VIRGINIA DEPARTMENT OF SOCIAL SERVICES

YMCA Summer Camp @ Camp Arrowhead
275 Kenyon Rd.
Suffolk, VA 23434
(757) 923-3303

Current Inspector: Melinda Popkin (757) 802-5281

Inspection Date: Aug. 15, 2023

Complaint Related: No

Areas Reviewed:

8VAC20-780 Administration. 8VAC20-780 Staff Qualifications and Training. 8VAC20-780 Physical Plant. 8VAC20-780 Staffing and Supervision. 8VAC20-780 Programs. 8VAC20-780 Special Care Provisions and Emergencies 8VAC20-780 Special Services. 8VAC20-820 THE LICENSE. 8VAC20-820 THE LICENSING PROCESS. 8VAC20-820 HEARINGS PROCEDURES. 8VAC20-770 Background Checks 20 Access to minor's records 22.1 Early Childhood Care and Education 63.2 Child Abuse & Neglect

Comments:

A monitoring inspection was initiated on 8/15/2023 and concluded on 8/16/2023. There were 140 children, ages 5 to 14 years old, present with 10 staff supervising on 8/15/2023. The inspector reviewed compliance in the areas of administration, physical plant, staffing and supervision, programming, medication, special care and emergencies and nutrition. On 8/15/2023 a total of 10 staff records were reviewed. On 8/16/2023 the inspector returned to review a total of 10 child records. The inspection on 8/15/2023 began at 1:20 pm and concluded at 5:00pm and continued on 8/16/2023 from 1:55 pm until 2:45 pm. Information gathered during the inspection determined non-compliance with applicable standards or law and violations were documented on the violation notice issued to the program.

Violations:

Standard #:	22.1-289.035-B-4
Description:	Based on a review of records and interview, the licensee did not obtain the results of a search of the child abuse and neglect registry or equivalent registry from any state in which the individual has resided in the preceding five years. Evidence: The record for staff #5 whose date of hire was documented as 6/21/2023 contained a signed, sworn disclosure statement indicating that staff #5 resided in Georgia within the previous 5 years. The record for staff #5 did not contain results of a child abuse and neglect registry or equivalent registry for Georgia. The program director confirmed that these results had not been received.
Plan of Correction:	The program director attempted to submit a request for a Georgia abuse and neglect registry screening for staff #5 during the inspection but had difficulty with the digital link on the website. The program director will contact the Georgia agency by telephone this week to get assistance in obtaining the abuse and neglect registry screening request with the intent to submit the request by Monday.
Standard #:	8VAC20-770-60-C-2
Description:	Based on a review of records and interview, the licensee did not always obtain a central registry finding for each staff within 30 days of employment or service. Evidence: Ten staff records were reviewed during today's inspection. The records for staff #1 (hired 6/11/2023), staff #5 (hired 6/21/2023), staff #7 (hired 6/21/2023) and staff #9 (hired 6/21/2023) did not contain the results of a search of the Central Registry. The Program Director confirmed that staff #1, staff #5, staff #7 and staff #9 are all currently employed and working with children in the camp and that the results of the Central Registry Search had not been received for any of these four staff.
Plan of Correction:	The program director provided documentation that the central registry checks for staff #1, #5, # 7 and #9 had been submitted. The program director contacted the office of Background Investigations during the inspection to request guidance on obtaining the results. The program director will follow up on future pending background checks after 30 days to ensure that results are obtained in a timely manner and document this follow up in the staff records.
Standard #:	8VAC20-780-130-A
Description:	***Repeat Violation*** Based on a review of records and interview, the licensee did not always obtain documentation that each child has received the immunizations required by the State Board of Health before the child attends the center. Evidence: Ten children's records were reviewed. The record for child #2, who began attending the program 6/19/2023, did not contain documentation of having received the immunizations required by the State Board of Health. The program director confirmed that child #2 attends the program and that a copy of the immunization record had not been received for child #2.
Plan of Correction:	The program director will contact child #2's parent and request that the documentation of child #2's immunization record be submitted prior to returning to camp on Monday.
Standard #:	8VAC20-780-140-A
Description:	Based on a review of records in interview, the licensee did not always obtain results of a physical examination by or under the direction of a physician for each enrolled child within 30 days of attendance. Evidence: 10 children's records were reviewed. The records for child #2 and child #3, who both began attending the program on 6/19/2023 and are currently enrolled, did not contain the results of a physical examination. The program director confirmed that she did not have results of a physical examination for child #2 or child #3.
Plan of Correction:	The program director will contact child #2 and child #3's parents and request that the documentation from the children's most recent physical exam be submitted prior to returning to camp on Monday.
Standard #:	8VAC20-780-340-F
Description:	Based on observation and interview, the licensee did not ensure that children under 10 years of age are always within actual sight and sound supervision of staff, except that staff need only be able to hear a child who is using the restroom provided that there is a system to assure that individuals who are not staff members or persons allowed to pick up a child in care do not enter the restroom area while in use by children Evidence: An 8 year old child was observed asking permission to go to the restroom, leaving the group of 8-9 year old "Eels" group in the Pavilion ,and walking to the restroom located straight down the hallway in the same building. Staff #7 did not move from where he was sitting at a table when the child exited the room. After the inspector inquired about measures to ensure that the child could be heard by staff and measures to ensure that other individuals who are not staff members or persons allowed to pick up a child in care do not enter the restroom, staff #7 got up and walked to the doorway where he could observe the restroom's door. The child returned to the group within approximately 4 minutes. Staff #7 stated that the children in the "eels" group were between 8 and 9 years old.
Plan of Correction:	The program director will review training on sight and sound supervision with staff and specifically follow up with staff #7 to ensure that sight and sound supervision policies are correctly adhered to.
Standard #:	8VAC20-780-560-G
Description:	Based on observation and interview, the licensee did not ensure that when food is brought from home, the container is sealed and clearly dated and labeled in a way that identifies the owner. Evidence: 1of 10 lunch bags inspected in the pavilion during the inspection was labeled with the child's name. None of these 10 lunch bags were dated. 2 of 10 lunch bags inspected in the minnows group during the inspection were labeled with the child's name. None of these 10 lunch bags were dated. Staff stated that the children are able to identify their own lunch boxes and that the laminated calendar tags used for recording the date have fallen off of most of the containers.
Plan of Correction:	The program director will remind staff to check for names and dates on lunchboxes as children arrive in the morning and label them, as needed.