, the request should be repeated. If the behavior does not stop after the second warning, the participant should be asked to leave the center. An incident report should be filled out and the full-time recreation staff on duty should be notified.


Supervising Adults

Supervisors should assist adults by providing desired equipment and by being generally helpful in answering questions.

Supervisors are to enforce center rules and policies with adults.

If an adult participant violates a rule or behaves in an inappropriate manner, you should tell him/her to stop. If he/she does not comply, you should always write an Incident Report. If noncompliance involves a serious problem (i.e. fighting, swearing, or vulgar talk/behavior) you should tell the participant to leave. In a serious case, call the recreation program specialist, recreation rover, or the recreation program coordinator that is on-call.

If any ejection or excessive harassment takes place, please document all details of the incident on an Incident Report.

There are several things you can do to establish your authority with adult participants and thereby make supervising much easier

Treat all adults with respect even when disciplining them. Adults may be breaking a center rule or being disrespectful, but it is important to always talk to them in a respective manner.

Always behave in a mature manner. This includes your actions and conversations with all participants and co-workers. All guests in the community center will observe your actions or hear the conversations that you are having.

Do not allow participants to hang out around the desk visiting with you. This allows you to be able to supervise the entire facility and answer any questions participants may have.

Be careful of what you say to participants and how you say it. What seems like an innocent remark or simple teasing to you may be misunderstood by a participant.

Be visible throughout the center while you are working. You should not be sitting at the front desk for the entire night. Check on league play and any meetings the center may have.

Stay busy even when you are at the desk. If you run out of work that has been left for you, find other things to do. You can become stay busy by reading league rules, learning center procedures, and completing center cleaning.


Discipline Procedures

Each center differs in its locale, character, and the background of those who attend there. It is important for you to know about your community center and enlarged gym.

It is absolutely necessary that each supervisor gains and holds the respect of all that come to the facility. You set the example and make it known that only proper behavior is acceptable. Do not be overbearing. But where definite rules are concerned, they must be enforced.

Never touch a child when giving disciplinary actions.

Code of Behavior We encourage:

• A safe environment for all participants.

• Fun and fair play.

Behavior that will lead to disciplinary procedures:

• Verbal abuse of another patron.

• Roughhousing.

• Profanity.

Disciplinary Procedures The discipline procedure policy is used as a guideline. Sioux Falls Parks and Recreation reserves the right to use discretion in situations not clearly stated within the policy.

• Behavior problems will be handled promptly by the center supervisor.

• If a participant is ejected for any reason, they will be asked to immediately leave the building.

While supervising league play, if any participant is ejected, a report must be documented with the ejected player’s name, team name, and reason for ejection. This applies for volleyball or basketball. If two technical fouls are issued to a player in a basketball game, the reasons for those technical fouls must also be documented by the basketball official and any additional behavior must be included that the league supervisor witnesses. Please leave all ejection notes in the front of the league binder at the enlarged gyms. At all community centers, please leave ejection notes on the RPS’s desk.


Dealing With The Public

People Skills Sioux Falls Parks and Recreation follows the philosophy of an inverted table of organization. Our participants are on top!

Welcome to the People Business As Sioux Falls Parks and Recreation employees, we are “People Specialists.” Our top priority is to serve our participants in a professional and enthusiastic manner. It is our responsibility and pleasure to make their encounters with us positive. When they are neglected or mistreated, they will take their business elsewhere. However, when they have good experiences, they spread their positive opinions of us and they return.

Skills of a “People Specialist”:

Courtesy

• Wear a genuine smile. • Use an upbeat tone of voice. • Maintain eye contact. • Project constant hospitality. • Follow the Golden Rule.

Professional Image In

• Appearance. • Attitude. • Behavior.

Job Performance

• Knowledge of department and area of responsibility. • Accurate in providing information. • Thorough in job task. • Creative in job task.

The above skills will not only give participants and visitors a positive experience but will also make our jobs much more gratifying. We are fortunate to be in a profession which by its very nature provides enjoyment for our participants. We deliver that enjoyment and automatically receive the intrinsic rewards that come with it.

“Reputation is built by a thousand individual acts and lost by merely one.”


Public Relations

Sioux Falls Parks and Recreation Policy on Media Access and Interviews.

It is the policy of Sioux Falls Parks and Recreation to grant media access to department facilities and programs when that access does not present a safety hazard or obstruct employees from carrying out their job duties.

Only the following employees are considered to have the responsibility to conduct interviews with the media:

Director of Parks and Recreation

Assistant Director of Parks and Recreation

Park Development Specialist

Recreation Manager

Recreation Program Coordinators

Operations Manager

Forestry Supervisor

Central Services Supervisor

Park District Supervisors

All other employees must seek authorization from their supervisor prior to granting interviews to the media. If media is present, employees are requested to notify their supervisor. Access to the site should not be denied while waiting to contact the supervisor unless the safety hazard or obstruction of job duties restriction applies. The media may interview the public in attendance.

