boys & girls clubS of the keys AREA

Drug and Alcohol Use

The Club is committed to creating and maintaining a Drug Free Workplace. This policy applies to all applicants for employment and to all employees in all job classifications. Substance abuse which includes the possession, use or sale of illegal drugs or the unlawful use of lawful substances including alcohol and prescription drugs will not be tolerated during working hours, on club premises or at any non-personal, club-sponsored or club-related functions. It is a condition of employment to refrain from using drugs and the unlawful use of lawful substances, including alcohol and prescription medicines, and to abide by the guidelines of the Drug-Free Workplace Policy. Employees determined to be under the influence of drugs or alcohol, including the unlawful use of lawful substances, or who violate this policy in other ways, are subject to immediate discharge.

Facilities and Restrooms

There are separate restrooms for Club Members and staff. Staff is NEVER to accompany a Club Member into the restroom, or enter when a Club Member is using the restroom. ONLY in an emergency occurrence should a staff member enter the restroom when occupied by a Club Member, and it must be documented and reported to the Site Director and/or Executive Director. Staff has separate facilities and are not allowed to use the Club Member’s facilities.

Club Members using the restroom are monitored from the hallway entrance to the restroom. 

ONLY visitors of the Club are allowed to use the staff restroom, and ONLY when accompanied by staff. 

Prohibition of One-On-One Interaction with Club Members and/or Youth Volunteers

Staff and Volunteers are prohibited from having one-on-one contact with Club Members. “Private” interaction is NEVER permitted. This includes: on-site activities, indoor or outdoor activities, transportation, program interaction, mentoring, homework assistance, and/or field trips.

Technology

The Club’s Electronic Communication Systems are to be used for conducting Club business only. The Club prohibits inappropriate technology-based interactions between youth and staff, volunteers, board members, and other youth during and after Club hours.

The Club’s network has been established for educational purposes limited to classroom activities, school-to-career development and scholastic research on appropriate subjects. The Club’s network has not been established as a public access service or a public forum. The Club has the right to place reasonable restrictions on the material members access or post through the system.

The Club prohibits any one-to-one interaction on all internet access, to include: social media, cyber-bullying, history monitoring, firewall (Website access), and personally owned devices. 

The Club also prohibits inappropriate technology-based interactions between youth and staff, volunteers, board members, and other youth, during or after Club hours.

Transportation

Site Directors, Program Directors, Program Coordinators, and other designated drivers must have and maintain the required current Florida Driver’s License, and pass a driver’s record inquiry requested by the insurance company of the Club. Only authorized drivers who are placed on the driver’s list may drive Club vehicles. If anyone receives a citation that would add points on the driver’s record or the driver’s license is taken away for any reason, the employee must notify the CEO immediately. 

Prior to driving a Club vehicle, the driver must perform the following duties:

1. Check the oil level, tires, brakes, water, mirrors, and fillout the

check list before departing with the vehicle. The driver will turn

in to the Unit Director or CEO all checklists, accident reports (if 

any) and trip reports when the log is completely filled out.

2. Before the Club vehicle is started, the driver will walk all the way 

around the vehicle to ensure that nothing is behind or 

underneath the vehicle.

3. Only children with a current membership will be allowed to

ride inside a Club vehicle.

4. Complete the log sheet to include: each member’s name, the date, the time of departure, time of arrival, signature of driver, and signature of second staff member. The log sheet is maintained by the receptionist until the end of the month, then maintained by the Site Director.

5. Transportation vehicles are equipped with fire extinguishers, and also, car alarms for the protection of staff and members.

6. The driver will ensure no more than one (1) child per space, no

hands outside the vehicle at any time, and no standing or walking

around in the vehicle while it is in motion. Seatbelts must be

worn by everyone and should be in place before the vehicle

moves out. 

7. Vehicle clean-up must begin immediately upon return to the Club. Clean-up includes:

a. Sweeping out or vacuuming the vehicle.

b. Washing the vehicle if needed.

c. Removing all trash and personal belongings.

 d. Locking the vehicle.

8. When not in use, Club vehicles will be parked in their appropriate 

 parking spaces.

9. All accidents and repairs must be reported immediately to the 

CEO and/or Unit Director.

10. Both Staff and Volunteers are prohibited from one-to-one interaction with members, meaning Staff and Volunteers are never to ride in a vehicle with only one member. 

(SEE POLICIES AND PROCEDURES MANUAL) 

Facility Safety Compliance with Local Codes

All facilities shall comply with fire and safety standards enforced by the State Fire Marshall and rules established pursuant to Health codes enforced at the local level. The Boys and Girls Clubs of the Keys Area, Inc. shall update and have proof of compliance with local fire and safety standards, and have annual health inspections.

Display of Safety Collateral

Our organization shares BGCA-approved collateral, which includes the ethics hotline, crisis text-line, and safety helpline information, with members, staff, volunteers, and families. 

Runaway Child Policy

While in the care of the Boys and Girls Clubs of the Keys, if a child leaves the Club area without permission, or without being accompanied by a parent/guardian or other approved adult, staff will immediately notify the police. The police will be informed that we have a “runaway” child and will be given as much description and information as possible. Staff will then contact the parent/guardian and administrative staff.

