EL RANCHO CIMA LEADER GUIDE SAM HOUSTON AREA COUNCIL General Leader s Manual

Transcription

1 EL RANCHO CIMA LEADER GUIDE SAM HOUSTON AREA COUNCIL General Leader s Manual

2 Dear Camp Leader, Welcome to El Rancho Cima. We hope that your unit will have a rewarding, enjoyable, safe, and meaningful time at camp this summer. The Sam Houston Area Council is doing everything it can to make your units summer camp a most memorable Scouting experience for your youth and adult participants. We have made some changes in the Leader s Guide Book, so please take time to share its contents with your Scouts and adults. The Leader s Guide Book has been prepared for the purpose of providing important information to insure that your troop has both an enjoyable and productive summer camp experience. Hopefully, it will assist both the experienced and new leaders in preparing for camp. If you find yourself with an unanswered question, please do not hesitate to contact Program Services at the Cockrell Scout Center. You may send an message to either kathy.bozarth@shac.org or mike.sheets@shac.org and they will be happy to assist. Thank you for choosing the Sam Houston Area Council summer camps at El Rancho Cima. Best Regards, Stewart W. Gagnon Council Camping Chairman General Leader s Manual

3 El Rancho Cima The very mention of the word Cima recalls to memory past days and nights of fun, excitement, adventure, and friendships. Spend just one week at Cima, and you will know what we talk about. If this is your first trip, then you are about to discover the ingredients for fond memories that will last a lifetime. Experience Cockrell River Camp with 14 individual campsites shaded by 75-year old native pecan and black walnut trees. The camp offers 1.25 miles of cypress-lined river; a new state of the art shooting facility with five-stand shotgun range,.22 caliber rifle range, and archery range; 40 foot Climbing Tower; and much more. With a herd of 40 horses available, Walter Horseshoe Bend Camp has riding trails and related merit badge opportunities. There are 12 individual oak shaded campsites; Climbing Tower; Swimming Pool; new Administrative Complex; and much more. Located 15 miles northwest of San Marcos, Texas, this ranch was carved from Comanche Indian and Spanish Land Grant land. In 1953, the Sam Houston Area Council acquired over 2600 acres and since then thousands of Scouts have camped in the heart of the Devil s Backbone. Near the entrance is a roadside park where you can view one of the most scenic parts of the Edwards Plateau and Texas Hill Country El Rancho Cima. Directions to Camp: Located approximately 180 miles west of Houston. Take Interstate 10 to Luling and highway 80 to San Marcos. From San Marcos, take Ranch Road 12 ten miles west to intersection of Ranch Road 12 and 32. Continue west on Ranch Road 32 for five miles and you will come to El Rancho Cima s gate on your right at the Devil s Backbone area. There are two Rest/Picnic Areas near El Rancho Cima. The first is on RR 12 about one mile from the Wimberley Junction toward Wimberley. The other is on the Devil s Backbone half a mile from the entrance to El Rancho Cima. Additional picnic areas are available at nearby Canyon Lake General Leader s Manual

4 Steps to a GREAT Summer Camp Experience: 1. Before You Arrive: o Register all Scouts for their merit badge classes on-line via website to be provided later. Bring the merit badge schedules with you for each Scout as one will not be provided by the camp. Merit Badges offered and registration information can be found on the Sam Houston Area Council Website: Small changes to a Scout s merit badge schedule registration may be made after check in by meeting with the Merit Badge Coordinator. o Collect the following documents for each adult who will be at camp: Proof of BSA membership (either official council issued roster or current BSA membership card) Completed Adult in Camp State Compliance Form (found at: Compli/Adult%20in%20Camp%20State%20Compliance%20Form.PDF ) Copy of sex offender database check found at this website: Proof of completion of on-line Youth Protection Training within the last 2 years. On-line YPT can be taken at: Any adult who does not have ALL of the above documents on file in the Camp Business Office will not be permitted to remain in camp overnight, as per Texas State Law. o Collect copies of all completed medical forms for each Scout and adult leader (Can be found at: General Leader s Manual