Employees authorized to conduct interviews should notify the Director or Assistant Director if they are available prior to granting requests for media interviews. If unavailable, the interview should be granted and the Director or Assistant Director informed as soon as possible.


Other Center Rules

Emergency Notification Participants, rather than Sioux Falls Parks and Recreation, will be responsible for knowing any contact information that might be needed in an emergency. Emergency notification cards will no longer be used at the community centers. Phone numbers and emergency contact information will not be kept at the community centers. Harassment Prohibited The City will not tolerate sexual, racial, or any type of harassment of or by any employee or non-employee such as customers, visitors, or others. This may result in exclusion from the community centers. Weapons Prohibited For the safety of City employees and the public, no person will be permitted to bring or possess firearms, explosives, or other weapons on City property, except those individuals authorized to do so in the course of their duties with the City.

Phone Policy Typically, if the privilege is not abused, participants will be allowed reasonable opportunities to telephone parents or guardians. Medication The community center staff will not administer any medication to participants. This includes all over-the-counter and/or prescription drugs. Drug Policy The community centers are smoke-, drug-, and alcohol-free facilities. Transgender Policy Patrons of Sioux Falls Parks and Recreation facilities should use changing rooms and restrooms that match their anatomical gender. Open Carry Laws and Sioux Falls Parks and Recreation Generally speaking, openly carrying a firearm in public is acceptable in South Dakota and there is not a City ordinance that prohibits this activity. However, it is the opinion of the City Attorney’s Office that there are exceptions where we are acting in a propriety capacity. Generally speaking, unless the courts of South Dakota were to interpret the laws of South Dakota to preclude private business owners from prohibiting weapons onto the owner’s property, it appears that we can prohibit open carry at our aquatic centers and skating rinks. Further, the opinion is that our partners (Great Bear, Butterfly House, etc.) can also prohibit open carry; however, they should be encouraged to seek the advice of their legal counsel. All of these areas require an admission fee and are situations that resemble private commercial ventures. Therefore, we are acting in a propriety capacity. Lastly, our Community Center operations prohibit open carry due to our agreement with the Sioux Falls School District and their proximity to elementary schools. This same analysis would apply to concealed weapon permit holders carrying concealed weapons.


Lost and Found Policy

Purpose To provide for a consistent manner in which department employees will collect, save, and distribute items left at Parks and Recreation facilities or grounds. Procedure For the purpose of this policy, any electronic or camera equipment including cameras, camera accessories, cell phones, PDAs, computers, computer accessories, or walkie-talkies as well as any jewelry, watches, prescription eyeglasses or sunglasses, wallets, billfolds, purses/handbags, or backpacks will be considered as important items regardless of estimated cost. Any leather jackets will also be considered important. A call to 911 or to the nonemergency police number, 367-7000, must be made by the person finding an item which is considered as important as soon as possible. A police officer will come to the location where the item was found and will do a case report. The item will be taken by the police officer. Any part-time employee finding an important item must report this to a full-time employee, the part-time night supervisor, or a pool manager. The full-time employee, night supervisor, or pool manager will make the call to police. Park employees are advised not to check the found item for ID or phone number. The police officer responding will do this. Any inquiries about found items which were turned over to a police officer should be referred to the Police Property Section, 367-7244. Any miscellaneous sports equipment such as bats, balls, gloves, games, etc.; any inexpensive nonprescription sunglasses; or any clothing items except leather jackets which are found in parks will be sent to the Park Maintenance Headquarters and kept in a lost and found container. Each item should be tagged with the date found, location where found, and the name of employee who found the item. Any miscellaneous sports equipment such as bats, balls, gloves, games, etc.; any inexpensive nonprescription sunglasses; or any clothing items except leather jackets which are found at pools or community centers will be kept in a lost and found container maintained at each pool and community center. Clothing items would include beach towels, swimming tote bags, shoes, etc. An employee having questions on whether to call the police about certain miscellaneous sports equipment or certain eyeglasses should check with his/her supervisor for clarification. If there is identifying information on clothing or miscellaneous items, Technical Clerks, Recreation Program Specialists, or pool managers may attempt to make contact with the person who lost the item. Before a found item may be returned, the item must be described to a department staff person who will locate the item and return it to the claimant. Lost and found containers will not be available to the public without staff being present, and at no time will a claimant be allowed to go through a lost and found container. Disposal of Unclaimed Items All miscellaneous or clothing items which are left at parks, pools, or community centers will be given to a nonprofit agency on a monthly basis if not claimed within 30 days of being found.


