City of Montpelier Day Camp

Regulation 8.16: The Afterschool Child Care Program shall develop and implement a written plan to support two-way communication between Staff and parents.

“On 07/02/2025 Child A was provided with a medication 1.5 hours before it should have been administered. At drop off the parent communicated with Staff X, a camp counselor, when the the next dose could be given. The parent also made a note on the sign in sheet. Staff Y apparently was not aware of this information and provided the medication when the child was experiencing respiratory distress. Although providing the medication before the four hours would not be life threatening, proper procedure would be to call the parent(s) prior to administering. The assistant director did call the parent but called after the medication was administered because the child still reported distress. It was at this time that the assistant director saw the parent's note on the attendance sheet. Staff Y is no longer employed at the program and therefore this licensor was unable to gather information related to the incident from them. Corrective Action: The program will create a plan to ensure that camp counselors are communicating with the director or assistant director information parents share with them at drop off. If the information is related to medications, injuries and special care instructions this information will be written down and provided to the staff who is assigned to work with that child. Camp counselors will be provided with training on this plan during staff orientation that is provided before the summer camp begins. A copy of this plan will be emailed to this licensor before the corrective action due date.”

Correction date in the state record: Sep 30, 2025

Regulation 6.2: The maximum number of children in an identified group shall be twenty six (26).

“During discussions with staff related to an injury that occured at the program, this licensor learned that in the morning the children gather for an activity and often there are more than twenty-six children combined during the activity, often this activity is a gross motor game. After the activity the children seperate into their assigned groups that do not exceed the maximum allowed group size of twenty- six(26) children. Based on interviews with staff they are aware of staff/child ratio requirements but were not aware a group could not exceed twenty- six(26) children. The only time a group size may exceed twenty- six(26) children is during communal snack and meals, they may also be together in an open indoor space as long as groups are clearly seperated and each staff member is supervising their assigned group. There was information gathered to suggest that this practice was in place in previous years and the new director was not aware of this regulation. Licensing visits have occured later in the day and during those visits group size was noted as in compliance. Non compliance with group size or staff/child ratio is considered a serious violation. Corrective Action: The program has a new director and assistant director, they were required to meet with this licensor to review regulations to ensure that moving forward regulatory compliance is met. This requirement was met during a meeting with this licensor on 07/29/2025. The program is required to restructure the morning routine and ensure that after snack children are offered multiple activities so that more than twenty-six(26) children are not participating in the same activity at one time. Additionally the program will develop a system for tracking where each child is after snack and before joining their assigned group for the day. Compliance will be assessed during a follow up licensing visit. The program is also required to update their staff orientation to include a review of this regulation. Serious violations require that a copy of this report is provided to families of children enrolled. This program is a camp and enrollment changes day to day and week to week, for this reason the report will be provided to families with children present on 07/16/2025, the date it was reported that the morning activity group size exceeded twenty-six(26) children.”

Correction date in the state record: Aug 8, 2025

Regulation 13.21: The program shall maintain onsite a record of all prescribed medications given which include the name of the medication(s), date, dosage, and time given.

“During the visit this licensor observed Staff A provide medication to a child. After providing the medication this licensor did not observe Staff A complete a log for the medication. When I asked Staff A where the medication log for this child was kept, they told me they did not know and would ask another staff member. Staff B then provided a medication log with partial entries from June and July of 2023. I asked if there was a log for this year and I was told that there was not. I asked if any other children received medication and was informed that a child requires an inhaler before swim lessons. There was no medication log on site for that child. Follow up conversation with staff indicate that they have not been informed that when they administer medication they must log the information required in this regulation. Corrective Action: The program will be required to review this regulation with all staff. This licensor will conduct a follow up visit by 08/01/2024 and will speak with staff about this regulation to ensure it has been reviewed. The Program Administrator and Director will meet with this licensor to discuss this violation as the Director was not present for the site visit. The program will be required to create a document that will be used to train staff on how to log medication and will explain how the program will ensure compliance with this regulation moving forward.”

Correction date in the state record: Jul 31, 2024

Regulation 5.40: Before the expiration date on the card, training for First Aid and CPR shall be validated by the American Red Cross, American Heart Association or other equivalent, state- recognized organization, and the specific certification documentation maintained in the appropriate Afterschool Child Care Program Staff file.

“Documents on site and in BFIS indicate that the Program Administrator and Director have expired First Aid and CPR credentials. Corrective Action: Enroll in an approved First Aid and CPR course. Please contact Northern Lights at CCV for more information on trainings that the Child Development Division accepts. Email this licensor with a plan on how compliance with this regulation will be maintained moving forward.”

Correction date in the state record: Aug 13, 2024

Regulation 18.77: Within six months of the initial date of employment, Staff working with children and the Site Director and/or Program Administrator shall maintain an up-to-date BFIS Quality and Credential Account. Documentation, verification of qualifications and all annual professional development activities as specified in the rules in Section 5 of these regulations shall be submitted to NLCDC to be verified and maintained in BFIS.