5 Annual%20Health%20&%20Medical%20Record%20.PDF) o Copy of the front and back of each Scout and adult leader s current health insurance card. o Three copies of a complete roster of all Scouts and adults who will be in camp (camp roster). If adults are switching out days you must indicate which days each adult will be in camp. o Any special needs (electricity, dietary, etc) must be reported to the Business Office at least 10 days prior to your arrival at camp. o We suggest that you bring a footlocker and a sturdy lock for troop valuables. Keep your valuables locked at all times! We also suggest that you advise Scouts not to bring expensive electronic items, cell phones or computers or more than $20-$30 in cash. o BSA prohibits Scouts or adults from bringing any type of firearm, ammunition or archery equipment. We will provide all necessary shooting sports equipment. o Distribute the camp contact information (below) to parents who may plan to send mail to their Scouts: There is no phone available for Scouts to call out, but if a parent needs to contact a Scout they may call the camp office and a message will be given to the Scout during dinner. Cockrell River Camp Horseshoe Bend El Rancho Cima El Rancho Cima Scout s Name & Troop # Scout s Name & Troop # 5800 Ranch Road Ranch Road 32 Fischer TX Fischer TX General Leader s Manual

6 2. When You Arrive: i. If you arrive early, you may go directly to your campsite. Your Campsite host will meet you in your campsite. Be ready to start at 1:30 P.M. ii. If you arrive at 1:30 P.M., your Campsite host will escort you to your campsite and orient you to camp. iii. Scoutmaster and troop will separate during check in. iv. Scoutmaster reports to check in area with paperwork. v. Campsite host takes troop to check in with the Camp Medical Officer. vi. Campsite host then takes troop for swim checks. vii. viii. Troop goes to Dining Hall for host/waiter instructions. Campsite host accompanies troop to their campsite to complete move in and unpack, dress in Field Uniforms and report to Dining Hall for dinner. (See camp specific manual for time). ix. Campsite host will accompany and eat the first meal with your troop. x. After check in Scoutmaster rejoins troop or returns to campsite to prepare for dinner. (Dependant upon the time check in has finished). o Scoutmasters need to bring the following to the camp check in area upon arrival at camp: Three copies of the unit s Camp Roster of all Scouts and adults in camp. Note: rosters go to Health Lodge, Business Office and Cockrell Scout Center. A cell phone number where at least one adult can be reached while in camp. The following paperwork for EACH adult who will be in camp: Proof of BSA membership (either official council issued roster or current BSA membership card) Completed Adult in Camp State Compliance Form General Leader s Manual

7 Copy of sex offender database check found at this website: Proof of completion of on-line Youth Protection Training within the last 2 years. Any adult who does not have all of the above documents on file in the Camp Business Office will not be permitted to remain in camp overnight, as per Texas Youth Camp Safety Act. o Health Lodge Check-in and Paperwork: All Scouts must present the following paperwork to the Health Officer during check in: (Copies are preferred, but documents will be returned at the end of the week) Completed medical form with doctor s signature. Effective 1/1/2010 we no longer are able to accept Class 1, 2 or 3 medical forms. You must use the new health form. You may download the Annual Health & Medical Record from the FORMS section of the council web-site. A copy of the front and back of their current health insurance card. BSA National Standards require that all prescription drugs (including those needing refrigeration) are to be locked up. An exception may be made for a limited amount of medication to be carried by the Scout, adult leader, parent or staff member for life threatening conditions, including bee stings or heart medications and inhalers, or for a limited amount of medication approved for use in a first aid kit. The taking of prescription medication is the responsibility of the individual taking the medication and/or that individual s parent or guardian General Leader s Manual

8 The Camp Medical Officer will review the health form provided by the Scout for instructions regarding medications that may be administered to the Scout. If no over the counter (OTC) medications are listed on the medical form, then it will be necessary for the medical personnel to attempt to contact the parent or guardian for permission to administer such medications (Tylenol, Pepto-Bismol, aspirin, etc.). If they are unable to reach a parent/guardian, then the Scout will need further medical evaluation by the designated camp physician or hospital facility. NOTE TO UNIT LEADERS: Additional instruction in helping Scouts complete their medical forms should include any nonprescription medication that will be permitted on an as needed basis. The Scoutmaster must complete a health inventory prior to arrival at the health lodge. There is no provision for the administration of a physical examination to be done at camp. If a Scout does not have a current Annual Health & Medical Record on file, he will either have to secure one from an area doctor at his expense or he will have to return home at his expense. o The camp reserves the right to refuse admittance to a Scout or adult leader who, in the opinion of the Camp Health Officer and the Camp Director has any medical problem which could present a hazard to themselves or other Scouts. Scouts may be sent home at their expense General Leader s Manual

