Safety is Our Number One Priority

At The Boys & Girls Club of Lake Tahoe, there is nothing more important than the safety of our members. We work every day to create a safe, fun and educational environment that enables our members to reach their full potential.

We do not tolerate inappropriate behavior of any kind, including bullying, fighting, drug use, child sexual abuse or misconduct. From strict adherence of policies and guidelines within Club facilities and staffing structure, to equipping young people with the critical thinking and social-emotional skills to make healthy, safe choices; ensuring Club members are safe is the first step in their success.

For the nearly half a million young people who enter the doors of a Boys & Girls Club each day, Clubs offer safe, inclusive spaces and experiences that empower members’ learning and growth.  And the data shows that our approach works:

Club teens are more likely to abstain from health-risk behaviors like alcohol and smoking than their peers nationally.

Clubs provide safety, mentorship and a sense of community during the critical out-of-school hours. 56% of Club alumni said the Club “saved my life.”

Clubs help build a sense of civic responsibility and leadership. In fact, 83% of Club members believe they can make a difference in their communities and 89% stand up for what they think is right.

Boys & Girls Clubs of Lake Tahoe continually updates and innovates robust safety policies, programs and training for Club staff and volunteers that are designed to protect young people from threats that are present in our society.  These include but are not limited to:

  • Mandatory criminal background checks for all staff and volunteers.
  • A Board led Safety Committee elevating safety to the highest level of governance.
  • A mandatory annual safety assessment and property review by local Fire Inspector.
  • Any employee looking to move to another Club, MUST have a reference from the previous Club.
  • Immediately reporting of any incident regardless of severity to the appropriate authorities and then to Boys & Girls Clubs of America.
  • Club code of conduct for all members and parents.
  • Documented ICR system
  • All staff trained in CPR
  • Senior staff trained as child advocates

Boys & Girls Clubs of America advocated for the passage of the U.S. PROTECT ACT, which improved background screening systems and access, and is proud to partner with the following organizations to develop safety practices that benefit ALL youth-serving organizations.

Effective January 1, 2020, there is new legislation in California that expands the statute of limitations for sexual abuse claims by giving survivors until the age of 40, or five years from discovery that an injury or illness resulted from their abuse, whichever is later, to file civil lawsuits. The previous age limit was 26 or within three years of discovery. The new legislation also provides a three year window for survivors to file a lawsuit regardless of when the abuse occurred, which also opens on January 1, 2020. Any injury proven to be the result of a defendant’s concerted effort to hide evidence of sexual abuse may result in triple damages.

Affirmative Action Policy

Introduction

The Boys and Girls Club of Lake Tahoe’s (BGCLT) Statement of Policy and Intent represents our commitment to equal employment and educational opportunity. In conformity with federal and state law and BGCA policy we are guided by the principle that there shall be no difference in the treatment of individuals because of race, color, creed, religion, national origin, sex, age, disability, veteran status, or sexual orientation. Equal opportunity and access to programs shall be available to all members of the Club.

In the employment of all personnel, BGCLT is obligated to support federal and state policies which seek to achieve equal opportunity in employment for members of underrepresented groups, women, individuals with disabilities, and Vietnam era and disabled veterans. As used in this document, underrepresented groups will include African-American, Hispanic, Asian, Hawaiian/Pacific Islander, American Indian/Alaskan Native. Three important concepts are embodied in equal employment opportunity:

  1. Nondiscrimination
  2. Affirmative Action
  3. Support for Diversity, Equity and Inclusion

Affirmative action requires more than employment neutrality. It requires BGCLT to make additional efforts to recruit, employ, retain, and promote qualified women, members of underrepresented groups, individuals with disabilities, and Vietnam era and disabled veterans. The affirmative action concept requires positive action to insure against perpetuation of benign neutrality in employment practices.

Equal Employment Opportunity

Through the policies and programs set forth in the Affirmative Action Plan, BGCLT undertakes to comply fully with all federal, state, and local laws relating to educational opportunity, equal employment opportunity, and affirmative action.

Overall responsibility for implementation of the affirmative action plan is delegated by the Board of Directors to the Executive Director, Club Director and all managers employed at the Club.

Responsibilities include, but are not necessarily limited to the following:

Overall programmatic responsibility to assure that all employment practices are conducted in a manner which does not discriminate unlawfully.

Overall direction of the Affirmative Action Plan

Maintenance of central personnel and related records in a manner facilitating achievement of the goals of the Affirmative Action Plan. All records should be kept for the current year and three previous years.

BGCLT employment benefits will be formulated and administered without discrimination.

Support for Diversity, Equity and Inclusion

At BGCLT, we take a stand for the future of America’s children. We condemn any act of racism or discrimination. We stand for safety, health, dignity and equitable opportunity. We advocate for youth and encourage young people to harness the power of their voice. We believe:

  • All young people should be afforded the guarantee of fair treatment, access and opportunity.
  • There are historically marginalized, underserved and underrepresented populations.
  • Systemic racism has a traumatic impact on young people.
  • Our mission compels us to identify and eliminate barriers that have prevented the full participation and advancement of some groups in this country, particularly Black, Brown, Indigenous and other persons of color.
  • The essential work that is needed to dismantle oppressive and unjust systems is complex and requires intentional and decisive action nationally, locally and within our own organizations.
  • Addressing systemic injustice cannot be accomplished by a single organization.
  • It is only through a collective effort that we can create a future that is equitable and accessible to all.

This Affirmative Action Statement will be treated as a public document and made available to any staff member, Club participant or member of the public who requests to see it.

Download this document here

Background Checks, Barrier Crimes, Reference Checks, and Mandatory Reporting/Child Abuse Prevention and Response (AB 506)

Policy Statement

All prospective employees, contractors, teen employees, board members, and regular volunteers must complete fingerprinting and a criminal background check. Employment and volunteer offers are conditional until the completion and passing of background and reference checks. Any prospective or current employee, contractor, teen employee, board member, regular volunteer who refuses a criminal background check, makes a false statement about their background check, is a registered sex offender, or is flagged for a barrier crime will not be eligible to work or volunteer for the Club. Background checks are ongoing and conducted annually.

All current employees, board members, and regular volunteers must complete mandated reporter training in child abuse and neglect. Any employee or regular volunteer who works or interacts with children at the Club is required to report known or suspected child abuse to the proper authorities within 24 hours. All categories of child abuse (physical, neglect, emotional, or sexual misconduct) endanger a child’s health and development, and require attention. Failure to report known or suspected child abuse is a misdemeanor punishable with up to one year in jail and/or a $5,000 fine.

Mandatory training must be completed annually. Anyone who files a child abuse report is not required to disclose their identity to the Boys & Girls Club of Lake Tahoe. The identity of a reporter may be disclosed only when they waive confidentiality by court order.

Reason for Policy

Employers may not ask prospective employees about their criminal history during the interview process (California Fair Chance Act 2018). However, Boys & Girls Clubs of America require completing and passing a background check to secure employment or regular volunteer duties at any Club. In addition, California law (AB 506) requires all youth service organization administrators, employees, and regular volunteers to annually complete fingerprinting, a criminal background check, and mandated reporter training in child abuse and neglect. Prior to any interview or job offer, all job applicants are informed that offers of employment are considered provisional until a clear background check is obtained.

Frequent background checks and mandated reporter training ensure the safety of employees, volunteers, youth members, members’ families, partners at organizations,

and the general public as well as the operation of the Boys & Girls Club of Lake Tahoe. It is vital that all staff and volunteers can be trusted to fulfill their duties without concern for the safety of members, or the reputation and legal obligations of the Club.

In addition, all employees and volunteers at the Club serve as role models and mentors to youth members as well as fellow staff members. Therefore, all employees and volunteers must exhibit the behaviors, morals, and values that we expect from our members.

Who Should Read This Policy

All employees, contracted staff, and volunteers.

Resources

Assembly Bill 506 Legislation – https://leginfo.legislature.ca.gov/faces/billTextClient.xhtml?bill_id=202120220AB506

BGCA.net – Background Checks (and supporting documents) https://www.bgca.net/page/2343?SearchId=711105&utm_source=interact&utm_medium =general_search&utm_term=background%20checks%20policy

BGCA.net – Mandated Reporting of Suspected Child Abuse https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=3075&utm_source=int eract&utm_medium=side_menu_category

BGCA.net – Sample Reference Check Policy https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=2378&SearchId=71110 3&utm_source=interact&utm_medium=general_search&utm_term=background+checks +policy

Definitions

“Employees” in this description include all paid employees, independent contractors, and teen employees.

“Regular volunteers” include teen or adult volunteers who have direct contact with or supervise children at the Club more than 16 hours in a month or 32 hours in a year. Board members, regardless of their hours with children at the Club, are considered regular volunteers.

“Short-term volunteers” include volunteers who help at events or volunteer at the Club less than 16 hours in a month or 32 hours in a year.

“Mandated reporter training” or “Mandated reporter training in child abuse and neglect” is a one to two hour training delivered by a member of the Club’s administration team.

