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Boys & Girls Clubs of Harrisonburg & Rockingham Co.-Spotswood
400 Mountain View Drive
Harrisonburg, VA 22801
(540) 434-6060

Current Inspector: Maureen Gallagher-McLeod (540) 430-9259

Inspection Date: Nov. 13, 2017

Complaint Related: No

Areas Reviewed:
22VAC40-185 ADMINISTRATION.
22VAC40-185 STAFF QUALIFICATIONS AND TRAINING.
22VAC40-185 PHYSICAL PLANT.
22VAC40-185 STAFFING AND SUPERVISION.
22VAC40-185 PROGRAMS.
22VAC40-185 SPECIAL CARE PROVISIONS AND EMERGENCIES.
22VAC40-185 SPECIAL SERVICES.
22VAC40-80 THE LICENSE.
22VAC40-80 THE LICENSING PROCESS.
63.2 Licensure and Registration Procedures
63.2 Facilities and Programs..
22VAC40-191 Background Checks (22VAC40-191)

Technical Assistance:
We discussed the requirements for posting emergency procedures, injury reports, emergency drills, immunization and physical examination records. The risk assessments for violations were provided. We reviewed the requirements for sight and sound supervision by staff. Volunteers are not counted in ratio and are not to be in areas, including bathrooms, alone with children. Volunteers should always be within sight and sound of staff.

Comments:
Thank you for your assistance during the unannounced monitoring inspection conducted from 2:45 PM to 6:15 PM. Today, there were twenty-six children, ages five through eleven, with two to three staff. I viewed program activities, daily routines, snack/menu, staffing, supervision, interactions with children, posted information, emergency plans, emergency supplies and drill records, injury records, agency inspection reports, five records for children, five staff records, staff qualifications, staff training, and indoor areas. The children had opportunities for active play in the gym. Homework assistance was available. There were creative experiences in the cafeteria as children made habitat posters, puppets and balloon creations. College student volunteers were assisting during part of the afternoon. A subsidy vendor inspection was completed at this inspection.

It is important to review your plans for correcting violations and make sure you are maintaining compliance with the minimum standards. Let me know if you need any assistance. 540/430-9259

Violations:
Standard #: 22VAC40-185-130-A
Description: Based on a review of five records for children, and an interview with administrative staff, the immunization records for child 3, 4 and 5 were not obtained before initial attendance. (Repeat violation.) Evidence: Child 3 began attending on August 29, 2016 and there was not an immunization report signed by the health care provider in the file. Child 4 began attending on September 25, 2017 and the immunization record was obtained late and dated October 27, 2017. Child 5 began attending on August 28, 2017 and the immunization record was obtained late with a date of September 21, 2017.

Plan of Correction: The director or back-up director will request and obtain a copy of the immunization record for child 3. Administrative staff who enroll the children will tell the parents an immunization record signed by the health care provider must be provided before their children begin attending the program.

Standard #: 22VAC40-185-140-A
Description: Based on a review of five records for children, and an interview with administrative staff, the program failed to obtain a physical examination record for child 3 within one month after initial attendance. (Repeat violation.) Evidence: There was not a physical examination report in the file and the first date of attendance was August 29, 2016.

Plan of Correction: The director or back-up director will obtain a copy of the physical examination report from the parent. In the future, the administrative staff will communicate with parents about the need for the physical examination report within the first month of attendance if the record is not provided at the time of enrollment.

Standard #: 22VAC40-185-550-C
Description: Based on a review of posted information and emergency procedures, the program failed to post procedures/map on each floor of the building to include all evacuation information and shelter-in-place procedures. (Repeat violation.) Evidence: The emergency procedures/map viewed at the entrance hall bulletin board, cafeteria, and computer room and cafeteria only illustrated primary exit routes. A staff member verified that the maps were new for this school year.

Plan of Correction: The director will make sure a procedures/map posted for the activity areas used by the program include all evacuation routes and the shelter-in-place location for weather warnings.

Standard #: 22VAC40-185-550-D
Description: Based on a review of the documentation for emergency practice drills, and interviews with administrative staff, monthly evacuation drills were missed for some months in 2017. Evidence: According to the fire drill record, there were not any practices in May, June, August and October 2017.

Plan of Correction: The director and back-up director will coordinate a schedule for conducting evacuation drills each calendar month that the program operates during the school year.

Standard #: 22VAC40-185-550-M
Description: Based on a review of injury records, and interviews with administrative staff, there was information missing from an injury report. Evidence: The report for a minor injury treated on October 31, 2017 lacked date, time and method of parent notification as well as a second staff signature.

Plan of Correction: A staff person who was present for the injury will document information regarding the parent notification. Also, the back-up director will provide a second signature on the report. In the future, the director or back-up director will review all injury reports before they are filed and make sure all parts of the form are completed as required.

Disclaimer:
A compliance history is in no way a rating for a facility.

The online compliance history includes only information after July 1, 2003. In addition, the online compliance history includes information regarding adverse actions that may be the subject of a pending appeal. An adverse action is not final until a provider has exhausted or waived all due process rights. For compliance history prior to July 1, 2003, or information regarding the status of pending adverse actions, please contact the Licensing Inspector listed in the facility's information. The Virginia Department of Social Services (VDSS) is not responsible for any errors in or omissions from the compliance history information.

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