9 Equipment Check Out & Cot Rental: 1. All equipment is checked out through the Quartermaster. 2. Cot rental payments of $7 per cot are made to the Business Office prior to cots being issued. 3. If you pre-paid for cots (strongly recommended), they will be in your campsite when you arrive. Your Campsite Host will assist you with the inventory of these in the campsite. 4. When payment has been received you will be given a Cot Rental Voucher to take to the Quartermaster as proof of payment. At that time a cot will be issued to you. 5. Before you leave camp, all equipment will be inspected and you will be asked to pay for replacement or repair of any damaged equipment. Ice Distribution Plan: Troops are issued one block of ice each day from the Commissary. Distribution is based on one block per 8 to 10 gallon water container issued to each patrol and adult leader group. If this distribution is insufficient for your troop s need, please visit with the Camp Commissioner to review the allowance. Should you require ice for special events, you may purchase ice from the trading post at our cost; approximately $1.50 per block General Leader s Manual

10 3. During Your Stay: o Emergency Preparedness in Camp: El Rancho Cima Emergency Drill Procedures: On opening day (Monday) of each camp session at the leader meeting the camp director will review camp emergency procedures as listed in each camp s leaders guide. With respect to emergency drills, the leaders will be informed the camp will have a fire drill shortly at the conclusion of Monday s lunch. Special note to leaders that after this drill, gathering locations for each camp are: CRC Program Flag Pole IWM Round House Pavilion WHB Dining Hall When the fire signal is sounded all campers are to report to the respective areas: Return to Campsite Each camp will verify unit roll call, confirming all campers and staff are accounted for. This fire drill procedure will be added to the 2010 leaders guides and emergency procedures. Also, the fire drill will be added to the camps program schedules General Leader s Manual

11 Medical Emergency: In the event of a MEDICAL EMERGENCY report to the Health Lodge. Health Lodges are located at the following locations, based on your camp: Horseshoe Bend: A new building may be ready for camp. If it is ready, the medic will be in the camp offices building next to the dining hall. If it not ready the medic will be in the trailer next to the Camp Director s Office and across the street from the Business Office. River Camp: in the building across the road from the dining hall. For both camps, if the medic is not in the office, there is a whiteboard near the door that will advise you of how to reach him/her. o Adult Leadership: All trips to Sam Houston Area Council camps must be under the leadership of two adult leaders. The unit leader is at least 21 years of age or older and a registered member of the BSA. The second adult may be a registered member 18 years of age or older. Leaders may rotate if necessary, but at least two adults must be with the troop 24 hours a day. One of these adults must have current certification in youth protection training. o State Requirements for Adult Leadership: On April 16, 2006, the State of Texas passed into law the Texas Youth Camps Safety and Health Act. These new laws affect all licensed youth camps in the state of Texas, including Boy Scout summer camps and Cub Scout day camps. There are required forms and supporting documentation that must be turned in by all adult participants at El Rancho Cima. Please see Steps to a Great Summer Camp. o Special Dietary / Medical Needs: Troops with participants that have special dietary or medical needs should fill out the request form available at the council website General Leader s Manual

12 Please fax or mail this form to the Sam Houston Area Council office by May 15th so El Rancho Cima can make attempts to accommodate these needs. Be aware that we are unable to completely change the menu or purchase specialty items. In most cases, it may be necessary to bring food items to supplement items available at camp. There has never been a problem working with these needs in the past, it is just best for the staff to be aware prior to camp so there are no surprises. Common requests include: vegetarian diets, no pork diets, use of El Rancho Cima freezers for special food, allergies to peanut butter, etc. Special medical needs also need to be communicated using this form. Common requests include: needing refrigeration for medication, electricity for CPAP machines, use of a camp nebulizer, etc. Again, El Rancho Cima is able to meet needs and accommodate requests with the limited facilities that we have available in most cases. However, Troops and individuals may need to bring specialty items to help make some requests possible. o Internet Access: El Rancho Cima has wireless internet capability in front of the Cockrell River Camp business office and the Walter Horseshoe Bend Camp business office. Access by adult leaders is available without charge. Download times may be slow at peak times or as bandwidth limits are approached. Satellite reception may also cause slow times in cloudy weather and access may be limited when urgent business matters takes precedence. o Trips to Town: In the event that the Adult Leaders need to go to town, they may do so as long as there are two (2) Adult Leaders in camp with the troop. Persons going to town must checkout and check-in with the camp operations office, regardless of time of day or night General Leader s Manual