A “report” or “child abuse report” is a form called the Suspected Child Abuse Report (Pursuant to Penal Code section 11166) that is filled out by any mandated reporter and submitted to law enforcement. A report can also be completed as a phone call to the local Child Protective Services.

A “barrier crime” is any misdemeanor or felony that is identified by the Boys & Girls Clubs of America or the Boys & Girls Club of Lake Tahoe and includes sexual misconduct, drug convictions, and specific criminal activities.

The Policy

All prospective employees, contractors, teen employees, board members, and regular volunteers must complete fingerprinting and a criminal background check. Employment and volunteer offers are conditional until the completion and passing of background and reference checks.

After being selected to work or volunteer for the Club, background checks are ongoing and conducted annually using an online background screening service. In addition, all employees, board members, and regular volunteers must also complete mandated reporter training in child abuse and neglect annually.

Background and Reference Checks

New employees and volunteers: Any adult staff member, volunteer, board member, and personnel onsite and in contact with our members (such as contractors providing youth programs or conducting maintenance onsite) are subject to fingerprinting and background checks. A prospective employee, contractor, or volunteer schedules their own Live Scan fingerprinting check with the El Dorado County Sheriff’s office or other Club-approved location. Because a Live Scan only captures juvenile offenders who have been tried as an adult, all teen staff must complete a background screening online through a contracted provider. Everyone pays for their portion of the cost upfront and all employees are reimbursed after the first 90 days of employment.

Background checks by a third party are also conducted to complete the following:

●  Verify the person’s identity and legal aliases through verification of a Social Security number

●  Provide a national Sex Offender Registry search

●  Provide a comprehensive criminal search that includes a federal search

●  Provide a comprehensive local criminal search that includes a statewide and county-level criminal search

Anyone over 18 must complete a Live Scan and have clear results before working unsupervised with anyone at the Club under the age of 18. All results are shared through a secure portal which is only accessible to the Executive Director, Director of Administration, and the Club Director.

If a Live Scan or background check does not come back clear or is flagged, the job or volunteer applicant will be informed that they have been flagged for a criminal misdemeanor or felony and that the provisional offer of employment or volunteering will not move forward. The applicant will be given the opportunity to provide an explanation or additional information.

The Executive Director, Club Director, and Board Safety Committee will review the charges and determine whether the applicant poses a threat to the members and others at the Club as outlined above in the “Reasons for Policy.” An administration staff member will then inform the applicant whether the provisional offer of employment is moving forward or being rescinded. If rescinded, the applicant has the right to file a complaint with the California DFEH.

Any prospective or current employee, contractor, teen employee, board member, regular volunteer who refuses a criminal background check, makes a false statement about their background check, is a registered sex offender, or is flagged for a barrier crime will not be eligible to work or volunteer for the Club. Background checks are ongoing and conducted annually.

Barrier crimes: The Boys & Girls Clubs of America prohibits hiring or engaging an employee, volunteer, or board member who has been convicted of any of the following crimes: murder, child abuse, domestic violence, abduction or human trafficking, a crime involving rape or sexual assault, arson, a weapon felony, physical assault or battery, and drug possession, drug use, or distribution of drugs in the last five years. Any misdemeanor or felony conviction against children, including child pornography, is also considered a barrier crime and will not be deemed acceptable.

Current employees or volunteers: If an employee or volunteer incurs a criminal charge or barrier crime while they are employed or involved at the Club, they must inform the Club if they are charged or convicted. The background check system will also alert the Club to any charges made against current staff, volunteers, and other key personnel who are screened.

When the Club is informed of the criminal charge, the employee or volunteer will be contacted and given the opportunity to provide an explanation or additional information.The Executive Director, Club Director and Board Safety Committee will then

consider the charges and determine whether they pose a threat to the members and Club as outlined above in the “Reasons for Policy.” An administration staff member will then inform the applicant whether employment or ties with the Club will continue, continue with corrective action, or be terminated. If terminated, the applicant has the right to file a complaint with the California DFEH.

Ongoing safety: In any circumstance, the Club reserves the right to refuse or remove an employee or volunteer who poses a threat to the safety of staff, volunteers, members, member families, others at partner organizations, and the general public. Possible threats can be in the form of actions, words, or behaviors that threaten the reputation or operations of the Club.

Employees and volunteers from partner organizations: Staff or volunteers from partner organizations conducting programs or projects with Club members, on or off site, must complete and pass a background screening online at the partner organization’s expense. Partner organizations should include their background check policies in their MOU or agreement with the Boys & Girls Club of Lake Tahoe and provide written documentation to confirm their staff or volunteers participating with the Club have a clear background check.

Special considerations and exceptions: Short-term volunteers who participate in a single event or volunteer at the Club for a short period of time (less than 16 hours within a month or 32 hours within year) do not need to complete a fingerprinting or a background check. However, they must be supervised by a Club staff member at all times if in the presence of a Club member or youth staff member under the age of 18. If a short-term volunteer will work with or teach youth directly, the Club administration staff reserves the right to ask the volunteer to complete a Live Scan or background screening online at the volunteer’s expense.

Junior volunteers or volunteers under the age of 18 are considered active Club members and do not require any background check.

Workability students from the high school are considered “non-member volunteers” – and must complete and pass a background screening online with a Club approved service. Lake Tahoe Unified School District will be responsible for covering these charges.

All teen volunteers and staff, paid or unpaid, may not be left alone with any youth members and must be supervised by an adult staff member at all times. This includes teens who have completed and passed their background check.

Reference Checks

Prior to selection, a minimum of two professional reference checks MUST be obtained for any new employee, volunteer, or board member. If the individual has had a previous connection with a Boys and Girls Club, YMCA, Scouts, Guides, or other youth-based organization, it is mandatory to complete a reference check with those organizations, even if that exceeds the minimum of two references.

One question that must be asked at all reference checks is if the individual is eligible for rehire or further involvement with their organization. No questions may be asked related to personal details, such as the person’s race, ethnicity, religion, age, marital status, gender identity or sexual orientation, marital status, parenting responsibilities, or disability status.

If the Club receives a reference check for a staff member, volunteer, or board member currently or previously involved, an appropriate Club employee must respond at the earliest convenience. The person giving the reference should be cautious about sharing any information that may damage the employee, volunteer, or board member’s reputation and puts the Club at risk of a defamation lawsuit. However, if there are concerns about the appropriateness of the individual in a youth or non-profit setting, it is important to state facts and share examples of these concerns.

Mandated Reporter Training (Child Abuse Prevention and Response)

Who must report: It is a crime under the Child Abuse and Negligence Act for certain persons who have special working relationships or contact with a child not to report suspected child abuse to the proper authorities. Legal mandated reporters at the Boys & Girls Club of Lake Tahoe include all employees, board members, and regular volunteers who work or interact with children at the Club.

Who may report: If two or more Club employees or volunteers are present in a situation and together become aware of a known or suspected instance of child abuse, they may agree that one of them will make the required telephone and written reports. If the other mandated reporter learns that the designated individual did not file a report, they must then do so.

What, when and whom to report: If a Club employee, becomes aware of, or observes a child whom they suspect has been a victim of a child abuse, they must report the known or suspected incident(s) by telephone immediately or as soon as possible, or by written report within 24 hours.

Physical injuries and neglect are more easily detectable than less visible injuries resulting from emotional maltreatment or sexual abuse. All categories of child abuse endanger a child’s health and development, and require attention.

California law defines child abuse as any of the following:

●  A child is physically injured by other than accidental means.

●  A child is subjected to willful cruelty or unjustifiable punishment.

●  A child is abused or exploited sexually.

●  A child is neglected by a parent or caretaker who fails to provide adequate

food, clothing, shelter, medical care, or supervision.

How to file a report: There are two ways for a mandated reporter to file a report. They can fill out the Suspected Child Abuse Report (Pursuant to Penal Code section 11166) form and submit it to law enforcement or call South Lake Tahoe’s Child Protective Services 24-hour response phone at 530-573-3201.

Failure to report: Failure to report child abuse is a misdemeanor punishable with up to one year in jail and/or a $5,000 fine.

Confidentiality rights of reporters: No one making a report will be required to disclose their identity to the Boys & Girls Club of Lake Tahoe. The identity of a reporter may be disclosed only when they waive confidentiality, by court order to the agencies listed in CA Penal Code Section 11167(d). Reports of suspected child abuse and the information contained in such reports may be disclosed only in the limited circumstances set forth in the CA Penal Code 11167.5 (b).

Download the Document HERE

Club Code of Conduct

Club is for every child, but not every child is for Club.
The Boys and Girls Club of Lake Tahoe is a youth club; in general terms we fall under the category of recreation.   Although we focus our activities on enhancement education and academic support, we are more akin to organizations like Little League and the Heavenly Ski School than we are to a licensed childcare or a school.
For example, we do not have a nurse or a therapist as part of our team, and while our staff complete important training such as trauma-informed care, cpr and first aid, and child protection, we do not have the extensive resources or skills that can be offered at schools or therapeutic programs.
Therefore, while we make every effort to accommodate additional needs amongst our members, there are some needs that we are unable to meet.  If your child has additional needs (disability, medical, educational or behavioral) we encourage you to reach out to the Club in advance, explain those needs and work with us to determine if Club is a good fit for your child.
In addition, ALL members and their parents must adhere to and sign our Club Code of Conduct.  Safety is our #1 priority and we need to know that all our members can act safely, and parents be assured that their child is safe,during their time at Club.
To download the document please click here.