Theft and Vandalism

• Each year Sioux Falls Parks and Recreation suffers a significant financial loss from both vandalism and theft.

• It is imperative that every employee assume responsibility from both attempting to deter this loss and for accurately reporting any vandalism or theft that occurs.

• Staff is to make contact with the supervisor when any theft or vandalism is detected. The decision to contact the Sioux Falls Police Department will be made by the Recreation Program Specialist.

• If there is theft or vandalism against Sioux Falls Parks and Recreation:

The Recreation Program Specialist must be informed immediately.

The RPS and the on-call person will decide if the police should be contacted.

A written account of documentation completed by the RPS shall be submitted to Risk Management and RPC within 24 hours.

• If there is any intentional damage to a facility or property of the facility that occurs in the community centers, we will seek payment from the individual responsible. This would mean broken windows, bathroom stall doors, ball/play equipment, etc.


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Staff Communications


Staff Communication Book

• The Staff Communication Book is located at all five community centers near the front desk.

• This book will contain information that can be accessed by all community center staff.

• The Recreation Program Specialist will keep this book updated with the following items:

o Need to Know Sheets:

This form will be filled out by community center staff when an incident occurs at the community center in which everyone should be aware.

o Current Staff Phone Numbers

o Current Schedules

o Staff Information (staff IDs)

o Blank Time Off Requests

o YMCA Information

o School Information

• Staff should be encouraged to check this binder on a daily basis.


Recreation Leader Job Description


Work Standards

Uniform

All staff will wear approved shirts during all working hours unless otherwise directed—shirts or sweatshirts. You will be responsible for washing them and keeping them in good condition. At the end of the work season, you will be required to turn in these uniforms, washed and in good condition.

Shorts, skirts, or long pants may be worn—no sweat pants. You must wear closed-toe/closed-heel athletic shoes. Baseball caps may be worn, but the bill must be in the front. Wear your staff sweatshirt over any other shirt so that people can see who you are once they enter your workstation.

Additional Attire: The personal appearance and dress of the community center leaders exerts an influence on the children coming to the community center and conveys to the public the general impression of all recreation personnel and programming. The dress of each person, therefore, should be in good taste, be neat, clean, and appropriate for the duties performed. Jewelry may be worn in moderation. Jewelry may not be worn on any pierced body parts that are visible, with the exception of earrings on the ears. Tongue jewelry is also prohibited.

Conduct

Your selection as a community center leader rested largely on our conviction that you had the highest of personal standards. In our minds, this is your most impressive qualification. We expect you to be pleasant at all times and to smile frequently. We expect you to be fair and to insist on fair play from others. We expect you to instill in all a sense of pride in your community center—to be proud of its appearance and of the achievement and behavior of all who come to your area. We expect you to initiate activities and encourage activities at the community center and assist at special events.

Your personal standards will establish a tone at our community centers. What you will accept will be shown in the sportsmanship of the children and the general behavior of all who attend your community center site. A high standard of community center discipline is a must.


Work Schedule

Sioux Falls Parks and Recreation has established a work schedule for employees. These schedules are included as a part of this manual. All personnel are assigned specific hours and duties. Without exception, it will be expected that all personnel will fully accept the hours and duties assigned.

Sickness: In case of sickness and you cannot report for work, you must notify your Recreation Program Specialist well in advance of start time. You are responsible for finding a replacement and having the staff listing.

Time Off: Is allowed on individual request if approved by a supervisor.

Overtime: All personnel hired for the community centers are not eligible for overtime pay. Staff members may not work more than 40 hours a week—no exceptions.


Time Off Request

Experience has indicated that it is impossible to establish and follow a blanket policy governing time off, and we now treat separately each such request; however, the following general rules apply:

1. Requests for time off must be made in person to the Recreation Program Specialist in writing one work week in advance. Please see example. If you plan to take time off, it is your responsibility to find a substitute to work for you.

2. Unexcused work absence: being late or not calling or not showing will result in disciplinary action.


Application for Time Off

Name: ___________________________________________________________________

Location of work:___________________________________________________________

Date/time of work needed off: _________________________________________________

Reason for time off: ________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Employee’s Signature _______________________________________________________

Substitute ________________________________________________________________

Substitute’s Signature _______________________________________________________

Authorized Signature ______________________________________________________

Fill out and turn in to the Recreation Program Specialist.


Staff Time Cards

• Time cards should be filled out and signed by the Recreation Program Specialist at each community center.

• Staff time cards will be kept at each community center to be picked up by the roving Recreation Program Specialist at the end of each pay period.

• The pay period will begin on Monday and end on Sunday.

• Staff should not sign the time card until the last day that they work. By signing the time card, they are approving all the hours indicated on the time card. Hours may not be deleted or added after the time card has been signed.