“The Program Administrator and the Director have been employed at the program for more than six(6) months and do not have up to date BFIS Quality and Credential accounts. Both are missing proof of ongoing professional development and other required trainings. All other staff members have not been with the program for more than six(6) months. Corrective Action: Missing documents will be sent to Northern Lights at CCV and this licensor will be included on that email. Submit a plan to this licensor that outlines how you will ensure all staff and administrators have up to date BFIS Quality and Credential accounts.”

Correction date in the state record: Aug 6, 2024

Regulation 13.18: Written parental permission shall be obtained before administering any medication. The permission statement shall include the name of the child, name of the medication, dosage, the date and time to be given and how the medication is to be given (mouth, ear, etc.).

“This licensor was unable to locate any documentation about the medication kept in the locker. There was no paperwork in the child's file or anywhere else that the Program Administrator and this licensor looked. When Staff A provided the medication I heard them ask the child how many pills they were suppose to take. This information should have been with the medication and the staff member should not have relied on the child for dosage information. Corrective Action: Collect the required information and permission to administer this medication. Ensure all staff who provide this medication are aware of the dosage, staff should never rely on a child to confirm dosage. The Program Administrator and Director will meet with this licensor to discuss this violation as the Director was not present for the site visit. A follow up visit will be conducted before 08/01/2024 and compliance with this regulation will be reassessed.”

Correction date in the state record: Jul 31, 2024

Regulation 13.17: All medications shall be inaccessible to children but immediately accessible to designated Staff. A child with parent permission to self-medicate may do so under direct Staff supervision.

“Medications are stored in an office/equipment storage space that is attached to the outdoor pavillion utilized by the program. An inhaler was stored in a drawer of a plastic storage cabinet next to the entrance of the room. The drawer was labelled medications. During last year's compliance visit, a violation was cited for using this cabinet as it was assessible to children. During a meeting with this licensor, on 09/18/2023, the Director stated that the program was no longer storing medication in this drawer.Medication catergorized as a controlled substance was stored in an unlocked metal locker unit, at childs level and it was labelled medications. Lastly there were two inhalers in a partially unzipped first aid backpack also at childs level. While I was in the room reviewing paperwork several children entered the room without an adult looking for sports equipment establishing that children could have unsupervised access to the medications. The Program Administrator moved the medications to a location where children could not access them. Corrective Action: This is a repeat violation and a program improvement plan is required. Additionally it is required that the Program Administrator and Director meet with this licensor to discuss this violation as the Director was not present during the site visit. By 08/01/2024 this licensor will return to the program and reassess compliance with this regulation and confirm that the new medication storage location meets regulatory requirements.”

Correction date in the state record: Jul 31, 2024

Regulation 5.14: The licensee shall ensure that no person shall be left alone with children without approval from the Division which shall be based on the results of the background check to include fingerprinting.

“When this licensor arrived at the program there were no staff present who were cleared by the Child Development Division to work alone with children.The day of the visit the Director was absent and the Program Administrator was not on site. Staff members who have received their background clearence letter must work within earshot and eyesight of a staff member who has completed the background clearance process, this practice has not been in place since the program resumed operation on 06/24/2024. In order to remain in operation it was required that the Program Administrator remain on site until the Director returned and that a former employee who is cleared through the Child Development Division return. Corrective Action: This licensor will conduct a follow up visit and will require that the Program Administrator and Director meet with this licensor to discuss the violation, as the Director was not present for the site visit. The program must arrage groups and activities so that one of the staff approved to work alone with children is in earshot and eyesight of staff who have not yet received their clearance letter from the Child Development Division. As discussed all staff who have not completed fingerprinting will set up appointments and a copy of the fingerprint receipt with TVT number will be sent to this licensor. If this violation is cited again it will establish a pattern of non complinace with federally required background clearances and could result in licensing action up to and including provisonal license status or license suspension.”

Correction date in the state record: Jul 31, 2024

Regulation 13.17: All medications shall be inaccessible to children but immediately accessible to designated Staff. A child with parent permission to self-medicate may do so under direct Staff supervision.

“A prescription medication bottle was kept in a multi drawer plastic storage unit. This storage until was at a height and location that was accessible to children. The medication is considered a controlled substance. Corrective Action: The program moved the location of the medication the day of the visit so that it is out of reach of children.As part of the corrective action this licensor will conduct a technical assistance visit with the Director, who is new to this role, to review regulations and answer questions related to regulatory compliance at the program.”

Correction date in the state record: Sep 18, 2023

Regulation 5.14: The licensee shall ensure that no person shall be left alone with children without approval from the Division which shall be based on the results of the background check to include fingerprinting.

“On the day of the visit 6 staff members that the Child Development Division(CDD) does not have results for a fingerprint supported background clearance were seen either alone with children or paired with another staff member who also did not have results on file with CDD of a fingerprint supported background clearance. Corrective Action: The program is immediately required to arrange staffing and grouping of children in a way in which staff with results of a fingerprint supported background clearance can see staff who are working with children and do not have results of a fingerprint supported background clearance. During the visit this licensor had a conversation with the Director about compliance with this regulation and how to ensure that staff who do not have results of a fingerprint supported background clearance are not left alone with children. As part of the corrective action this licensor will conduct a technical assistance visit with the Director, who is new to this role, to review regulations and answer questions related to regulatory compliance at the program.”

Correction date in the state record: Sep 18, 2023