Leader’s Handbook Armadillo District Cub Scout Day Camp

June 18th – 22nd, 2012 Emma Long Metropolitan Park

“Digging in the Dirt” Meredith Clarke Camp Director

James McClure Program Director

512.662.1369

512.656.9033

[email protected]

[email protected]

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Armadillo District Day Camp

“Digging in the Dirt” June 18th through June 22nd, 2012 The Armadillo District Day Camp Staff would like to thank you for volunteering your time to help with this year’s Day Camp. Camp would not be possible without volunteers like YOU!! The Cub Scout Day Camp Program is designed to teach skills and develop attitudes that make a boy more selfreliant, confident, and more at home in the outdoors. While at camp, each scout will have fun with a purpose. The purpose is to build character while creating memories that will last a lifetime! Please use this guide as a reference before and during camp. Feel free to contact the persons listed below with any questions that may arise during the course of the Day Camp. Meredith Clarke, Camp Director (662-1369)

Bob Oatman, BSA District Director (944-7726)

James McClure, Program Director (656-9033)

Pat Tinney, Tot Lot Director (758-9385)

Dean Woodley, Aquatics Director (796-3025)

Amelia Manning, Medic (426-5932)

Remember, Day Camp is a TEAM EFFORT. Please assist the boys and your fellow staff members by helping whenever you see help is needed. Thank you for volunteering to assist with camp and we hope that you have as much fun as the boys have!!! Meredith Clarke Day Camp Director [email protected]

James McClure Program Director [email protected]

Contents Camp Layout …..…............……………………………………………………………………………………....………………..

pg 3

Walking Den Leaders ………………………………………………………………………….………………...…………………

pg 3

Achievements …………………………………………………………………………………….……………………....……………

pg 5

Lunch and Snacks ………………………………………………………………………………………………………....…………

pg 5

Station Staff …………………………………………………………………………………….………………………....…………

pg 5

Camp Rules ……………………………………………………………………………………….………………………....…………

pg 6

Discipline ………………………………………………………………………………………………….....……………....…………

pg 7

Lost Camper ….………………………………………………………………………………………..……………………....………

pg 7

Unwanted Visitors …………………………………………………………………………………………………………....………

pg 7

First Aid …………………………………………………………………………………………….……………………………....……

pg 8

How to Avoid Heat ………………………………………………………………………………..…………………………....……

pg 8

Emergencies ……………………………………………………………………………………………………………………....……

pg 8

Severe Weather, Evacuations, Parking, Drop-off …………………………………………………………………..…….

pg 9

Day Camp Volunteer Job Descriptions ………………………………………………………………………………....……

pg 10

Day Camp Volunteer Agreement ………………………………………………………………………………………..…….

pg 11

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Camp Layout

Walking Den Leaders THANK YOU FOR VOLUNTEERING! You are the backbone of day camp. You will be in charge of a group of boys each day at camp. You check them in … get them settled … take them from activity to activity … eat lunch with them … and make sure that they get back to mom or dad at the end of the day. It will • • • • •

be a busy, hot week, so you’ll want to be prepared. You will have 5 main responsibilities: Make sure the boys are safe and that you know where each camper is at all times. Follow camp rules and participate with good humor. Keep up with achievements AND check off what’s accomplished each day. Be prepared to assist at the stations. Help ensure the campers have fun.

Before Camp


Contact the other walking den leaders in your den before camp.
Call or email your den members before camp and let them know … •

to wear their Camp Uniform every day – camp t-shirt, swimming trunks, hat, closed-toe shoes, bandanna. Goggles

•

and a towel for the swimming area are optional. The boys will be wet at several stations and they will dry off quickly....however towels are good if there is rain. No flip flops, “Crocs”, or open-toe sandals allowed. Allowed shoes include “water shoes/socks” (which can only be used for aquatics), sneakers and “Keens” style shoes, which both can be used in all station areas. Have parents mark ALL items with camper’s name. If a Scout must wear shorts, we will have a changing tent at the water area. to bring a Water Bottle – preferably reusable and see-through so you can easily see how much water is being consumed.