• If the time card is not filled out completely, and is not signed, the community center staff person will not be paid for that week’s work until it is signed.

• Only use black or blue pens to fill out a time card. A red pen is used to correct hours on the time card. To correct, use a red pen to cross out the wrong time/hours with one line and initial. Next to the crossed-out item, write the correction clearly and legible.

• Please refer to the sample to learn how to correctly fill out a time card.

• Once all time cards are signed, the RPS will complete the time card checklist and attach it to the time cards. The time cards and the checklist will be put in their designated spot at each community center.

• If a part-time staff person does not have any hours for a pay week, the RPS should fill out a blank time card for them anyway. Please include their name and employee ID numbers.

• If it is the last week a community center staff is going to be working for Sioux Falls Parks and Recreation, the RPS should write, “Last Time Card” at the top of the time card before it is to be picked up by the roving Recreation Program Specialist.


Random Drug\Alcohol Selection


4-1

Executive Orders


Policy Review Checklist


E X E C U T I V E O R D E R

Subject: Children or Family Members in the Workplace



Subject: Use of City Telephones



Subject: No Tobacco Policy—Phase II


5-1

Accident Procedures


Phone Call Protocol When Emergency Personnel Are Contacted

• Police Calls o When a call is made to the police during the hours of 8 a.m.–5 p.m., Monday

through Friday, the RPC responsible for the program area should be contacted immediately (ex. Aquatics—Jean, CC—Susie).

o When a call is made to the police after the hour of 5 p.m., weekdays, weekday evenings, and on weekends, the on-call RPC should be called immediately following the initial police call. When calling the RPC, please include details such as:

• Why were police called?

• Age of those involved in the situation.

• Threats made.

• Details that would help to define the situation and clarify course of action.

o RPC should notify the Recreation Manager that the police have been called and share detailed information regarding what is transpiring.

o When the police arrive to the scene, staff should be asking for a business card and/or badge number from the police officer(s).

o A detailed report must be completed on the incident. This report should include details from the start of the situation to the very end of the situation. These reports need to be completed in a well-thought-out manner in order for the person reading the document to understand completely what occurred. Also, the language and grammar of these documents should be professional and accurate.

o Reports should be emailed to the RPC immediately following the incident. Reports should also include completed ejection reports that contain the ejected participants’ information. Proper ejection time frame guidelines should be followed.

o If incident involved students of the Sioux Falls Public Schools, the principals should be notified of the situation that took place in order for them to properly discipline the students as well. That notification will take place through the Recreation Manager unless directed otherwise.

• Emergency Calls

o When EMS is called during the hours of 8 a.m.–5 p.m., Monday through Friday, the RPC responsible for the program area should be contacted immediately (ex. Aquatics—Jean, CC—Susie).

o When a call is made to EMS after the hour of 5 p.m. weekdays, weekday evenings, and on weekends, the on-call RPC should be called immediately following the initial EMS call. When calling the RPC, please include details such as:

• Age of participant.


• Condition of participant (conscious, not conscious, breathing, not breathing, pulse/no pulse, bleeding, etc.).

• What happened to cause the injury?

• Was ambulance called? o RPC should notify the Recreation Manager that EMS has been called and

share detailed information regarding what is transpiring. o An accident report must be completed immediately. The report should be filled

out in detail. Be sure not to diagnose the participant’s condition but make sure to include details (ex., participant broke arm, should read, “Possible broken arm with what looked like a bone protruding from skin”). If the participant is not able to share information, you will need to find

someone with them to get the needed information from. The police will complete their own report, but we will also need to

complete the department accident reports. o Get badge numbers from the police officers that arrive to the situation. o Reports of the incident along with the accident report should be sent to the

RPC immediately following the situation.


Participant Accident Procedure

1. Assess the medical situation to determine how serious the situation is and what medical attention should take place.

2. If it is serious, life threatening, and an ambulance may be needed, call 911. An individual may be personally liable for an ambulance expense if they take the responsibility of calling the ambulance instead of 911. Do not move the injured.

3. Contact parent/guardian if injury warrants.

4. Fill out an accident report form* immediately following the medical care steps. Fill it out completely. Also get several witnesses if possible. Accident reports need to be filled out in duplicate.

5. Please try to keep in mind the human concerns and emotions at stake, even for the most minor incidents.

6. Put completed report in designated area for Recreation Program Specialist or full-time staff to follow up on.

7. If ambulance is called to the scene, please call full-time Recreation staff on duty to report.

*Fill out the accident form for all accidents, minor or major.

*No internal documents should be given out to anyone. All concerns should be directed to City of Sioux Falls Risk Management, 367-8746.

