How should I tell her?

[Cocoon]

How should I tell this mom that I'm taking 1 more child into my care?

When I advertised I told parents that I will be taking only 3 kids and I charge them slightly more then any other day homes. Now, I've replaced 2 of my old families and my new families would care less. I will inform them about the changes.

From October I'lI have 1, 15 months old, 2,12months old and one 22 month old. If I take the new client. Here is why i feel a little nervous. One of my part time clients asked me if i could have her child 1more day for temp? This means i will have 4kids in one day. I asked one of my clients if she would be ok with this and she said she does trust my ability to look after all 4 of them but what happens if there is an emergency(this was the reason for my "emergency"post) as I live in an apartment? I understand her concern and would think the same if I have a child in care and im doing my best to find a solution in case of an emergency.

In October I will have 2, 12 month and 1, 15 and 1, 22 month. Do you think I'm crazy to take on 3small kids? I will hire a part time help but that would be only part time and there will be 4kids only for 3 days.

Now the question is, how to break the news? Our 6 month contract is already ended and I need to write a new contract. I love this family and their kid but at the end I will do whatever best for me and for my business.

I've told her that I will email her the new contract. Shall I mention it on the email or call her my home? I was thinking of calling them here over the weekend to talk about it.

What do you all think?

Thanks ladies.

[Cadillac]

A couple things:

1) Hiring help will only take away from your extra income. I've done it. Having one less child is about as equal as having one more and part time help.

2) You can tell the mom who is concerned about emergenies that she would be amazed how many children you can carry when there is an emergency. I've done three no problem just going out the front door to the stroller (FYI kids were all happy an nestled, no one was hanging on by a thread)
I've been asked this question and I'm on the first floor and all but one of my kids walk. I just look at the parents and tell them that I have two exits and I wouild do whatever needs to be done to get the kids out and if that means thowing two over my should and having three in my arms so be it.
What would anyone do with five kids in an emergency whether your in a house or a sky scaper?

3) This is a face to face but not a 'meeting' where there is time for emotions to run high, tempers to flare, and to draw out a coversation that is more of an FYI than a request. Pick-up time will be fine

4) your not crazy for taking on so many small kids. I've done it and it's super fun. I'd rather the group be close to the same wave length than have scattered ages. But, I would not consider another one year old. I'd go for 18 months and up so that all the children can get the amount and type of attention they need. Another one year old will definitely take away from the older ones who are becoming slightly more indepedant.

5)Simply tell her that you have thought a lot about it aand you have decided that you are going to start looking for another. Tell her how you will handle things so that everyone gets what they need and the attentiop they deserve. If she is paying slightly more for a lower ration than don't raise her rates for a good while so that they are at par with your area. I would try to find ways that this would be a positive thing, not only for you, but her and her child (always softens blows). Above all, be assertive and excited abotu your news. Beating around the bush or telling her in a wishy-washy way will give her room for argument.

Hope that helps

wow that was long (amazing what you can do at 2am when your child very awake and growing all her molars at once)

[kidlove]

being from another country, our rules are clearly dif from yours. just wondering what your child/provider ratio is? do you have limits on how many of each age you can take per day?

As far as taking 4 of the aprox same age, i think that would be fun...they could all do the same activities and are all so near the same developement level you would think it would be easier than having 12mo, 24mo,3yr old and 4yr old.

[Judy Trickett]

being from another country, our rules are clearly dif from yours. just wondering what your child/provider ratio is? do you have limits on how many of each age you can take per day?

As far as taking 4 of the aprox same age, i think that would be fun...they could all do the same activities and are all so near the same developement level you would think it would be easier than having 12mo, 24mo,3yr old and 4yr old.


I'm pretty sure Cocoon is from Ontario. And, if so, if you are a private home daycare in Ontario there are no age ratios. Our only rule is that you can not care for more than FIVE children (plus your own).