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• •

•

• • •

to bring a Lunch – in a gallon-sized zip-lock bag with their name and den number on it. to bring a labeled, disposable Camera … if they would like some camp photos. Or you can offer to take photos for the whole den and distribute them in any way you see fit – in the past, some den leaders have burned CDs Thursday night and distributed them on Friday to campers. Other den leaders have uploaded the photos to Snapfish, Walgreen.com, etc. for parents. Sunscreen – apply before coming to camp. More can be applied during the day, if it is sent. We recommend the spray sunscreen, as it's fast, easy and this is the only kind that adult leaders can help apply on a camper.

There is always a chance of mosquitoes and other flying insects, so they can bring Insect Repellent. Ask parents about medication(s) that need to administered during camp and about any necessary health history information you should be aware of, especially food and insect allergies. Find out the names of the people who will be picking Scouts up from camp each day.

Useful items for Walking Den Leaders to bring
A charged cellphone in a plastic bag (to prevent it from getting wet).
A wagon (please tag your wagon with a name & phone number).
Small tarp for the boys to sit on (helps with behavior management), folding camp chair/stool for you.
Spray bottle filled with water – to keep the boys cooled off.
Small plastic bags for collecting trash.
Scout rank book for the rank of your den.
Bag of Tricks – might include a joke book, skit ideas, Nerf ball, travel game, Yummy Earth lollipops, pencils, scrap paper, etc.
***RAIN GEAR!!!*** Daily Schedule for Walking Den Leaders
Arrive no later than 7:50am to help set up camp for the day.
One leader from each den please be ready to greet your boys starting at 8am.
SIGN IN AT headquarters and get any updates for the day.
Make sure each boy is wearing his camp T-shirt and help label everything that comes to camp unlabeled.
Collect lunches. Make sure names and den #s are on them. Place all lunches in the provided bag, tying one of your den bandannas on it. Lunches will be stored in refrigerated cooler until lunch. Send one Cub Scout and a buddy to place the lunches in front of the refrigerated cooler by 8:45am.
All medication must be turned into the camp medic so make note of any medicine doses that are due so you can send the boy to the first aid station when it is time. Scouts should always use the Buddy System!
Review the camp rules with the den every day.
Attend all Flag Ceremonies and blessings before meals. Dens will sign up during the Duty to God and Country Station for leading Opening/Closing Flag Ceremonies and lunch blessings.
Take attendance and turn it into headquarters by 8:45am.
Record achievements and electives completed at each station as instructed.
Perform buddy checks throughout the day and maintain 2-deep leadership at all times with your boys.
If for any reason, a leader cannot come as planned, (i.e., sickness, etc), they must send a substitute. Please do not let the boys down. Also, let Meredith (512.662.1369) know who the replacement will be.
***Never leave the den without adult supervision.*** Den “Downtime” Ideas Come up with a Den “Mascot”. Each den should have a Den Yell that will be performed at the opening ceremony beginning on Tuesday. Work on rank advancements. Check at camp headquarters for sports equipment / activities that can be checked out. Have a snack and … Relax!








Check Out


All early check-outs must go through headquarters.
Afternoon departure - check the list for approved rides and DO NOT allow any boy to go with an unapproved ride. Contact Meredith or James immediately if there is a problem!!!


***Write down who each camper leaves with and turn it into headquarters!!!!***
On the last day of camp, make sure all boys have all of their belongings.

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Achievements Each Scout will earn achievements during camp that go towards rank requirements, electives, belt loops, etc. As the boys complete an activity, the station leader will instruct the walking den leaders what to track. If a boy is absent or refuses to participate, then het can't receive credit for that particular activity. At the end of the week, walking den leaders will get a rank-based handout showing what Scouts have earned, which should be shared with the Scouts’ parents. With the exception of Duty to God patches, the actual awards (patches, pins, etc) will be the responsibility of the various Cub Scout Packs to purchase for their Scouts. We also recommend providing the achievement reports for all Scouts within a Pack to a single person to coordinate for the entire Pack so that they can enter all Scouts' awards at once. If a parent or Pack has questions about what Scouts have earned, they can contact the Program Director who will clarify. In addition, each station leader will have the ability to give dens small awards throughout the camp week (for good behavior, showing spirit, etc.). These awards can be proudly displayed on the den flag.