Witness Report In case of serious accident or incident where ambulance is called, please complete the witness report and file with accident report.

Participant’s Accident Report This report is to be filled out in duplicate when an injury has occurred to one of the participants and is to be filled out on every injury which requires first aid treatment. Fill out the form as completely as possible and submit them to the Parks and Recreation office. When filling out the accident report, please make sure to include exactly what happened, what was injured, and what care was given.

The original form will be sent to Risk Management and a copy will remain on file in the Parks and Recreation office. If a participant or parent wants a copy of the report, please direct them to call the City of Sioux Falls Risk Management office at 367-8746 and discuss the case with them. We do not release internal working documents.

Whenever there is a serious injury, you must contact a full-time department staff person, especially if the victim is a child and you have contacted a parent.


IF THE INJURY APPEARS TO BE “LIFE THREATENING” because bleeding is uncontrollable, breathing has stopped, the victim is unconscious, or some critical condition exists (an injury which you feel needs immediate, expert attention), leave one staff person with the injured person while another places three (3) telephone calls:

First: For a Child: Call 911. Explain exactly what the problem is and where the child is. For example, “The child is unconscious, has shallow breathing, and is bleeding from the ear, in the park area just north of the name and address of center.” The 911 dispatcher will send whatever help they think is necessary.

For an Adult: Ask if there is anyone present who can assume responsibility for making arrangements for emergency care. If there is someone, make the phone immediately available to them. If there is not anyone present to assume the responsibility, call 911. Explain exactly what the problem is and where the victim is. For example, “The adult was playing basketball in name and address of center, when they fell to the floor striking their head. They are unconscious and will not respond to any stimulation.” The 911 dispatcher will send whatever help they think is necessary.

Second: For a Child: Try to reach the parent or guardian to inform them of the child’s condition, location, and what action you have taken thus far.

For an Adult: If there is someone present to assist with care arrangements, ask them if there is any “next of kin” they know of to contact. If staff is responding on their own, they should make a reasonable attempt to try to contact a close family member.

Third: Call the Recreation Program Specialist if they are not on duty to report the injury and the action taken thus far. If the Recreation Program Specialist is not available, reach the full-time Recreation staff on duty. It is mandatory you contact a full-time Parks and Recreation staff person whenever you use the 911 emergency number.

STAFF IS NOT TO TRANSPORT AN INJURED PERSON IN THEIR OWN CAR.

Staff is not to make a statement or answer questions concerning an injury to anyone other than a police officer. Refer any questions to the Recreation Program Specialist, stating you are not authorized to discuss the situation.


Guidelines for Filling Out Accident Reports, Incident Reports, or Witness Statements

When completing an accident report, incident report, or witness statement, please consider the following questions. It is vital that the information you report is accurate, precise, and free of personal opinion. There are questions whose answers are considered basic in information-gathering. They constitute a formula for getting the complete story on a subject. According to the principle of the Five Ws, a report can only be considered complete if it answers these questions starting with an interrogative word.

• Who is it about?—include first and last name.

• What happened?

• When did it take place?

• Where did it take place?

• Why did it happen?

And lastly—

• How did it happen?

Each question should have a factual answer—facts necessary to include for a report to be considered complete. Importantly, none of these questions can be answered with a simple “yes” or “no.” If you have questions or concerns, work with the Recreation Program Coordinator who will receive the final report for additional documentation or clarification.

http://en.wikipedia.org/wiki/Interrogative_word

http://en.wikipedia.org/wiki/Yes_and_no


Participant’s Accident Report


Witness Statement

Please write your emergency procedure—exactly what happened from the time you witnessed the accident/incident, until the time that the ambulance drove away, or the incident was resolved. Write your initials at the beginning of your first sentence and at the end of your last sentence.

Location _________________________________________________________________ Signature ________________________________________________________________ Date ____________________________________________________________________


Employee Accident Procedures

Notice: As of January 1, 1997, the Department of Labor has started fining employers $100 for each First Report of Injury Form that is not received on time. This means that all First Reports must be turned in to the Risk Management Office within 48 hours. There may be situations when the department needs more time to investigate or gather information—send the completed First Report and continue to gather the needed information. That information can be turned in at a later date. This means all reports must be turned in within 24 hours to the recreation coordinator.

When an On-the-Job Injury Occurs: 1. Tell your supervisor immediately. 2. Complete a “First Report of Injury” form and have your supervisor sign it. Your

supervisor will then send it to Risk Management within the first 24 hours to continue the process.

3. If medical attention is required, you may go to a physician of your choice. The preferred City physician is listed below. For more serious injuries, or injuries that require treatment after-hours, you may go to one of the acute care clinics or to the hospital emergency rooms. Be sure to tell the attending physician it is a workers’ compensation injury. If you go to the doctor, you will need to take a “Medical Practitioner’s Report” with you. Before going to the doctor you must notify the Recreation staff on duty.