[Judy Trickett]

I would not be asking parents about this. I would just do what I wanted to do. Now, you say you charged them a higher rate because you had less kids in care. So, offer them a reduced rate based on your new business plan and they can basically take it or leave it.

This is something I always caution new providers about - making promises to first clients that, as you evolve as a provider, you are not going to be able to keep based on changes in your business plan as you grown and become more experienced.

[Inspired by Reggio]

I agree with both Cadillac and Judy .... this is your business and YOU get to choose changes you are making to it ~ you do not need to 'ask' clients if they are going to be ok with it unless you actually plan to follow or heed their advice cause that just pisses people off when they are asked advice or feedback and it is not 'followed' .... you just 'present them' with the new contact as per the notice period to change required and they choose to sign it or not!

I would just tell all the clients that moving forward this is how things are going to be, this is the plan put in place to deal with the changes for the program (aka new fire drill procedures, part time help or whatever you are planning to do), and if you've been charging the clients a higher fee based on a premium service you are no longer going to be providing than lower the 'fee' to reflect the 'normal fee' for the new business plan of being fuller.

Bottom line is if it is a real issue you could loose the one client no matter what you 'try to do' to sooth the news for her specially if the reason she picked you was the 'lower ratios' cause it might not just be the emergency issue she has concern with but that they just do not like 'change' beyond their control ... so unless you are actually not going to do it if this is the 'risk' how she handles it is basically mute .... if she leaves she leaves and you find someone new to replace her.

Honestly I also agree that I would rather just have 3 clients than have to hirer 'help' to take on the 4th and feel 'good' ..... because hiring help in your program opens a whole new door of issues .... you need to inform your insurance carrier you have an 'employee' now in addition to just 'clients' because your premium could be affected by this change depending on your carrier and if you fail to inform and something happens to the employee your policy could be 'voided' because you did not disclose the change and they consider that 'attempted fraud', there is also the issue of who pays EI, CPP and taxes on behalf of that employee and making sure you are CLEAR so it does not come back to bite you in an audit and so forth ... what happens when the employee is 'sick' and the clients are expecting and 'agreeing' to the change in higher ratio based on that person being there and they are not ~ if they are not comfortable leaving their child than do you rebate their fee to them or how is that handled and so forth .... just too much room for 'conflict' for the benefit on 1 child's fee .... it could end up costing you income to provide the service???

[Sandbox Sally]

This past spring, I found myself in this exact position. I wrote a letter to the parents:

Dear Parents,

As you all know, this is my first year in operation as a full time day care provider to more than one child. As with any business, the first year is a learning experience. I have learned a lot this year. When I interviewed with some of you, I said that I only take three children. In the past months, I have realized that I am more than capable of comfortably handling more than that. I know that for some of you, this was a selling point. The Ontario Day Nurseries Act dictates that any one home child care provider is entitled to care for up to five children at a time, not including their own.

Having said this, I already know that some of you are not comfortable with my taking on another child, but as with any business, terms and conditions change, leaving clients and business owners with the option of changing with these modifications, or moving on and finding a more suitable arrangement for them.

I do hope that I can keep all of my current clients. Your kids are of great importance to my family and we have true affection for every one. I further hope that you can understand that you must have faith and trust in me, as I am caring for your children. I would never put any of your children in harm's way, and if I thought for a moment that I was unequipped to care for four, I simply would not do it. I now take this opportunity to ask that you please give it a chance before you decide to seek care elsewhere. Your comfort level is valid, but as I have said before, this is my business, and sometimes I must treat it as such, personal feelings and relationships aside.

I will begin to advertise for a fourth child effective immediately. I will, however, push back the start date until one month from now, leaving you the option and ample time to find alternate care arrangements should you feel that it is something that you must do. I would very much like to move forward with all of my clients in place despite this change to my business, but know that I do understand if my new situation no longer meets your family's needs.

With Sincerest Respect,

Alphaghetti

ETA: Everyone stayed. :)

[Cadillac]

Good one Alpha!!!!