Incident Reporting

1. Incident reporting is required of all employees. Employees are trained in reporting procedures consistent with filing reports for the following DCF-defined occurrences:

a. Abuse/Neglect/Exploitation. A reportable event where a member is the subject of abuse, neglect or exploitation.

b. Aggression/Threat. The member engages in a verbal threat to harm or aggression toward another person.

c. Contraband/Drugs (or non-authorized material). Discovery of contraband. Contraband includes intoxicating beverage, controlled substance, weapon, or device designed for use as a weapon, or explosive substance.

d. Physical Aggression. The member engages in physically aggressive behavior that is threatening towards persons, or destructive to property, i.e., overturning furniture, throwing objects, striking walls, etc.

e. Sexual Battery. All allegation of sexual battery by a member, as evidenced by medical evidence or law enforcement involvement.

f. Suicide Attempt. An act which clearly reflects the physical attempt by a member, to cause his or her own death while in the physical custody of the Club, which results in bodily injury requiring medical treatment by a licensed health care professional.

g. Self-Injurious Behavior. The member inflicted upon him/herself or subject to potential danger (cutting oneself, walking or running into traffic).

h. Other Incidents. An unusual occurrence or circumstances initiated by something other than natural causes or out of the ordinary, such as a hurricane, kidnapping, riot or hostage situation, which jeopardizes the health, safety and welfare of other 

members who are in the physical custody of the Club.

When a staff member has discovered that one of the above incidents has occurred, he/she must first take immediate steps to ensure the safety and health of members and staff. If any child becomes physically aggressive, the police, and/or parent/guardian should be contacted immediately. Discipline must be consistent, firm, and fair in order to provide a safe and valuable program for our youth.

Supervision

At least one staff member or volunteer must be present at each site during all operating hours when youth are being served, or during any Club-sponsored offsite program activity or fieldtrip, who is either American Red Cross certified or fully trained through a qualifying comprehensive adult and infant/child CPR first-aid training. 

A staff person at least 21 years of age must be in charge of the program and must be on the premises at all times during operating hours.

No person under the age of 16 may be employed at a school readiness program facility unless they are under direct supervision and are not counted for the purpose of computing the staff-to-child ratio.

The ratio is based on primary responsibility for the direct supervision of children, and applies at all times while children are in care. The minimum staff-to-child ratio for all school readiness programs must be consistent with the following, associated with age group we serve:

- For children 5 years of age or older, there must be one program personnel for every 15 children, instructing in any room inside of the Club.

- For children 5 years of age or older, there must be two program personnel for every 15 children, during a Club-sponsored offsite program activity or fieldtrip.

- For children 5 years of age or older, there must be two program personnel for every 15 children, while children are outside of the Club, anywhere within the Bayview Park area, including the playground, basketball court and softball field.

Staff are to always position themselves where they have full view of all kids at all times.

Volunteers

All volunteers that have direct, repetitive interaction with youth must be background screened, and complete a documented orientation/onboarding process. All volunteer participation must be tracked, via sign-in/out log.

Critical Incidents

It is required to immediately report any known allegation of abuse or any potential criminal matter to law enforcement or to the appropriate authorities. Within 24 hours, known critical incidents must be reported to BGCA, including:

a. Any instance of allegation of child abuse, including physical, emotional or sexual abuse; sexual misconduct or exploitation (Club-related or not) against any child by a current employee or volunteer; or any Club-related instance by a former employee or volunteer.

b. Any instance or allegation of child abuse, including physical, emotional or sexual abuse; or sexual misconduct or exploitation by a youth towards another youth at a Club site or during a Club-sponsored activity.

c. Any child who might have been abducted or reported missing from a Club site or Club-sponsored activity.

d. Any major medical emergency involving a child, staff member or volunteer at a Club site or during a Club-sponsored activity leading to extended hospitalization, permanent injury or death; or a mental health crisis with a child requiring outside care.

e. Any instance or allegation of abuse, including physical, emotional or sexual abuse, sexual misconduct; harassment; or exploitation (Club-related or not) alleged against any staff member; or any Club-related instance or allegation of abuse, including physical, emotional or sexual abuse; sexual misconduct; harassment; or Club-related exploitation against a volunteer or visitor.

f. Failure of an inspection by a childcare licensing agency or organization.

g. Any instance or allegation of a felony-level criminal act committed at a Club site or during a Club-sponsored activity.

h. Any misappropriation of organizational funds in the amount of $10,000 or greater; or any amount of federal funds.

i. Any criminal or civil legal action involving the organization, its employees or volunteers, as well as any changes in the status of an open organization-related legal action.

j. Negative media attention that could compromise the reputation of the Member Organization or the Boys & Girls Club brand.

k. Any other incident deemed critical by the Member Organization.

Building Security

- Entrance/Exit doors are to remain locked throughout the day.

- ALL visitors, including Volunteers are to make use of the sign in/out log.

- No one is allowed access into the building without first being recognized.

- If an individual is not recognizable, DO NOT OPEN THE DOOR.

- Only staff and visitors of the Club may use the adult restroom. NO ONE ELSE MAY USE THE RESTROOM.

- Pursuant to the Fire Marshall, the outside gate is to be unlocked during the day.