Preferred Physicians for On-the-Job Injury: 1. Sanford Clinic—Occupational Medicine and Walk-In Clinic

900 East 54th Street North 2. You may go to your own doctor if you prefer. The advantage of using Occupational

Medicine is that you will be able to see a doctor without an appointment. 3. For minor emergencies, we prefer: Sanford Clinic—Acute Care (Minnesota Avenue)

332-2883—6110 South Minnesota Avenue 5 to 9 p.m., Monday through Friday; 10 a.m. to 9 p.m., weekends and holidays

-or- Sanford Clinic—Acute Care West (41st Street and Sertoma Avenue)

332-2883—7220 West 41st Street 5 to 9 p.m., Monday through Friday; 10 a.m. to 9 p.m., weekends and holidays

-or- Sanford Clinic—Acute Care East

332-2883—4405 East 26th Street 5 to 9 p.m., Monday through Friday; 10 a.m. to 9 p.m., weekends and holidays


Sanford—Occupational Medicine and Walk-In Clinic


Reported Employee Accident

The following paperwork needs to be filled out by the Recreation Program Specialist when an employee reports an injury:

• The South Dakota Employer’s First Report of Injury must be filled out by the Recreation Program Specialist and the employee who was injured. The form must be filled out the day of the injury. After the form has been thoroughly completed, the form must be turned in to a rover Recreation Program Specialist to turn in to the office.

• The City of Sioux Falls Supervisor’s Accident Investigation Report form. This form will also need to be turned in to a rover Recreation Program Specialist.

• If the employee feels they need to visit a physician, they must take the Medical Practitioner Report form with them.

All of these forms are located at each community center.


Report of Work Ability


South Dakota Employer’s First Report of Injury


Supervisor’s Accident Investigation Report


Employee Assistance Provider Guidelines

Recently, the City had a critical incident whereby the need for EAP services in the work environment was requested and needed on short notice. There was some confusion on who to contact and what telephone number to use for services—particularly after-hours. I recently met with Todd Herrboldt from Family Services, Inc. (Employee Assistance Provider) to review appropriate protocols and though I would review them with everybody else as well. Please feel free to forward this message on to any of your staff who may have a need to know. Our current Employee Assistance Provider for these types of matters is: Family Services, Inc. 2210 West Brown Place Sioux Falls, SD Phone 336-1974 Emergency Contact/After-hours Phone 310-3963 Here are the recommended guidelines to follow: 1. Family Services Inc. has asked to be contacted as soon as possible regarding the

need of potential need for a counselor to come to the job site on critical type incidents. They have logistical issues to address in order to assign the appropriate counselor based upon the incident at hand. They will be better equipped to respond quickly and efficiently the sooner they are aware of the situation and/or need. Even if you don’t know you actually need a counselor on site for assistance, if the potential exists, Family Service would like to be contacted as soon as possible.

2. If an incident occurs during business hours (i.e., 8 a.m. to 5 p.m.), please use the main number (336-1974) for assistance.

3. If an incident occurs outside normal business hours and weekends, use the 310-3963 cell phone number.

4. You don’t need to contact HR before accessing EAP services for critical type incidents. However, we would appreciate notification as soon as possible thereafter by contacting us at 367-8470. Risk Management would like to be contacted and informed as well at 367-8746 (main line) or 360-1885 (cell).

5. Herrboldt advised me that, generally speaking, it is not good practice to have a counselor on site immediately following a critical incident as very little processing takes place that close to the incident or event.

If anyone has any questions about these protocols, please feel free to contact me directly via email or by phone at 367-8740. Bill O’Toole Human Resource Manager 224 West Ninth Street Sioux Falls, SD Email: [email protected]


6-1

First Aid Information


Bloodborne Pathogen Exposure Control Plan

Policy Statement Sioux Falls Parks and Recreation and the City of Sioux Falls are committed to providing a safe work environment for their employees. This exposure control plan defines department procedures and employees’ responsibilities as they relate to exposure to blood or other potentially infectious materials.

This exposure control plan has been established to reduce the risk of exposure of Sioux Falls Parks and Recreation employees to bloodborne pathogens and to comply with Occupational Safety and Health Administration established regulations.

For the control program to be effective, employees (both permanent and temporary) must receive and understand training. If employees do not understand the information outlined, they need to seek clarification from their direct supervisor or department head. This plan will be reviewed and updated as necessary.

Training All department employees are to receive training that creates awareness to the risk of bloodborne pathogens. Those full-time and temporary employees who have an occupational exposure risk to blood or body fluids will receive, at no cost to them, training on:

1. Information on bloodborne diseases. 2. Modes of transmission. 3. Means to reduce the risk of occupation exposure. 4. Procedures for handling blood and body fluids. 5. Immunization information. 6. Reporting exposure occurrences.