Lunch and Snacks LUNCH: Everyone has an approximately 45-50 minute lunch / rest break each day. All dens will meet at the stone tables under the large canopy. Hand washing is required and should be taken care of before lunch begins. We will also have a non-denominational group blessing before eating. Each camper brings their own lunch and sharing of food between campers is discouraged. Please dispose of all trash after lunch. Send “leftovers” home with each camper, as we can't store any food overnight on the Emma Long property. No glass containers are allowed in the park. **Tot Lot kids need to eat lunch with their parent. This allows the Tot Lot staff to spend time with their own family members during lunch. SNACKS: There will be snacks provided for campers and staff each morning and afternoon. Snacks will be donated by local grocers and/or come out of the camp budget. Campers are welcome to bring their own snacks if they have special dietary considerations, as the camp tries, but can’t guarantee these will be accommodated.

Station Leader Staff/Youth Staff Before Camp


Bring any personal items to camp that will make your job easier. Please make sure that they are labeled.
Be Prepared & Plan Each Day!! Know the rules and purposes of your activity and make sure that BSA policies are followed. Make sure and have a rainy day activity planned. Each morning


Arrive by 8am in your camp t-shirt to set up your area and help elsewhere as needed.
Station leaders check in with headquarters and the Camp Program Director (James McClure) each morning when you arrive. Youth staff check in with the Aquatics Director (Dean Woodley) at the Swimming station.


Check out or bring the equipment needed for your activity area or job.
If for any reason, a leader cannot come as planned, (i.e., sickness, etc), they must send a substitute. Please do not let these boys down. Let Meredith (512.662.1369) or James (512.656.9033) know whom your replacement will be ASAP!!! Remember Walking Den Leaders WILL help you! Ask them for help when you need it. Take down your activity equipment each day. Bring it and left over supplies to camp headquarters. Sessions are about 45 minutes long. Have activities to fill this time or discipline will become a problem. Fill short gaps by having the dens perform their den yell for you. Bring songs, puzzles, games, etc. Having fun, not getting achievements, should be the number one priority.








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Camp Rules for Scouts and Volunteers 1.

Buddy System - always. Boys go nowhere without a buddy … and buddies can be more than 2 boys.

2. 2-deep leadership – always. Remember that Youth Protection Training you had to get? For the protection of the Scouts and Volunteers alike, adult leadership must consist of two adults, one of whom must be 21 years of age or older. Two Boys Scouts is not sufficient. Please contact Meredith or James if you are having trouble maintaining this. Use your Station leaders as one of the adults if you need to step away from your den for a minute. 3. Everyone will adhere to the Cub Scout Promise, Law of the Pack, and the Boy Scout Oath and Law at all times. 4. Stay within camp boundaries and away from the water unless scheduled to be there. Stay off and outside of any orange construction fencing. 5. All activity areas are off limits, especially the Fishing area, Swimming area, Canoeing area, BB and Archery ranges … except during scheduled sessions. 6. Leave the wildlife and plants alone. Emma Long Metropolitan Park is allowing us to use their facilities at no charge … we’d like to come back again next year! 7. No foul language. 8. No running unless instructed by a Station Leader. 9. No axes, knives, firearms, slingshots, matches, etc. (even if a scout has the Whittling Chip Card). 10. Scouts must obtain permission from their Walking Den Leader before leaving the den for any reason. 11. No boy or leader may leave early without clearing it with the Camp Administrators. 12. Care must be taken when crossing roads within the park. 13. Staff members and campers are expected to be in their camp T-shirt while at camp (exception is at swimming and canoeing stations). Campers, walking den leaders, or staff members not in the camp T-shirt MUST report to camp headquarters as soon as they arrive to obtain a name tag. No bare feet and no open shoes (i.e. sandals or flip flops). Each Scout and Walking Den Leader will have a bandanna color corresponding to their den. Youth Staff and Station Leaders will have bandanna colors that are different from the dens. This is to help with identification. Everyone needs to remember to bring back their bandannas each day! 14. Take turns and share – be kind to one another. 15. No Littering. 16. No smoking, No drugs, No alcohol, & No Tobacco – NO EXCEPTIONS! 17. No glass containers allowed at Emma Long. 18. No gum. 19. No Electronic devices, including game systems, music players, walkietalkies, electronic pets, or other devices. Adult volunteers and staff may have cell phones, but campers should not be using these at camp. 20. Have FUN!!!