Late Start and Early Release Policy

The Club strives to always be there for our members and families, however, safety is our #1 priority and we must always balance the safety of our members and staff against our desire to provide services.  In order to address what might be short-term issues that affect Club operations, we have developed a late start and early release policy.  We hope this policy will allow us to open for at least a partial day when adverse conditions are time limited, or to ensure that members and staff do not remain onsite when it is unsafe.

Late start:

There are many factors that may cause the Club problems with opening on time, these include but are not limited to road closures, unplowed parking lot, electrical outages or staff absences.

When the adverse factor is not anticipated to last all day, such as an unplowed parking lot, the Club reserves the right to call a late start.

The Club may call a late start with up to a four-hour delay.  If the adverse factor is going to exceed four hours, then a full day closure will be called.

The decision regarding a late start will be made by the Administrative Team, including ED, Club Director and Site Coordinator.  Where 3rd parties are involved, such as Police, Fire, Utility Company, LTUSD etc estimated time frames and guidance will be sought before a decision is finalized.

Parents will be notified of the late start via BAND and social media.

If the late start exceeds three hours, parents who have paid a daily fee will be given a credit for the hours missed.

Early Release:

Factors that make it unsafe to continue Club operations include: power outage, flooding or deep snow in the parking lot, insufficient staffing for a 20:1 ratio, onset of heavy snowfall that may prevent members and staff from getting home.

The Club reserves the right to call an early release at any point during Club time when the safety and wellbeing of members and staff are adversely affected.

The decision regarding calling an early release will be made by the ED, Club Director and Site Coordinator.  It is possible that during the afterschool, one site may close while the other remains open (in the case of a power outage for example), in such instance it is not possible to transfer members to the other site as we must keep within our 20:1 staff ratio and do not have sufficient vehicles to transport all members in a timely manner.

Parents will be notified of the early release via BAND and social media.  If possible, phone calls may also be made.

Parents will be expected to pick-up their child within 1 hour of the notification.  Parents unable to get to Club within 1 hour are kindly requested to contact someone on their authorized pick-up list who can pick up their child within the requested timeframe.

Reimbursement will only be given if the early release was called three or more hours before the stated closing time and only the hour missed will be reimbursed.

Download the document here

Policies and Procedures Regarding Visitors to the Club

Visitors are encouraged at the Club and the ED and other staff will regularly tour donors, inspectors and others around the Club.  However, the expectation is that visitors will be chaperoned by a staff at all times unless they are Police/Sherrif/CPS or a CASA worker/social worker/tutor meeting with a specific member with prior approval of parent/guardian.

Social workers/CASA/tutors MUST be added to the member’s authorized pick-up list so that the Club can be reassured that the parent/guardian permits the member to be alone with the visitor unchaperoned.

Visitors must sign-in at front desk and wear a visitor badge.  The exception is visitors who are here in a work capacity who are wearing, and visibly displaying, a work identification badge.  LTUSD maintenance staff are encouraged to check-in at the office so that we know they are on-site.

CASA/social workers/tutors may ONLY meet with the child in their care.  They may not meet with any additional children and should not enter shared spaces.  Private space should be found for them to meet with the member.

Community service workers should only be present prior to the arrival of Club members and must sign in and out of the Club.  Club volunteers and new employees MUST be chaperoned by a member of staff until they have passed their background check.

Family members meeting with a member on-site may be permitted with prior approval from parent guardian, but the visitor is not permitted into public areas of the Club without a staff chaperone and the family member MUST be on the member’s approved pick-up list to ensure that they can be left alone with the member.  In custody issues and other sensitive situations, we strongly encourage that the family utilize the services of parent-to-parent instead of the Club.

Visitors to other organizations based at Al Tahoe, or to watch sports on the fields, are actively discouraged from entering the Club and should use the entrance for the c-wing or stay entirely out of the property.

During public events/fundraisers/group visits etc it is recommended that the event by held in the MPR and access restricted to just that area and the rest room.  If another room is being utilized, then staff should chaperone the guests in areas where there are also members present.

Other visitors, such as Board Members, should be under the direction of the ED or Club Director and chaperoned if entering areas where members are present.

These policies and procedures are designed to protect our members and staff.

Download this document here

Snow Day Policy

The Club will call a snow day when there are 6 inches or more of snow lying at lake level and it is still snowing, or predicted to snow heavily during Club hours.  Or we have an insufficient number of staff to stay in ratio and maintain social distancing.

We will put out notice of a snow day by 6:30am in the morning.  Notices will go out on BAND and Facebook

Download this document here

Workplace Surveilance Policy

Policy Statement

The Club and LTUSD have camera surveillance systems at the Angel of Tahoe and adjacent buildings to protect employees and members. The cameras record 24/7 and are located in non-private areas, including classrooms, the MPR, hallways, and other key locations.

The cameras are used by the administration team and the school district to survey Club programs and other activities. Camera footage may be reviewed when an incident or accident occurs to help determine what, when, how, and why. The administration team may also share footage with staff as a teaching aid or when discussing an incident or accident. Footage or stills from the footage may also be made available to authorities or law enforcement as evidence, or provided to parents, if an incident or the consequence following an incident is disputed.

Employees are prohibited from using cameras or any other visual recording devices in confidential meetings or other private areas to maintain privacy, and to protect private or proprietary Club information. Secret recordings in conversations or meetings are prohibited and consent from all attendees involved must be obtained.

Reason for Policy

California law prohibits monitoring employees without their knowledge and consent (AB 1651). This policy is to inform employees how and why the Boys & Girls Club of Lake Tahoe legally uses camera surveillance to be a more effective organization.

Cameras are for the safety and protection of employees and Club members. They are useful when an employee has not observed an incident and members’ accounts differ. Camera surveillance has decreased frivolous claims against staff and helped solve petty crimes around the Club. The footage also provides “teachable moments” for staff training and professional development opportunities.

Who Should Read This Policy

All staff and volunteers

Resources

CA Assembly Bill 1651: Worker rights: Workplace Technology Accountability Act https://leginfo.legislature.ca.gov/faces/billTextClient.xhtmlbill_id=202120220AB1651

Definitions

“Monitoring” and “cameras” covers any visual and audio recording devices, including but not limited to, cellular phones, cameras, video cameras, tablets, phone conversations, and camera surveillance systems.

“Private areas” where surveillance is prohibited include areas where someone would expect privacy, such as a restroom or changing area.

The Policy

The Club and LTUSD have a camera surveillance system at the Angel of Tahoe and adjacent buildings to protect employees and members. The cameras record 24/7 and are located in non-private areas, including classrooms, the MPR, hallways, and other key locations.

All staff, volunteers, members, and members’ parents or guardians are informed of this camera surveillance system. Agreeing to membership, employment, or volunteership at the Club is also taken as an agreement by all individuals to be recorded by the camera surveillance system. Any person who enters the building, including staff, volunteers, members, members’ parents or guardians, and the general public may be filmed and agrees to be filmed upon entering the building.

The administration team and the school district use the surveillance system to survey Club programs and other activities. Camera footage may be reviewed when an incident or accident occurs to help determine what, when, how, and why. It can help when statements differ or be an aid to resolve an incident. The administration team may also share footage with staff as a teaching aid or when discussing an incident or accident.

All camera footage is stored securely in the cloud for approximately one month and is only accessible by the administration team. Any footage that must be kept for a longer period of time will be kept securely in a separate file in the cloud storage. Footage is never downloaded and is not available to staff or parents for personal use. If a major event or incident occurs, law enforcement may be provided remote access to the Club’s camera system and may request copies of camera footage for any legal investigations or other purposes. If an accident or incident occurs that involves a member, parents or guardians may request to review the footage. The footage must be viewed at the Angel of Tahoe building with administration staff present.

Employees are prohibited from using cameras or any other visual recording devices in confidential meetings or other private areas to maintain privacy, and protect private or proprietary Club information. Secret recordings in conversations or meetings are prohibited and consent from all attendees involved must be obtained.

Download this document here

Policies on Membership for Foster and Homeless Youth

Membership to the Boys and Girls Club is based on a first come first served basis with the exception of homeless and foster youth.

The Club will provide places for children in foster care or who are homeless (using the McKinney Vento definition) as long as the Club can do so in a safe and responsible manner.  (Numbers must not exceed building capacity as per our fire code and the Club maintains to all degrees possible a 20:1 member to staff ratio).

Members in foster care or who are homeless do not need to provide membership fees, but we do require the fosterparent/guardian/parent to apply to Choices for Children for ‘Bridge Funding’.  The will enable Choices to pay the Club memberships fees.  Bridge Funding is provided by the State and administered by Choices for Children.

The foster parent/guardian/parent MUST complete all BGCLT membership paperwork prior to the child attending the Club.