Training is provided at the time of initial employment or whenever new or modified tasks or procedures affecting the employee’s occupation exposure are introduced and at least once a year thereafter.

Who has Occupational Exposure? Job classifications within Sioux Falls Parks and Recreation that are most typically considered as emergency responder-type positions are listed below.

Lifeguards/Pool Managers Park Caretakers District Supervisor

Employees in the job classifications listed above have primary job duties directly associated with emergency response.

Unless noted above, all other job classifications are considered to be of a normal work routine. These employees can decline to perform tasks that involve a perceived risk due to exposure to blood, body fluids, or tissues.

What to do if a Significant Exposure Incident Occurs


An exposure incident is specific eye, mouth, other mucous membrane, nonintact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of an employee’s duties. An example of an exposure incident would be a puncture from a contaminated Sharps. An employee receiving a significant exposure shall adhere to the following procedures:

1. Shall scrub with antibacterial soap and water or flush the mucous membranes of the eye, nose, or mouth with water.

2. Shall call their supervisor as soon as possible, but in no event later than 24 hours of the incident. If the supervisor cannot be reached, the employee shall call either the District Supervisor or the Parks and Recreation Director.

3. The supervisor shall have the employee follow the source individual, if known, to the receiving hospital. At the same time call 366-5251, Sanford Hospital Infection Control Exposure Hotline. The City is under contract with Sanford to provide 24-hour, 7 days per week, immediate response and workers’ compensation case management for these types of incidents. The on-call registered nurse (R.N.) will ask questions and give specific instructions to the employee over the phone. In addition, they will coordinate with the treating physician to ensure that the appropriate protocol is in place and being followed. The on-call infection control R.N. is responsible for the well-being of your employee. Be sure that employees know and understand this and that they follow their instructions.

If, for any reason, your call does not get through to the on-call R.N., follow the instructions on the voice message exactly! If you do not get a voice message, call the Sanford operator at 333-1000 and ask that they connect you to an infection control nurse. The exposure hotline is a cell phone number and as such is subject to the reliability of cell phones. If all else fails, call Michael Hall, Risk Manager, 201-8670.

Note: The 24-hour infection control hotline can be used by supervisors or your employees to inquire about communicable illness or determine if a particular incident requires additional follow-up. Exposure incidents where prompt source patient tracking is needed or exposure to a person with known or suspected HIV source has occurred need to be called in immediately. Other calls seeking general information should be made during normal working hours. All calls are confidential.

If you or your employees have any questions regarding this service, please call Risk Management at 367-8746.


Control Procedures for Sioux Falls Parks and Recreation Employees

Emergency responders frequently face unpredictable, uncontrollable, dangerous, and life-threatening circumstances. There is an extremely diverse range of potential situations that can put emergency responders at risk. When a medical situation arises that involves blood or body fluids, the following control procedures shall be implemented.

1. All blood and body fluids must be treated as infectious.

2. Work practice controls shall be used to eliminate or minimize employee exposure.

3. Individuals who are capable of administering first aid to themselves will be given appropriate supplies and instructions on how to apply first aid directly on their own. Staff will not have contact with blood or body fluids in these situations.

4. For more serious injuries or for individuals who cannot administer first aid to themselves, employees will take universal precautions and then administer to the injury.

5. If necessary, emergency response personnel will be notified via “9-1-1.” First aid or CPR will be administered by employees until emergency response personnel arrive.

Job Site Procedures for Sioux Falls Parks and Recreation Employees

1. Personal protective equipment.

All employees performing tasks entailing reasonably anticipated exposure to blood or other potentially infectious materials will be provided and are required to use appropriate personal protective equipment such as, but not limited to, gloves, eye protection, pocket masks, or other ventilation devices. Such equipment shall be repaired or replaced as needed at no cost to the employee. Personal protective equipment will be considered “appropriate” only if it does not permit blood or other potentially infectious materials to pass through to or reach the employee’s work clothes, street clothes, undergarments, skin, eyes, mouth, or other mucous membranes under normal conditions of use.

Appropriate personal protective equipment shall be readily accessible at the work site or issued to employees. Any garment penetrated by blood or other potentially infectious materials shall be removed immediately or as soon as possible.

All personal protective equipment shall be removed prior to leaving the work area. When personal protective equipment is removed, it should be placed in an appropriately designated container for storage or disposal.

Masks in combination with eye protection devices such as goggles or glasses with solid side shields or chin-length face shields shall be worn whenever splashes, sprays, spatter, or droplets of blood or other potentially infectious materials may be generated and eye, nose, or mouth contamination can be reasonably anticipated.