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Discipline It is every leader’s responsibility to maintain 2-deep leadership at all times. If this is not possible, contact the Camp Director. If a camper exhibits negative behaviors: 1. First infraction – Give a verbal warning. 2. Second infraction – A time out session at headquarters with the Camp Director, Program Director, Camp Medic or Camp Chaplain. 3. Third infraction – The camper’s parents will be called and the boy will be sent home. If a camper’s actions are severe, and you feel a verbal warning is not sufficient, contact Meredith or James. It is easiest to maintain control of a group of campers when they are busy. If you find yourself and your den waiting at different program areas, try singing, knot tying, trash collection or quiet games to keep the campers occupied. (Remember the “bag of tricks” you brought to camp?) Prevention is always better than putting out fires. If things get out of control, call “Buddy Check.” After you have the attention of the campers, sing, practice your den yell, play games or do something to keep their attention. If you feel that you or another adult needs a break from the den, let us know, and we’ll help you out.

Lost Camper If a camper gets lost, notify the Camp Director IMMEDIATELY! The cell phone numbers for all camp staff, as well as emergency numbers, will be taped to the back of each clipboard. In addition, there will always be someone available at camp headquarters. Do not spend time looking for the child on your own. Minutes could make a difference. Everything stops at camp when a camper is lost (3 short bursts from a whistle or bullhorn can indicate a lost camper). The Camp Director will take charge and direct some staff to make searches and notifications. During this time, the Walking Den Leader’s responsibility is to stay where they are, keep control of their dens, and be aware of where their campers are at all times. In the aquatics area, a “Lost Bather” will mean that the Aquatics Emergency Action plan will be put into place. The Aquatics/Waterfront Director will oversee the entire search operation, rather than the Camp Director.

Unwanted Visitors Since camp is located at a public park, adult volunteers will need to be vigilant in determining who is a part of camp and who isn't. Anytime a person is spotted interacting with camp participants without a visitor’s name tag or proper camp participant identification, that person should be escorted to the camp headquarters to sign in. Be attentive to personal appearance, posture, mannerisms, vocal tone, and facial expressions of any park attendees and camp visitors. Steps that need to be taken for the intrusion of “unwanted guests”: *0 Report their presence to the camp director and/or professional advisor. *1 Camp director or professional advisor approaches “unwanted guest” to determine why they are at the camp. *2 Ask them to leave the property and keep them within sight until they have left. *3 If they do not leave the Day Camp areas when asked to, contact law enforcement (number on back of clipboards), all the while maintaining eye contact with them.

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First Aid 1. The First Aid Station will be located near by the Camp Headquarters. 2. Only the Camp Medic can administer first aid or medication – even band-aids. 3. Campers who are sick or injured go to the First Aid station. If a camper reports a headache or stomach ache, increase his fluid intake and report it to the Medic. This could be a symptom of dehydration. 4. The Camp Director and Medic will contact the proper health professionals if there is a serious injury. 5. Any medication taken at camp must be in an original container clearly labeled with the content, number of pills or individual doses, and both the leader’s name and a phone number for emergency contact. Medication will be collected at check-in each day and submitted to the Camp Medic, who will keep it in a locked container at the appropriate temperature. All medication should be picked up at the end of each day.