Existing members who enter fostercare or become homeless will have seamless membership to the Club.  If there are outstanding membership fees, the fosterparent/guardian/parent may apply for Bridge Funding or apply for a BGCLT scholarship.

BGCLT will make every effort to work with the LTUSD McKiney Vento Coordinator, Social Services and the Foster and Kinship program to provide all necessary services to the members while they are at the Club.

Download the document here

Gender Affirmation and Inclusivity Policy

Policy Statement

The Club is committed to providing a welcoming and affirming environment for all employees and youth members. We respect all gender identities and expressions and encourage all Club employees, volunteers, and youth members to share their preferred gender pronouns if they wish.

All staff receive training in gender identity terms and how to respectfully discuss preferred gender pronouns in the workplace. Any person who participates in Club activities, whether it is onsite or offsite, will be called by his/her/their preferred name and gender pronouns. As appropriate, all possible accommodations will be made so that youth members have access to an all gender or preferred gender restroom. It is not the Club’s responsibility to disclose a youth member’s preferred gender pronouns, identity, or sexual orientation to his/her/their parent or guardian.

Reason for Policy

In an on-going effort to show support and inclusivity for all our Club members and employees, the Boys & Girls Club of Lake Tahoe strives to affirm all gender identities and expressions. The Club also recognizes the sensitive nature of this topic for some people, especially youth, and wishes to respect the privacy of Club members and employees when appropriate.

Research indicates that adolescents who identify as transgender or nonbinary have higher rates of anxiety, depression, suicidal ideation, and homelessness. Part of this high homelessness rate is from being rejected at home. On the contrary, research shows that students who identify as transgender or nonbinary in a welcoming and affirming environment are more likely to have better mental health and academic outcomes.

Who Should Read This Policy

All Club employees, volunteers, and Board of Directors

Resources

“Empower LGBTQ Youth Through Inclusive Practices” – BGCA blog entry –

https://bgca.org/news-stories/2022/May/Empower-LGBTQ-Youth-Through-Inclusive-Practices?_ga=2.15929526.1013992189.1696892447-1788527893.1672857874

“How to Help Teens with Gender Identify” – BGCA blog entry –

https://bgca.org/news-stories/2022/March/how-to-help-teens-with-gender-identity

“A Guide to Gender Identify Terms” – NPR

https://www.npr.org/2021/06/02/996319297/gender-identity-pronouns-expression-guide-lgbtq

Definitions

“Preferred gender pronouns” or “preferred pronouns” are the preferred pronouns a person wishes to be called or referred to.

“Gender identity” is the person’s internal sense of self or gender. It may be male, female, both, or neither. Gender identity may not be visible to others.

“Gender expression” is the person’s outward expression of self or gender. This may be masculine, feminine, or an expression outside the binary construct.

A person who identifies as “transgender” or “nonbinary” has a gender identity that does not fit in the basic definition of their sex (male or female) at birth.

The Policy

The Club is committed to providing a welcoming and affirming environment for all our employees and youth members. We respect all gender identities and expressions and encourage all Club employees, volunteers, and youth members to share their preferred gender pronouns if they wish.

All staff receive training in gender identity terms and how to respectfully discuss preferred gender pronouns in the workplace. This training is part of the onboarding process for new employees, and is conducted annually for all employees. Employees also have the option to disclose preferred pronouns in new hire paperwork.

Any person who participates in Club activities, whether it is onsite or offsite, will be called by his/her/their preferred name and gender pronouns. As appropriate, all possible accommodations will be made so that youth members have access to an all gender or preferred gender restroom.

It is not the Club’s responsibility to disclose a youth member’s preferred gender pronouns, identity, or sexual orientation to his/her/their parent or guardian. Exceptions: preferred gender pronouns may be disclosed to a parent/guardian, medical provider, or law enforcement, if the youth member’s health or safety is at risk, or if a situation warrants a mandatory CPS report.

Aquatic Safety Plan

Water safety is critical whether playing on a slip n slide or plunging into Lake Tahoe. The Aquatic Safety Plan describes safety-related procedures, requirements, and/or standards for staff and members at the Boys & Girls Club of Lake Tahoe (“Club”) to follow. The following plan includes training, emergency response, and operational procedures.

Aquatic Facilities

The Boys & Girls Club of Lake Tahoe does not have its own aquatic facility, but does have access to pools, lakes, rivers, and water play areas. At times, depending on the body of water and planned activity, members and staff may swim, kayak, ride in a boat, or participate in other water recreation. Please use the following scope and definitions of all aquatic facilities or aquatic environments that will be referred to throughout this plan.

A “pool” is any indoor or outdoor pool where Club members and staff recreate as part of a Club activity, such as pool facilities or water parks.

A “lake” includes Lake Tahoe, Fallen Leaf Lake, and any other freshwater lakes where Club activities take place.

A “river” refers to rivers, creeks, and streams where Club activities take place.

A “water play area” is any on-site water play, such as an inflatable water slide, sprinkler play, water balloon games, or other water play activity that takes place at the Club.

A “land-based activity” describes programs youth members participate in near or on the shore of an aquatic facility or aquatic environment, but do not engage in water play or swimming activities. Some examples include water quality testing or playing in the sand.

Staffing Plan

Members must be supervised by a certified lifeguard or with active supervision for any kind of water play or activities in water or along the shore. A “certified lifeguard” is anyone who has completed the lifeguard certification training within the last two years. It may be a Club employee or a staff member from the non-Club-owned location where the water activity occurs. “Active supervision” is a Club employee or volunteer who has their focused attention on the children at play. They are effectively observing at all times for a safe environment and injury prevention.

Adult (employee or volunteer) to youth member Club ratios required by the Boys & Girls Clubs of America must be maintained at all times. Land-based and water play activities at a Club site or off site must have a minimum of one staff member present with up to twelve youth members for every one adult. Activities that take place in a pool, lake, or river where students are swimming or playing in the water must have one adult for every six youth members and a minimum of two Club staff members present. One Club staff member must provide lifeguard or active supervision duties while the other can help supervise or perform secondary duties. Secondary duties may include scouting for scene safety, checking the water temperature, reviewing first-aid kit inventories or documentation, answering phone or radio calls, distributing water play toys, or conducting any clean-up duties. Rotations of duties are encouraged every 30 minutes when possible.

Aquatic Rules Overview

All existing rules at an aquatic facility or aquatic environment must be followed by the Club staff, volunteers, and youth members present.

Additional rules and considerations that must be followed including the following:

●  Before going in the water, the employee or volunteer with the highest swimming skill level or lifeguard certification will assess the safety of the aquatic facility or environment and determine swimming lines, boundaries, or special rules for the group they are with. These determinations may be changed at any time.

●  Members must be supervised for any kind of water play or on-shore activities. A certified lifeguard is required for any lake or pool swimming activities. This may be a Club employee or employee at the off-site aquatic facility.

●  Youth members may not touch the water without the presence and permission of a staff member. No one can swim alone and life vests are strongly encouraged.

●  Any child who wishes to go in water above their knees, must take and pass a swim test administered by a Club employee or lifeguard from the location where the water activity occurs. Children will be identified with a wristband or other indicator to show the Club staff if they can go in shallow and/or deep water and if protective equipment, such as a life jacket, is required.

●  Horseplay and breath-holding games are not permitted.

● The staff member serving as the lifeguard or providing active supervision should avoid using their phone for calls, texting, or personal use unless it is an emergency situation.

Boat Safety Overview

The Club operates a boat and sometimes other watercrafts, such as kayaks or canoes. All staff who participate in these activities should review the Boat Safety Plan before participating in these Club activities. A few important rules related to aquatic safety including the following:

●  The Club boat must always be operated by a licensed boat operator and is not for personal use.

●  Swimming is not permitted when on a boat, kayak, canoe, or other watercraft. Students may approach the water from the shore or the pool’s edge, depending on the aquatic facility or environment. If someone falls into the water, every attempt will be made to get that person back into the watercraft safely and swiftly.

●  All youth members must wear a life jacket or PFD (personal flotation device) at all times when on any watercraft of any size.

●  A Club staff member or captain of the boat will provide additional instructions, rules, or guidance, as appropriate.

Sun Safety

All participants, including adults and youth, should limit their sun exposure whenever possible by wearing sun-protective clothing (e.g. wide-brimmed hats, sunglasses, long sleeves, longer shorts) and broad spectrum water-resistant sunscreen. Sunscreen of 30 SPF or more should be applied to all uncovered areas at least fifteen minutes before going outside and then every two hours. No sunscreen is waterproof. Sunscreen should be reapplied after swimming or excessive sweating.

Hydration is also important for keeping the body temperature regulated. All participants should come to aquatic activities with a full water bottle that can be refilled.

Changing Areas and Bathroom Use

At the Club, employees and volunteers may only use the designated staff-only restroom for bathroom and changing use. If going to an aquatics facility or aquatic environment at an offsite location, staff are encouraged to change clothes and use the bathroom at the Club’s designated staff-only restroom before departure.