2. Specific work practices.

All procedures involving blood or other potentially infectious materials shall be performed in such a manner as to minimize splashing, spraying, spattering, and generation of droplets of these substances. No object shall be placed in the mouth. The nose, mouth, and eyes should not be touched during or after victim contact until proper hand washing procedures have been followed. Special care and precautions shall be taken at any time an employee may have open cuts or sores that may compromise the


barrier protection provided by skin. The minimum number of personnel required shall be involved with any procedure entailing exposure to bloodborne pathogens and exposure times should be minimized.

3. Hand washing.

Employees shall wash their hands immediately or as soon as feasible after removal of gloves or other personal protective equipment. Employees shall wash hands and other skin with soap and water or flush mucous membranes with water immediately or as soon as possible following contact with such body areas with blood or other potentially infectious materials. When provision of hand washing facilities is not feasible, either an appropriate antiseptic hand cleanser in conjunction with clean cloth or paper towels or antiseptic towelettes should be used. When antiseptic hand cleansers or towelettes are used, hands should be washed with soap and running water as soon as feasible.

4. Cleaning and disinfection.

The work site shall be maintained in a clean and sanitary condition. All equipment and working surfaces shall be cleaned and decontaminated after contact with blood or other potentially infectious materials. Contaminated work surfaces shall be decontaminated with an appropriate disinfectant immediately or as soon as feasible when surfaces are overtly contaminated or after any spill of blood or other potentially infectious materials. A dilution of 1:10 bleach to water is an effective means of decontamination and killing microbacterial agents in the blood or body fluids that have contaminated floors, walls, chairs, pool decks, etc.

All pails, cans, and similar receptacles intended for reuse which have a reasonable likelihood for becoming contaminated with blood or other potentially infectious materials shall be inspected and decontaminated soon as feasible. Broken glassware which may be contaminated shall not be picked up directly with the hands. It shall be cleaned up using mechanical means such as a brush, dust pan, or tongs.

5. Storage and disposal of contaminated materials.

All materials that have been contaminated by blood or body fluids shall be disposed of in biohazard bags. Bags are orange/red with biohazard symbols on them. Containers will be on site to store biohazard bags. These containers shall be emptied at least on a weekly basis, with contaminated materials inside taken to the Falls Community Health center for disposal. If outside contamination of the container occurs, the container shall be placed within a second container that prevents leakage during handling. An orange/red biohazard label shall be placed on this second container. In a severe accident situation, contaminated materials should be given to EMS personnel to dispose of at the hospital.

Staff and maintenance personnel will be trained to identify the disposal bags and the proper disposal of these bags.


Glossary Blood. Human blood, human blood components, and products made from human blood. Bloodborne pathogens. Micro-organisms that are present in human blood and that can cause disease in humans. These pathogens include Hepatitis B virus (HBV) and human immunodeficiency virus (HIV). Contaminated. Marked by the presence or the reasonable anticipated presence of blood or other potential infectious materials on an item or surface. Contaminated laundry. Laundry that has been soiled with blood or other potentially infectious materials or that may contain Sharps. Contaminated sharps. Any contaminated object that can penetrate the skin, including, but not limited to, needles, scalpels, and broken glass. Decontamination. The use of physical or chemical means to remove and activate or destroy bloodborne pathogens on a surface or item to the point where they are no longer capable of transmitting infectious particles. Engineering controls. Devices or equipment for isolating or removing hazards from the workplace. Hand washing facilities. Locations that provide an adequate supply of running potable water, soap, and single-use towels or hot air drying machines. HBV. Hepatitis B Virus. HIV. Human Immunodeficiency Virus. Occupational exposure. Reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from employees performing their duties. Other potentially infectious materials. The following body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, and any body fluid that is visibly contaminated with blood. Parenteral. Exposure occurring as a result of piercing the skin barrier (i.e., subcutaneous intramuscular intravenous routes) through such events as needle sticks, bites, cuts, and abrasions. Personal protective equipment. Specialized clothing or equipment worn by an employee to protect against a hazard. Significant exposure incident. A specific eye, mouth, other mucous membrane, nonintact skin, or parenteral contact with blood or other potentially infectious materials that results from an employee performing their duties. Sharps. Any object that can penetrate the skin, including, but not limited to, needles, scalpels, and broken glass. Source individual. Any individual, living or dead, whose blood or other potentially infectious materials may be a source of occupational exposure to the employee. Universal precautions. An approach to infection control in which all human blood and certain human body fluids are treated as if known to be infectious for HIV, HBV, and other bloodborne pathogens. Workplace controls. Mandated procedures or policies that reduce the likelihood of exposure by altering the manner in which a task is performed.

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