How to Avoid Heat Exhaustion Signs and symptoms of heat exhaustion: agitation, general listlessness, headache, lack of sweating, redness, restlessness. How to prevent heat exhaustion:
Wear loose clothing, and a hat or cap
Walk – Don’t run.
Leaders & Campers - Drink ½ bottle of water BEFORE every station to prevent dehydration! **Watch to make sure your campers are drinking the water and are not throwing it out.
If a camper asks for a drink, always allow it.
If a camper or adult is not going to the restroom 2-3 times a day, then they are not drinking enough.
Provide rest periods to sit down.
Wet down arms, legs and face if the boys get too hot.
Explain the need for extra fluids.
Remind parents to have their campers drink lots of water (no soda) at home before and after camp.
Notify the Camp Medic if headaches or upset stomachs occur at home in the evenings after camp. ***DRINK LOTS & LOTS OF WATER!!!***

Emergencies In the case of an emergency, you will hear a designated signal. The signals will be as follows: Alert I : 3 Short Bursts Repeated Signal – typically means Lost Camper or Bather: Do a Buddy Check and make sure that everyone in your den is present and accounted for. Remember that someone may be in the restroom or at the First Aid Station. Remain in your program area – do not move to the new program area until the “All Clear” signal is given. Execute any instructions given to you by either the Camp Director or Aquatics/Waterfront Director. Alert II : Continuous Signal – typically means inclement weather approaching: Return to the stone tables under the canopy (“Base Camp”). Do a Buddy Check and make sure that everyone in your den is present and accounted for. Remember that someone may be in the restroom or at the First Aid Station. You are responsible for your entire den, so make sure that they all arrive at Base Camp. “All Clear” Signal: 2 blasts, short and then long Activities may resume. The Camp Medic will monitor the weather radio channel. Any pending inclement weather conditions will be reported immediately to the Camp Director who will notify the camp as necessary. The Directors and Program Staff will carry cellphones for emergencies. In case of emergency, contact numbers are listed on the back of each clipboard, as well as posted at Headquarters, Base Camp, and at each Station. 8

Severe Weather, Evacuations During periods of severe weather, such as lightning or the unlikely threat of tornadoes, all campers will be signaled to take shelter and receive further instructions at the Base Camp. Evacuation of the entire camp may be required due to severe weather, fire or flood. If so, this procedure will be accomplished using privately owned vehicles of all adults in camp. Each driver will supply the Camp Director with a list of all campers in their car. The Camp Director, using these lists, will ascertain that all campers are present, accounted for and are in vehicles. The camp will be evacuated by a caravan/convoy of vehicles with the Camp Director or Program Director in the lead vehicle. The convoy will exit the Emma Long parking area at 15 mph and head to the Riverbend Church parking lot. Everyone MUST go to Riverbend Church, no one may go directly home or to another location. Notification of appropriate family members, medical authority, law enforcement and other authorities is only to be done through the Camp Director and Capitol Area Council offices. Again, to assure that all participants get home safely, in an evacuation situation, dismissal will only be from Riverbend Church.

Parking and Drop-off **NEW THIS YEAR -- All staff members may park directly in front of the camp and/or near the BBGun and Archery Ranges. Be sure to be respectful of other park guests. We ask that parents park and walk campers into camp each day, as den leaders may need to communicate important information. It is suggested that you back into the parking spaces so that it is easy to leave in an emergency.

THANKS AGAIN FOR SUPPORTING CUB SCOUT DAY CAMP!!