Whenever possible, youth members will change clothes at the Club site before or after aquatic activities. As needed, youth members may use off-site restrooms and changing facilities. Staff should wait outside these areas and keep track of the number of youth members going in and out. The buddy system is encouraged and youth members should be taught by the Club to report any inappropriate behavior among Club members or others with a Club staff member.

When off-site at an aquatic facility, staff should only use the restroom or changing area when no Club members are present. A staff member or volunteer should ask a fellow staff member to assist in preventing youth members from entering the area when in use by a Club adult.

If a staff member needs to enter the restroom or changing area to check for damage or misuse, they must confirm no members are inside and temporarily close the whole area off to youth members while the problem is addressed.

If a child is sick or injured in the restroom, the attending staff member must be accompanied by a colleague, ideally a member of the administration team. The restroom must be cleared of all other members before entering.

Aquatic Emergency Response and Communication

A Club staff person present must ensure the following supplies are on hand at all times: a first aid kit, blank incident report forms, emergency contact and medical information for participants, and an appropriate communication device (e.g. phone or radio).

Any injuries or illnesses that require minor first aid may be performed at the aquatic facility or site by the secondary person. A lifeguard or person providing active supervision may assist as long as another lifeguard or person providing active supervision is on duty.

All emergencies that require paramedics, such as a CPR or a prolonged water submerge, must be handled immediately. A staff member, preferably the person performing secondary duties, should call 911 immediately and then the senior administration at the Boys & Girls Club of Lake Tahoe (530.542.0838). For all emergency situations, no staff or youth participants may stay in the water unless it is an adult helping assist the person in crisis.

It is the responsibility of a lifeguard on duty or person providing active supervision to determine if water play may continue after an incident or emergency situation. All Club protocols for reporting medical incidents and filling out Incident Reports Forms should be adhered to.

Training for Lifeguards and First Aid, CPR, and AED Certification

The Club offers Lifeguard and First Aid, CPR, and AED training for applicable staff. Lifeguard, First Aid, CPR, and AED certifications are valid for two years, and a refresher course must be taken at least every two years. The Club offers these training sessions annually. If a Club employee is unable to attend a Club training and their certification lapses, they will need to find an alternative option to complete the course.

All staff that serve as lifeguards are required to complete a water competency test. A water competency test demonstrates a person’s ability to swim and float. An individual must be able to submerge into water over their head by jumping or stepping in and be able to come up to the surface and tread or float on water for at least one minute.

Inclement Weather and Natural Disasters

For any water or other outdoor activity, the Club staff should plan ahead and review the weather conditions and forecast before departure. There are times when the Club may stay open and continue to operate, but water or other outdoor activities may be limited for the health and safety of Club members and staff. This includes, but is not limited to, thunderstorms, high winds, or an AQI between 150 and 300.

Inclement weather may cause temporary or long term activity changes. In temporary situations, such as a passing rainstorm, the Club staff can determine if they should “wait it out” and delay departure, seek shelter, or return to the Club site. Thunder or lightning storms as well as long term or larger disasters should be avoided and all staff and youth members should leave the area as safely and swiftly as possible.

A staff member uncertain about the weather forecast or conditions is encouraged to consult the Club Director or another member of the senior administration team for guidance.

Chemical and Biological Hazards

Any chemical or biological hazard suspected, observed, or released in the body of water being used by the Club will be treated with the utmost caution. All staff and youth members must exit the water until the contamination has been removed, the appropriate area has been sanitized, and no health or safety threat is present. Hazards include, but are not limited to fecal, blood, vomit, or chemical pathogens.

Download the Document Here

Electronic Communication System Policy & Use of Personal Devices – Employees and Volunteers

Policy Statement

All electronic devices and communications provided to employees remain the sole property of the Boys & Girls Club. Any information, including passwords, that is transmitted, stored, and/or received through Club devices and communications may be accessed, monitored, reviewed, and/or purged without notice.

All staff agree not to access or use Club files, passwords, or stored communications unless authorized. These systems are for organizational purposes only. Personal electronic communications use at work is limited to break times, non-working hours, by consent of the supervisor, or a permissible purpose specified in the Staff Personal Device Policy Permission Form. Staff and volunteers who wish to use their personal electronic devices or communications during work hours must review and sign the Staff Personal Device Policy Permission Form, located below in the Electronic Communication System Policy. All staff should avoid sharing any personal information related to their personal devices, such as personal phone numbers, email addresses, and passwords, especially with members and their parents or guardians.

An employee or volunteer presumes when online that every statement made and every website visited will be attributable to the Boys & Girls Club of Lake Tahoe. Staff may not use any Club or personal devices at the Club to engage in cyberbullying. Any cyberbullying that is determined to disrupt the safety and/or well-being of the Club, staff, members, or community is subject to disciplinary action. Procurement or distribution of pornographic, threatening, harassing, obscene, profane, lewd, inflammatory, illegal, or unethical language or images on a Club device will result in immediate termination. Inappropriate use including copyright violations, direct communication with a Club member, and other violations described in the Electronic Communication System Policy may result in disciplinary action up to and including termination.

Reason for Policy

The Club provides and encourages employees to use electronic devices, communication, and technology to enhance Club programs and support the organization as a whole. This policy is designed to maintain privacy and security of the Club and its employees, volunteers, and members and to ensure electronic devices and communications are used responsibly and in an appropriate manner.

Who Should Read This Policy: All employees and volunteers

Resources

BGCA.net – Staff – Personal Device Policy Template https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=3552&SearchId=5387 07&utm_source=interact&utm_medium=general_search&utm_term=bring+your+own+d evice+policy

BGCA.net – Acceptable Computer Usage Policy https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=3541&SearchId=5394 15&utm_source=interact&utm_medium=general_search&utm_term=member+device+u sage

BGCA.net – Bring Your Own Device Policy https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=3543&SearchId=5387 07&utm_source=interact&utm_medium=general_search&utm_term=bring+your+own+d evice+policy

BGCA.net – Wireless Networks Policy https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=3554&SearchId=5387 06&utm_source=interact&utm_medium=general_search&utm_term=wireless+networks +policy

Definitions

“Electronic devices” or “device” includes all electronic devices and communications owned by the Boys & Girls Club of Lake Tahoe including, but not limited to, computers (desktop, laptop), email, telephones (cellular, landlines), voicemail, internet, online services, software, hardware systems, and applications paid for by the Club.

“Personal electronic communications” or “personal device(s)” are any electronic devices or communications listed above that are owned and/or possessed by an employee, volunteer, or member that have not been provided by the Club.

The Policy

Electronic devices, communication, and technology are effective tools that help enhance Club programs and support the organization as a whole.

All electronic devices and communications that the Club provides for employee use remain the sole property of the Boys & Girls Club. Any information, including passwords, that is transmitted, stored, and/or received through Club devices and communications may be accessed, monitored, reviewed, and/or purged without notice.

All Club electronic devices and communications are intended for work and organizational purposes. All employees agree not to access or use Club files, passwords, or stored communications unless authorized.

Staff who wish to use their personal electronic devices or communications during work hours must review and sign the Staff Personal Device Policy Permission Form (see Appendix I in this policy). Personal electronic communications use at work is limited to break times, non-working hours, by consent of the supervisor, or a permissible purpose specified in the Staff Personal Device Policy Permission Form. All staff should avoid sharing any personal information related to their personal devices, such as personal phone numbers, email addresses, and passwords, especially with members and their parents or guardians.

An employee or volunteer presumes when online that every statement made and every website visited will be attributable to the Boys & Girls Club of Lake Tahoe. Staff may not use any Club or personal devices at the Club to engage in cyberbullying, such as harassing, threatening, demeaning, humiliating, intimidating, embarrassing, or annoying others. Examples of cyberbullying include, but are not limited to, harassing, threatening, or mean text messages, emails, or comments on social media; rumors sent by email or posted on social networking sites; and use of embarrassing pictures, videos, websites or fake profiles. Any cyberbullying that is determined to disrupt the safety and/or well-being of the Club, staff, members, or community is subject to disciplinary action. Procurement or distribution of pornographic, threatening, harassing, obscene, profane, lewd, inflammatory, illegal, or unethical language or images on a Club device will result in immediate termination. It is each staff member’s responsibility to ask their supervisor or a member of the administrative team when they aren’t sure of the permissibility of a particular use of technology or device prior to engaging in the use.

Inappropriate electronic communication use including copyright violations, direct communication with a Club member, and other violations of this policy described above may result in disciplinary action up to and including termination.

Appendix I: STAFF PERSONAL DEVICE POLICY PERMISSION FORM

If you would like to use your personally owned electronic device (“BYOD”) within the Boys & Girls Club of Lake Tahoe sites for Club purposes, please read, sign, and submit this agreement to your supervisor.