[Sandbox Sally]

Thanks! I had help with the logic of it all from the awesome providers here on dcb :)

[dodge__driver11]

Hey Cocoon,

As a bit of a newbie myself, I have to agree with Judy re: the making promises stuff.

I always told clients that the child would be safe and well cared for but never made any promises regarding numbers, as, even though I am in a first floor condo I wanted to be full at all times. Because as you say we have to do what's best for us.... Good luck!

[Sandbox Sally]

Agreed. I learned my lesson about promises and special care arrangements. I wince and cringe at the thought of turning away potential clients, but I know what I am capable of, and I know how I want my daycare to be run. I will no longer compromise anything, even if that means passing up otherwise "good fit" families.

[Cocoon]

Cadillac, thank you for your post and I hope your daughter feel better soon. I think it won't be bad at all as I will have 2 walkers already and the 2, 12 months old can be in stroller.

I though about mentioning at drop off as she likes to stay at least 20 mins and we chat. But I wanted to talk with both parents and the only time they could come together is at the weekends. And I need to talk to them this weekend the latest as I have found a family already and they would like to know latest August 1st.

I Won't have all 4 everyday just 3 days and I have found a part time morning help until the end of summer and in winter we don't go out much anyway.

Kidlove and Judy, I'm in Alberta, Calgary and I'm a private day home. For private day homes there are no rules and regulations here. In fact, you can take care of 10 children and no one would say a word. It is up to the parents to make sure the provider is capable of taking care all the kids well.

I will not be asking their permition. I just wanted to let them know what will happen. And im prepared if she decide to go. Funny, this morning when she came to drop off her child she saw all 4 together and she praised me and told me how well I take care of them and how well they behave with me. I was like " I hope you will feel the same when I tell you that I'm taking 4th child" :)

To be honest, in the begining I thought 4 kids will be too much especially, I live in a 2bedroom apartment but now I think it is very well doable.

And another reason I wanted the 4 th child is because one of my part timer (2days) is leaving and I could not find a replacement for 2days but lots of inquiries for full time.

Alphabetti, that is a nice letter. I think I will talk to them face to face so that I can answer their questions right away.

Thank you ladies.

[Momof4]

Why on earth do you have to check with your clients regarding the way you run your business? If they don't trust you completely then why are they leaving their children in your care? Of course you can take care of 4 children because you are a caring, dedicated provider. There's no way I would inform the parents of anything regarding MY business!

Like I said in the 'emergency' thread. You can stay in your apartment and wait for the firefighters to get to your floor and they would have you and those children out of that building in seconds. I wouldn't worry about that at all.

[Cocoon]

Momof4, I'm not checking with them I'm just informing them. The reason I'm doing this is first, cause I told them in the beginning that I will not take more then 3. To be honest, I still woulndt but the thing is one of my part timers is leaving and I can not find families who are only looking for 2 days. I have one full time family which I would like to offer the spot. This is why I'm asking? I believe I have to answer them as I told them I won't take more then 3 kids. That is why.

If she says no I don't want to send my kid anymore. She is welcome, I can still make enough money with my 3 full timers.

[Momof4]

I know you are being loyal and responsible, but what's wrong with telling this parent that you are now a well established daycare and you have been thinking about how competent and comfortable you are now with the 3 children and have decided to add one more child. My point is that you are telling the parent that it is in fact your decision, but you can still do it in a kind, sensitive way. I'm sure she must know by know how lucky she is to have you and will discuss it with you rationally.

[Cocoon]

Oh I know. She and her husband always thank me and if she doesn't, she emails :) I really like them as a family and in love with their child. And we all know how difficult to find a sweet family with a sweet kid :) I would be very sad if they want to go but I can't do anything else unfortunately.