Armadillo District Day Camp

“Digging in the Dirt” June 20th through June 24th, 2011

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Day Camp Volunteer Job Descriptions Den Leaders/ Chaperones: Den leaders will maintain the individual Cubs in an assigned den. They will lead boys to each program area and assist the session director as asked. At day camp, den leaders may be asked to watch another pack’s Cubs or may be mixed with another pack’s leaders and Cubs. It is mandatory that 2-deep leadership is followed at all times. If a den leader is scheduled to volunteer and is unable to attend camp, he/she must find a substitute. It is not up to the program staff to provide den leadership, just organize it. Den leaders will be required to go to Day Camp Training / Orientation. The day camp will provide most supplies, but chaperones will be asked to provide a few materials from home. Den Leaders will also ensure that campers follow camp rules and campers go home with those authorized by parents to pick up the child. Program Activity Session Directors: In cooperation with the program director, these “station leaders” are responsible for planning and carrying out a constructive program for the assigned activity which meets the aims and purposes of the day camp program. Station Leaders will attend all 5 days of camp and the Training / Orientation session and are responsible for obtaining needed supplies. Range Safety Officers must attend and follow all rules taught at a BSA Shooting Sports Certification Class, as outlined in Shooting Sports for Cub Scouts, Webelos Scouts, and Parents, No 13-550. Aquatics Director must be certified by the National BSA Day Camp School and meet all certification requirements as outlined in the BSA Day Camp Standards manual. Program Activity Session Aides: These aides assist and follow the directions of the assigned Program Activity Session Director in planning and carrying out a constructive program for the assigned activity, which meets and the aims and purposes of the day camp program. They will attend a Training / Orientation Session. Camp Medic: The Camp Medic is responsible for administering first aid to campers, staff, chaperones, Boy Scouts, Tot Lot, siblings on demand. He or she should follow procedures provided by the Camp Doctor. The Camp Medic should also maintain a daily log of all first aid and medical treatments for both staff and youth, keeping them in the offical logbook. Tot-Lot/Teen Lot Director: The Tot Lot Director will prepare and supervise a program for campers age 3 or older, keeping in mind the differences in age. Youth Staff Director: The Youth Staff Director supervises the youth staff ensuring that they are at least 14 years of age, work no more than 8 hours a day if under 16. In addition, he or she should set up a job schedule, keep water plentiful, keep camp clean and safe, and remind the Youth Staff that they are a reflection and role model for the youth attending camp. Youth Staff: Youth Staff should be at least 14 years of age, and work no more than 8 hours a day if under 16. They should follow the directions of the Boy Scout, Camp, and Program director, and provide an example and role model for the campers. Youth Staff should assist in the set up and breakdown of campm as well as any other duties, as assigned. Registration/Volunteer Coordinators: These coordinators work together with the Camp and Program Directors prior to camp, collecting all data and required paperwork for campers and volunteers, assisting with volunteer criminal background checks, forming dens and placing volunteers into day camp positions. Camp, Program, Finance Directors: These directors must attend National BSA Day Camp School, and are responsible for planning and carrying out a constructive program for the activity assigned which meets and the aims and purposes of the day camp program. They also ensure that all rules for a safe camp are followed, and provide a Training and Orientation session. Donations Coordinator: This individual assists the Camp Director with soliciting donations from businesses for the purpose of providing materials and equipment for day camp.

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Capitol Area Council of America

Boy Scouts

2012 Capitol Area Council Letter of Agreement Day Camp Staff, Den Leaders, and Youth Staff

Name: _____________________________________ Position: __________________________________ Camp Dates: June 18-22, 2012

Your signature on this Letter of Agreement will indicate your acceptance of the following terms and conditions of your position: 1. You are currently a registered member of the Boy Scouts of America in the Capitol Area Council and/or have registered as an adult or youth volunteer for the Armadillo District Day Camp at Emma Long Metropolitan Park. 2. You will be trained in classroom Youth Protection, and a copy of the certificate will be on file, prior to reporting to camp the first day (not applicable to Youth Staff). 3. You will obey the Scout Oath and Law at all times. 4. You will read and agree to abide by all the policies stated in your staff handbook. 5. You will provide the appropriate BSA Health Forms, reporting medical conditions, before reporting to camp the first day. 6. You will be in proper uniform as outlined in the staff handbook at all times. 7. You will refrain from the use of all alcoholic beverages, drugs or narcotics while at camp. Smoking is also prohibited at Emma Long Metropolitan Park. 8. The camp director may terminate your volunteer employment at any time, if dissatisfied with your performance and/or if violations of this agreement occur. 9. You will attend a 1 day staff/den leader training session (Dates and Times TBD). 10. You will be familiar with emergency procedures in the staff handbook for severe weather, lost camper, evacuation, etc. 11. You have been given a written job description for your position and you are willing and capable of performing all duties required by that position. Staff member’s signature: ______________________________________________Date:__________________ Parent’s signature (if under 18)*: ________________________________________Date:__________________ Reference # 1 Name and phone number _________________________________________________________ Reference # 2 Name and phone number ________________________________________________________

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