  •   In order to use the Club’s BYOD services (including the wireless network), staff must review and sign the Staff Personal Device Policy Permission Form. This is a legally binding agreement and a condition of employment.
  • Staff will take full responsibility for their devices and keep them with them at all times. Staff may not lend their devices to any staff or Club member. The Club is not responsible for the security of the devices or loss, damage, or theft of a personally owned device.
  • Staff are responsible for the proper care of their personal devices, including any costs of repair, replacement, or modifications needed to use them at the Club.
  •  Staff have permission to use their personal device for the research and delivery of program activities, to access training or career development opportunities, to communicate with experts and/or Club Staff and for Club purposes, or for Club management of other Club activities, such as member check-in or incident reporting. Other personal electronic communications use at work is limited to break times, non-working hours, or by consent of the supervisor.
  • Staff should avoid sharing any personal information related to their personal devices, such as personal phone numbers, email addresses, and passwords, especially with members and their parents or guardians.
  • Staff may never use personal devices to communicate directly with a single Club member. Proper protocol dictates that all communication between a staff member and Club members must include an additional staff member and at least two Club members.
  • Staff should only use the features of their devices, including, but not limited to, taking or transmitting pictures, videos, location information or other features in accordance with Club responsibilities and policy. Any pictures or videos taken of members on a personal device during Club hours for Club media or content purposes must be deleted after being sent to the Communications and Marketing Manager or appropriate staff member. When possible, use of Club devices is preferred for taking photos or videos of Club members, staff, or events.
  • Staff may not use their devices to record, transmit, or post pictures, videos, or other information of or about a person or persons at the Club without express permission by Club members’ parents.
  • Staff are advised to use the Club’s secure wireless network.
  • The Club reserves the right to inspect a staff member’s personal device. Staff are free to refuse to allow supervisors to inspect a device; however, that staff may be barred from bringing personally owned devices to the Club in the future. This decision will be at the supervisor’s discretion.
  • Personal devices may be used hands-free for navigation and directions to a Club program or event. No device should be actively used for phone calls, texting, typing, or taking photos or videos while operating a Club vehicle or personal vehicle to a Club program or event. The driver should exercise caution using any map application and have an adult passenger assist when possible.
  • Staff must comply with staff requests to shut down or turn off personal devices when asked. Failure to do so may result in the member being barred from bringing personal devices in the future.
  • Violations of any Club policies, administrative procedures, or Club rules involving a staff’s personally owned device may result in the loss of use of the device at the Club and/or disciplinary action.
  • Staff must abide by password and device locking policies.
  • Staff should not post or tag messages, photos, and or videos relating to the Club to any social media accounts unless authorized.

Download the Document Here

Drug and Alcohol Free Workplace

Policy Statement

All Boys & Girls Club sites are drug and alcohol free environments for the youth they serve. Employees, volunteers, and members are not permitted to use or possess alcohol, cannabis, tobacco, unauthorized drugs, unlawful use of a controlled substance, or drug paraphernalia of any kind where youth programming is taking place. Areas include Club sites, Club vehicles, and in the immediate vicinity of the Club campus. Staff working at any non-personal, Club-sponsored or Club-related function are expected to refrain from alcohol or drug use. Any employee determined to be under the influence of drugs or alcohol, including the unlawful use of a controlled substance, or who violates any other part of this policy may be subject to testing and termination.

The Club reserves the right to administer a scientifically valid testing procedure to an employee at any time to determine whether an employee is fully competent and sober while at work, or whether any unauthorized drugs or substances are present in the body. Failure to participate or submit results to such a test may result in termination.

Exceptions: Alcohol may be stored securely at the Club or transported for special events or fundraisers. Lawful alcohol consumption is permitted at the Angel of Tahoe building and may be served at fundraisers, board meetings, or special or third party events when not in the presence of youth programming.

Reason for Policy

As a federal grant recipient, Boys & Girls Club of Lake Tahoe has a duty to comply with the requirement of the Drug-Free Workplace Act of 1988.

The Club is committed to creating and maintaining a Drug and Alcohol Free Workplace. Alcohol and drug use can impair the mind and body putting the health and safety of the user and others around them at risk. All employees and volunteers are expected to create a safe and positive space for kids that discourages drug and alcohol use or abuse. Using or possessing drugs, alcohol, or related paraphernalia jeopardizes the health, safety, and quality of the Club.

Who Should Read This Policy

All employees, volunteers and Board members.

Resources

Drug Free Workplace Act of 1988:

https://www.samhsa.gov/workplace/employer-resources/contractor-grantee-laws

Drug and Alcohol Free Workplace Policy (BGCA):

https://www.bgca.net/Interact/Pages/Content/Document.aspx?id=6350

Definitions

“Use of alcohol or drugs” includes the possession, use, misuse, or sale of any alcohol, unauthorized drugs, drug substance, or related paraphernalia, such as a pipe or vape pen.

“Alcohol or drugs” shortened is defined as alcohol, cannabis, tobacco, unlawful use of a controlled substance, or illegal drug of any kind.

The Policy

All Boys & Girls Club sites are drug and alcohol free environments for the youth they serve. Employees, volunteers, and members are not permitted to use or possess alcohol, cannabis, tobacco, unauthorized drugs, unlawful use of a controlled substance, or drug paraphernalia of any kind where youth programming is taking place. Areas include Club sites, Club vehicles, and in the immediate vicinity of the Club campus. Staff working at any non-personal, Club-sponsored or Club-related function are expected to refrain from drug use of any kind. Any employee determined to be under the influence of drugs or alcohol in the workplace, including the unlawful use of a controlled substance, or who violates any other part of this policy may be subject to termination.

Reasonable Suspicion

Any employee or volunteer must immediately notify the Executive Director or a member of the senior administrative team if an employee or volunteer’s actions or behaviors suggest they are under the influence of drugs and/or alcohol. Club leadership will determine whether that employee/volunteer should be examined by a medical provider and/or tested for drugs or alcohol in accordance with the Club’s drug-testing policies. Employees and volunteers believed to be under the influence of drugs or alcohol will be required to leave the premises in a safe manner. Any illegal drugs or drug paraphernalia will be turned over to the appropriate law enforcement agency and may result in criminal prosecution.

Examples of behavior or physical indicators suggesting someone is under the influence of drugs and/or alcohol include, but are not limited to:

  •  Odors (smell of alcohol, body odor or urine)
  •  Movements (unsteady, fidgety, dizzy)
  • Eyes (dilated, constricted or watery eyes or involuntary eye movements)
  • Face (flushed, sweating, confused or blank look)
  • Speech (slurred, slow, distracted midthought, inability to verbalize thoughts)
  • Emotions (argumentative, agitated, irritable, drowsy)
  • Actions (yawning, twitching)
  • Inactions (sleeping, unconscious, no reaction to questions)
  • Unusual patterns of behavior that may suggest drug and/or alcohol misuse include but are not limited to:
  • Repeatedly calling in sick
  • Being absent directly before or after holidays and weekends;
  • Repeatedly damaging inventory or failing to meet reasonable work schedules
  • Being involved in frequent accidents that can be related to the use of drugs or other substances.

Drug and Alcohol Testing

The Club reserves the right to administer a scientifically valid testing procedure to an employee at any time to determine whether an employee is fully competent and sober while at work, or whether any unauthorized drugs or substances are present in the body. Failure to participate or submit results to such a test may result in termination. This policy applies to all employees and volunteers in all job classifications.

Treatment and Rehabilitation

If an employee wishes to attend a drug or alcohol rehabilitation program, they may take a protected leave of absence. Leave for Drug or Alcohol Rehabilitation is described in the Employee and Volunteer Handbook. Upon return from a rehabilitation program, the Club will make reasonable accommodations for the employee as long as it does not cause any undue hardship to the organization (CA Labor Code Section 1025-1028).

Exceptions

Possession of unopened alcohol is permitted by the Club’s Senior team for Club fundraisers or events. At times, alcohol may be stored securely at the Club or transported for special events or fundraisers. Lawful alcohol consumption is permitted at the Angel of Tahoe building and may be served at special fundraisers, board meetings, or special or third party events when the Club is closed to youth members. This consumption is strictly controlled and monitored, and may not be in the presence of youth members attending regularly scheduled Club programs.

Download the Document Here

Acceptable Device (Club and Personal) and Digital Use Policy – Members

Policy Statement

There are times Boys & Girls Club of Lake Tahoe members use electronic devices or communications to elevate and/or enrich Club programs or activities. All electronic devices, whether they are owned by the member or borrowed from the Club, may only be used for a permissible purpose at a permissible time as outlined below.

Before a member uses a Club device or communications method, including the Club’s internet connection, their parent/guardian must review and sign the Acceptable Device and Digital Use Permission Form – Members (Appendix I). Any member who wishes to use their own electronic device or communications while attending Club must also have their parent/guardian review and sign the Personal Device Permission Form – Members (Appendix II).

Reason for Policy

Electronic devices, communication, and technology can help enhance Club programs and activities. This policy is designed to ensure member usage of all electronic devices and communications at the Club is conducted in a responsible, secure, and appropriate manner.

Who Should Read This Policy

All employees, all members, and members’ parents/guardians at the Boys & Girls Club of Lake Tahoe.