Thank you ladies you made me feel less horrible :)

[Cocoon]

Wohoooo. I have talked to the parent and she is staying:thumbup: I explained to her why I'm taking on another child and she understands. It is very! Difficult to find 2 day care and to be honest my current client was the only family required 2 day all other families asked either 3 days or full time. She said she is fine with it. And I told her that I will be fair( thinking of either reducing the fee or not to increase after a year). I didn't tell her how much I will reduce but she said she doesn't want to as they have already budgeted and they are fine. But I would feel bad if I don't so I will offer them either of those above.

I'm very happy that they are staying as I really really like them. Last night when she emailed it sounded like they want to leave and according to her she thought I want them gone:)

[Momof4]

Aw, that's great Cocoon! Don't you feel empowered as a business owner today? Mwahahahahahaha!

[Cocoon]

Momof4! I feel like this everyday ;) maybe that is why I'm a successfull business woman :p:thumbup:

[Nottellin']

Kidlove and Judy, I'm in Alberta, Calgary and I'm a private day home. For private day homes there are no rules and regulations here. In fact, you can take care of 10 children and no one would say a word. It is up to the parents to make sure the provider is capable of taking care all the kids well.
.

Just saw this post now, and I wanted to let you that information is incorrect. In Alberta non-agency dayhomes can only care for a maximum of 6 children not including their own. We don't have the age regulations that agency approved dayhomes have, but there are still laws that we are required to follow. If someone were to be found having 10 kids they would be fined.

[Inspired by Reggio]

Just saw this post now, and I wanted to let you that information is incorrect..

Yup ~ pretty much every provinces Act governing the 'childcare' for that Province be it private in home, centre, home childcare agency and so forth can be found online with a few keystrokes so that you can empower yourself to read 'first hand' the rules rather than relying on potential misinformation passed on by others who interpret things 'differently'.

http://www.qp.alberta.ca/574.cfm?page=C10P5.c fm&leg_type=Acts&isbncln=978077973386 6

I hear people in my province say all the time that there are no regulations for private home childcare accept that we cannot care for more than 5 children (not including our own) .... but technically that is a 'misinterpretation' .... while the Ministry of Education has no jurisdiction to 'enforce' the regulations that are set out in the Day Nursery Act in a private home dwelling we have a duty to SELF REGULATE based on standard practice in our industry which is typically defined by regulations for said field, professional publications and so forth of said industry.

As a business we are required by civil law to ensure we engage in 'due diligence' in our business so if an accident or injury ever occurs in our home and our 'practice' is not up to industry minimum standards we could be held negligent in a court of law ... just because no one is 'inspecting' us to make sure we are doing so we are still ACCOUNTABLE to those we serve .... if our business does not meet the Fire Code Bilaws because we did not 'bother' to inform ourselves and a child dies in a fire in our home ~ we are liable, if our business has unsafe practices that the majority of the industry has set 'safeguards' in place for either in the Day Nursery Act and other industry publications and we choose 'not to engage' in that safeguard or practice and a child is harmed in our care ~ we are liable. And you can bet we would be 'judged' not only in a court of law but in the court of public opinion for sure and have to live with that for the rest of our lives!

Ignorance of the laws or best practice in an industry is NOT an excuse specially if you ever find yourself being sued by a client :(

Most provinces and cities have bilaws and regulations for ALL business that we are still accountable to as well ... fire code bi laws, zoning bi laws, basic business rules and regulations that apply to ALL business home based or not and so forth and while 'childcare' is except from some not necessarily 'all' of them.

My point being that as awesome as forums are for sharing information it is ALWAYS best to insure that as a business person you have done FIRST HAND research about the regulations in your province around childcare and choose your own standard of practice based on that due diligence ... take the stuff you read on line as a stepping stone for finding the answers yourself verses taking others 'word' for it ... this way if anything happens in your business you've done the 'best due diligence' you can so to speak!

This is why when I give advice specially about a 'rule or regulation' I always include the 'source' that allowed me to make that conclusion or choice in my own business practice.