Resources

BGCA.net – Acceptable Computer Usage Policy

https://www.bgca.net/Interact/Pages/Content/Document.aspxid=3541&SearchId=539415&utm_source=interact&utm_medium=general_search&utm_term=member+device+u sage

BGCA.net – Member Personal Device Policy Template

https://www.bgca.net/Interact/Pages/Content/Document.aspxid=3549&SearchId=539413&utm_source=interact&utm_medium=general_search&utm_term=bring+your+own+device+policy

Definitions

“Electronic Club devices” or “Club device (s)” includes all electronic devices and communications owned by the Boys & Girls Club of Lake Tahoe including, but not limited to, computers (desktop, laptop), STEM equipment, email, telephones (cellular, landlines), voicemail, internet, online services, software, hardware systems, and applications paid for by the Club.

“Personal electronic communications,” “personal device(s),” or “their device(s)” are any electronic devices or communications listed above that are owned and/or possessed by a member but not provided by the Club. This includes any electronic devices or communications provided by other entities, such as a Chromebook borrowed from the member’s school or Lake Tahoe Unified School District.

The Policy

There are times when Boys & Girls Club of Lake Tahoe members may use electronic devices or communications to elevate and/or enrich Club programs or activities.

All electronic devices, whether they are owned by the member or borrowed from the Club, may only be used for a permissible purpose at a permissible time. The two permission forms below outline authorized and appropriate usage as well as unacceptable usage.

The permission forms are for all youth members who attend the Boys & Girls Club of Lake Tahoe. Before a member uses a Club device or communications method, including the Club’s internet connection, their parent/guardian must review and sign the Acceptable Device and Digital Use Permission Form – Members (see Appendix I). Any member who wishes to use their personal electronic device or communications while attending Club must also have a parent/guardian review and sign the Parent and Member Personal Device Policy Permission Form (see Appendix II).

A separate policy, Electronic Communication System Policy & Use of Personal Devices Permission Form – Employees and Volunteers, outlines the digital device and electronic communication expectations for Club employees and volunteers.

Youth members and their parents/guardians are responsible for directing their questions and concerns about digital and device use to the Club’s administration team. Any violation of this policy could lead to disciplinary action up to and including Club expulsion.

Appendix I:
ACCEPTABLE DEVICE AND DIGITAL USE PERMISSION FORM – MEMBERS This permission form specifies how youth members are expected to use Club or personal devices responsibly. A member’s parent/guardian must read, sign, and submit this agreement via MyClubHub or to a front desk staff member at the Club.

  • Regardless of who owns the computer or digital device or services, members and their parent/guardian must review and sign the Acceptable Device and Digital Use Permission Form – Members. This is considered a legally binding agreement.
  • Devices may be used for Club purposes only, including program activities, career development, communication with Club peer members, homework, and Club activities. Members are expected to act responsibly and thoughtfully when using Club devices.
  • Members bear the burden of responsibility to inquire with staff when they are unsure of the permissibility of a particular device prior to engaging in its use.
  • Club devices and personally owned devices are permitted for use during approved Club times for Club purposes and in approved locations only. The Club expressly prohibits the use of Club devices or personally owned devices in restrooms, changing areas, and other areas where there is an expectation of privacy.
  • Members or their parent/guardian are responsible for any damaged, broken, lost, or missing Club devices that they use. The Club is not responsible for the security of any member’s personal device or loss, damage, or theft of a personally owned device.
  • Members may not use any technology to harass, threaten, demean, humiliate, intimidate, embarrass, or annoy their peers or others in their community.
  • Any inappropriate use of a Club or personally owned device, as determined by Club staff, can lead to disciplinary action including but not limited to confiscation of the device, immediate suspension from the Club, termination of membership, or other disciplinary actions determined to be appropriate to the Club’s existing disciplinary policies including, if applicable, referral to local law enforcement.

Staff will review with members appropriate communications when using Club or personally owned devices. Inappropriate communication is prohibited in any public or private messages, as well as material posted online. Inappropriate communication includes but is not limited to:

    • Obscene, profane, lewd, vulgar, rude, inflammatory, threatening, or disrespectful language or images typed, posted, or spoken by members
    • Information that could cause damage to an individual or the Club community
    • Personal attacks, including prejudicial or discriminatory attacks
    • Harassment or stalking of others
  • Knowingly or recklessly posting false or defamatory information about a person or organization
  • Communication that promotes or displays destruction, violence, weapon acquisition, or pornographic content
  • Communication that contains or distributes pornographic images, videos, or language

9. If a member is told to stop sending communications, that member must cease the activity immediately.

10.Members cannot use technology to harass, threaten, humiliate, intimidate, embarrass, or annoy their peers or other community members with their words, comments, pictures, videos, websites, or fake profiles. This is cyberbullying.

11. Members may not attempt to gain unauthorized access to the Club’s network, or to any other computer system through the Club’s network. This includes attempting to log in through another’s account or accessing another’s files. Members may not use the Club’s network to engage in any illegal act.

12.The Club reserves the right to monitor, inspect, copy, and review files, communication, and internet traffic stored on Club-owned devices or networks.

13.While the Club restricts access to inappropriate material, supervision of internet usage might not always be possible. Due to the wide range of material on the internet, some material might not fit the particular values of members and/or their families. Because of this, it is not practical for the Club to monitor and enforce a wide range of social values in student use of the internet. A parent/guardian who does not want their member to access information beyond the scope of the Acceptable Device (Club and Personal) and Digital Use Policy – Members should instruct their child/member not to access such materials.

14.Digital citizenship is important. Club members shall conduct themselves online in a manner that is aligned with the Club’s AWESOME values.

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Vehicle Safety (Transportation) Policy

Policy Statement

The Club may only transport youth in official Club vehicles that are approved by Club leadership. Only staff members who have a current Commercial Class B License with a Passenger (P) endorsement may transport others in the 15-passenger van.

Employees required to drive for Club activities will undergo transportation training with the Club Director. An employee operating a Club vehicle must also complete a training in all safety aspects of Club vehicle operation and a driving test before operating any Club vehicle. Permission to drive a Club vehicle can be revoked at any time.

The Facilities team ensures that Club vehicles are clean, maintained, and meet all local, state, and federal requirements. Prior to transporting Club members offsite, a Facilities employee will inspect the Club vehicle to make sure there is adequate fuel and that the vehicle meets the DMV requirements.

While transporting youth, the driver must keep an updated list of all youth who are transported to and from the Clubhouse and Club-related activities. At least three individuals should be present when transporting members and if one child remains, at least two adults must be present in the vehicle. No children may be left alone in a vehicle. A log should be maintained with the date, times, and locations of pickups and drop offs. Any issues or incidents that occur while a vehicle is in operation should be written up in an Incident Report.

Personal and Club phones or other navigation devices may be used hands-free for navigating to a Club program or event. The driver should exercise caution using any map application and have an adult passenger assist when possible. Phone calls, texting, typing, or taking photos or videos while operating a Club vehicle or personal vehicle to a Club program or event are strictly prohibited.

Employees required to drive their car while on the job must maintain vehicle insurance and licensure in compliance with state laws. All drivers must provide a clean driving record, proof of a current driver’s license, and personal insurance before operating any Club vehicle. Documentation will be kept on file in a secure location. The Club assumes no responsibility for fire, theft, collision, or parking or moving violations, at any time, for any employee vehicle.

All drivers should be prepared to respond if an incident occurs and notify the senior administration team at the earliest opportunity if there is a delay or issue (e.g. breakdown, accident, emergency). Any employee should inform the Executive Director or employee from the senior administration team at the earliest opportunity if a staff member, volunteer, or board member violates any part of the Vehicle Safety (Transportation) Policy.

Reason for Policy

There are times that members and/or staff may need transportation to and from Clubhouses and to approved off site locations. The Club acknowledges that operating a vehicle is a risky activity with serious consequences if protocols and policies aren’t adhered to.

Who Should Read This Policy

All Club employees, volunteers, and Board of Directors

Resources

“Transportation Policy” – BGCA

https://www.bgca.net/Utilities/Uploads/Handler/Uploader.ashx?area=composer&filenam e=Transportation+Policy+Template+PDF.pdf&fileguid=2065f333-09e0-4422-8056-e3501 45c4f76

“Restroom Safety Policy” – Boys & Girls Club of Lake Tahoe

https://docs.google.com/document/d/1fdJmhriru_ko9_-tWw6nTYb8bWmRureLihglkCfS-f w/edit?usp=drive_link

Definitions

“Club vehicle” includes any vehicle owned, licensed, and insured by the Boys & Girls Club of Lake Tahoe that is operated by an approved Club staff member, volunteer, or board member.

“Personal vehicle” is any vehicle operated, owned, licensed, and insured by an approved Club staff member, volunteer, or board member.

The Policy

All drivers, whether they are operating a personal or Club vehicle for Club purposes, must adhere to the Vehicle Safety (Transportation) Policy.

Club Vehicle Operation Protocols

There are times the Club provides transportation for members and/or staff to and from its Clubhouses to approved off site locations. The Club only transports youth in official Club vehicles that are approved by Club leadership. Only staff members who have a current Commercial Class B License with a Passenger (P) endorsement may transport others in the 15-passenger van. All Commercial Class B License holders must meet current CDL and federal medical requirements.

Employees required to drive for Club activities will undergo transportation training with the Club Director. An employee operating a Club vehicle must also complete a training in all safety aspects of Club vehicle operation and a driving test before operating any Club vehicle. Permission to drive a Club vehicle can be revoked at any time.

All Club vehicles must meet local, state, and federal inspection and licensing requirements. Prior to transporting Club members offsite, an employee in the Facilities team will inspect the Club vehicle the work day prior and on the day of the offsite activity. The Facilities employee will make sure that there is adequate fuel and that the vehicle meets the DMV requirements. Requirements include, but are not limited to, checking the vehicle’s fluids, tires, exterior, seats, seatbelts, and seats for any damage or issues. If the Facilities employee does not deem the vehicle is operable, another vehicle will be selected or transport to the activity will be canceled. Any problems will be addressed promptly.

The Facilities team ensures that the vehicles are kept clean, regular maintenance is performed, and that any problems are addressed promptly. All vehicles contain a first-aid kit, a working and current fire extinguisher, and traffic warning signs (e.g. triangles or flares).

While transporting youth, the driver must keep an updated list of all youth who are transported to and from the Clubhouse and Club-related activities. At least three individuals should be present when transporting members and if one child remains, at least two adults must be present in the vehicle. No children may be left alone in a vehicle and the driver should confirm, seat-by-seat, that the vehicle is empty. A log should be maintained with the date, times, and locations of pickups and drop offs. Any issues or incidents that occur while a vehicle is in operation should be written up in an Incident Report.

Personal and Club phones or other navigation devices may be used hands-free for navigating to a Club program or event. The driver should exercise caution using any map application and have an adult passenger assist when possible. Phone calls, texting, typing, or taking photos or videos while operating a Club vehicle or personal vehicle to a Club program or event are strictly prohibited.

Personal Vehicle Protocols

Employees required to drive their car while on the job must maintain vehicle insurance and licensure in compliance with state laws. Employees must allow for a DMV background check and be cleared to transport youth without any barrier crimes (see barrier crimes listed in the Background Checks, Barrier Crimes, Reference Checks, and Mandatory Reporting/Child Abuse Prevention and Response (AB 506) Policy). All drivers must provide a clean driving record, proof of a current driver’s license, and personal insurance before operating any Club vehicle. Documentation will be kept on file in a secure location. Youth may not be transferred in an employee vehicle unless the employee is on the emergency contact list of the member or it is an emergency situation. The Boys & Girls Club of Lake Tahoe assumes no responsibility for fire, theft, collision, or parking or moving violations, at any time, for any employee vehicle.

Restroom Protocols

All offsite restroom protocols outlined in the Club’s Restroom Safety Policy must be adhered at any offsite location.

Accident and Emergency Protocols

While the Club strives to prevent any accidents or emergencies that could arise, all drivers should be prepared to respond if an incident occurs. A driver should notify the senior administration team at the earliest opportunity if there is a delay or issue (e.g. breakdown, accident, emergency) with transporting Club members to and from a Club site or Club-related activities. Any employee should inform the Executive Director or employee from the senior administration team at the earliest opportunity if a staff member, volunteer, or board member violates this policy in any way. The Club will take appropriate disciplinary action, up to and including, termination.

Download the Document Here

Restroom Safety Policy

 Policy Statement

It is important that all employees, volunteers, and youth members experience a safe, clean, and welcoming environment. Staff should never use the youth member restrooms. All employees and volunteers are provided a designated staff-only restroom for bathroom and changing use. If working at an offsite location, staff should use the restroom or a locker room only when no youth are present. If a staff person or member of the public needs to use a public restroom or locker room area, the staff member must ask fellow staff members to assist in temporarily closing it off from youth members.

When a Club member needs to use the restroom on site, they must obtain permission from a staff member to proceed. Only one youth member may use a restroom at a given time and no other member or adult may be present. Restrooms may be monitored from the outside by an adult staff member. If a staff member is unavailable, surveillance cameras are located outside the restroom to monitor those coming in and out of the restroom. No surveillance cameras or electronic devices are permitted in restrooms or changing areas.

If a staff member needs to enter the restroom or changing area to check for damage or misuse, they must confirm no members are inside and temporarily close the whole area off to youth members while the problem is addressed.

If a child is sick or injured in the restroom or changing area, the attending staff member must attend to the child with a colleague, preferably a member of the administration team. The restroom must be cleared of all other children before entering.

As needed, youth members may use off site restrooms and changing facilities. Staff should wait outside these areas for auditory surveillance and to keep track of the number of youth members going in and out. A minimum of three youth at a time is encouraged and youth members should be taught by the Club to report any inappropriate behavior among Club members or others with a Club staff member.

Reason for Policy

The Club is committed to providing a safe, clean, and welcoming environment for all employees, volunteers, and youth members. This restroom policy adheres to national Boys & Girls Clubs of America policies related to supervision and facilities safety, restroom and locker room safety, and one-on-one interactions.

Who Should Read This Policy

All Club employees, volunteers, members and their families, and Board of Directors

Resources

“Aquatic Safety Plan” – Boys & Girls Club of Lake Tahoe https://bgclt.org/club-safety/

“Locker Room: Sample Template” – BGCA https://www.bgca.net/Utilities/Uploads/Handler/Uploader.ashx?area=composer&filenam e=Locker_Room-Sample_Template.pdf&fileguid=549e8ae6-9581-4c76-b0a8-69642f73c 423

“Prohibition of Private One-on-One Interactions” – BGCA https://www.bgca.net/Utilities/Uploads/Handler/Uploader.ashx?area=composer&filenam e=Prohibition%2bof%2bOne%2bOn%2bOne%2bPolicy%2bTemplate%2bPDF.pdf&fileg uid=954f16c1-5234-4a9c-84c1-2d47a2530650

“Supervision and Facilities Policy” – BGCA https://www.bgca.net/Utilities/Uploads/Handler/Uploader.ashx?area=composer&filenam e=Supervision%2b%2bFacilities%2bPolicy%2bTemplate%2bPDF.pdf&fileguid=ea6f2bf2 -583e-4486-82a8-33bf8c5c038c

Definitions

A “changing area” refers to any designated changing area at a Club site, school, or offsite location.

“Locker rooms” refer to any designated changing areas in an offsite location. No locker rooms are located at the Club’s main site or school sites.

“Preferred gender restroom” is the restroom a person wishes to use based on their preferred gender identity.

The Policy

It is important that all employees, volunteers, and youth members experience a safe, clean, and welcoming environment. This policy is intended to outline protocols and procedures for restroom, changing area, and locker room monitoring as well as usage.

Staff-Only Restrooms

Staff should never use the youth member restrooms. All employees and volunteers are provided a designated staff-only restroom for bathroom and changing use. If working at an offsite location, staff should use the restroom or a locker room only when no youth are present. Staff are encouraged to change clothes and use the bathroom at the Club’s designated staff-only restroom before departure. If a staff person or member of the public needs to use a public restroom or locker room area, the staff member must ask fellow staff members to assist in temporarily closing it off from youth members.

Club Member Restrooms

When a Club member needs to use the restroom on site, they must obtain permission from a staff member to proceed. The staff member must radio all staff that a Club member will be using the restroom. If it is at a Club school site, the Club member will go to the front desk staff to obtain a restroom pass. At the main site, the Angel of Tahoe building, the member may obtain staff permission and go directly to the restroom. Only one youth member may use a restroom at a given time and no other member or adult may be present.

Restrooms may be monitored from the outside by an adult staff member. If a staff member is unavailable, surveillance cameras are located outside the restroom to monitor those coming in and out of the restroom. No surveillance cameras or electronic devices (e.g. cell phones, tablets, or laptops) are permitted in restrooms or changing areas if youth may be present.

If a staff member needs to enter the restroom or changing area to check for damage or misuse, they must confirm no members are inside and temporarily close the whole area off to youth members while the problem is addressed. If no youth are present, a staff member may use an electronic device to record or photograph any damage or misuse.

If a child is sick or injured in the restroom or changing area, the attending staff member must attend to the child with a colleague, preferably a member of the administration team. The restroom must be cleared of all other children before entering.

Offsite Restrooms and Changing Areas

Whenever possible, youth members will change clothes at the Club site before or after aquatic activities. As needed, youth members may use off site restrooms and changing facilities. Staff should wait outside these areas for auditory surveillance and to keep track of the number of youth members going in and out. A minimum of three youth at a time is encouraged and youth members should be taught by the Club to report any inappropriate behavior among Club members or others with a Club staff member.

When offsite, staff should only use the restroom or changing area when no Club members are present. A staff member or volunteer should ask a fellow staff member to assist in preventing youth members from entering the area when in use by an adult.

Preferred Restrooms

As appropriate, all possible accommodations will be made so that youth members have access to an all gender or preferred gender restroom.

Restroom Safety Training

All staff are trained and versed in these supervision protocols and procedures at their initial orientation and in ongoing training sessions. As with all Club interactions, one-on-one interactions with a staff member and a child are prohibited and proper supervision ratios must always be maintained. Any issue, accident, or critical incident that occurs must be documented and reported to Club leadership immediately.

Download the Document Here

Downloadable Documents

BGCLT Staff & Volunteer Handbook

Parent Agreement