13 o Order of the Arrow: Please visit the Order of the Arrow area in the Business Office by noon on Wednesday to sign up and pay fees for any Scout or leader eligible for Call-Out, Ordeal or Brotherhood Ceremonies. The Call-Out and Pre-Ordeal Ceremony will be held Thursday evening at 9:00 P.M. There will be an OA Service Project on Friday, please see the Camp OA Coordinator if interested in helping with this. The Brotherhood Ceremony is scheduled for 4:00 P.M., Friday afternoon. The Ordeal Ceremony is scheduled for 5:00 P.M., Friday afternoon. Order of the Arrow rules do not permit the Camp to provide for Ordeal or Brotherhood Ceremonies for those units from outside of the council boundaries. o No pets are allowed in camp at any time. o All troop trailers must be unhitched and the towing vehicle must be parked in one of the provided lots. o All property of your troop and your Scouts is the responsibility of your unit. The camp is not responsible for your property. Keep your valuables locked at all times! o All visitors to camp must check in and out at the Business Office and provide a photo ID for copying. The copy will be kept on file in the Business Office and then forwarded to the Sam Houston Area Council for long-term filing. If a guest is planning to stay overnight, they are required to provide the mandatory State of Texas and BSA adult paperwork to the Business Office. o All visitors will be issued a visitor identification badge which they will be expected to wear during their stay in camp. Any visitor not wearing a badge may be removed from the property. o All visitors are asked to park in parking lots at camp. No visitors may drive in camp unless they have the appropriate permit from the camp medical officer General Leader s Manual

14 4. Checking Out of Camp o Return all camp equipment to Camp Quartermaster. o Pick up all trash around your campsite. o Check all tents for personal gear. o Clean all latrine/shower facilities. o Camp Site Host will contact you a for camp site exit inspection. o Return evaluations. o Collect all paperwork, reports, etc from Camp Staff. o Pay any damage fees to Business Manager. Mister Scoutmaster Take Note Please let us know how we can make your visit to El Rancho Cima a better experience for your Scouts. Please visit with the Camp Director, Camp Commissioner, or Program Director during your stay. We will try to accommodate any request while in ability General Leader s Manual

15 What Each Scout Should (and Should Not) Bring to Camp Mark all items with name (first and last) and troop number Copy of Medical form signed by parents and health care provider! Copy of Health Insurance Card front and back Merit Badge booklet for each class! Clothing Items: Scout Field Uniform Scout Activity Uniform Sweater or light jacket Rain gear Hat Long pants Under shorts T-shirts Sturdy, closed-toed shoes or boots Socks Shoes that you can get wet Swim suit and towel Camping Gear: Sleeping bag or blankets Cot pad or air mattress Foot locker with lock Flashlight with extra batteries Pocket knife Sunscreen Water bottle Merit Badge Items: Merit badge pamphlets Paper, pencil or pen Backpack (if needed for overnighter) Any special required clothing Compass or GPS unit (if needed) Toilet Kits: Toothbrush & Toothpaste Bath towel & wash cloth Extra toilet paper Soap & shampoo Deodorant Comb/brush Shaving gear (if needed) Gold Bond powder Suggested Extras: Sunglasses Camera & film Insect repellent Travel alarm Spending money Musical instrument Book of Faith Scout Handbook Prohibited Items: Hunting & sheath knives Fireworks Firearms/ammo Candles or any lighting device with an open flame Skateboards, scooters and bicycles Pets General Leader s Manual

16 EL RANCHO CIMA RANCH EMERGENCY PROCEDURES General Leader s Manual

17 El Rancho Cima Ranch Emergency Plan General Operations During an Emergency: 1. Don t panic. While one should not delay in the event of an emergency, it is vital that you remain calm and assess the situation accurately. 2. Use the chain of command. If you become aware of an emergency, take action to notify camp management. It is their responsibility to notify council and government agencies. Emergency Phone Locations There are many locations on ranch that have access to a phone that can be used to contact help. Emergency phone numbers are posted at each of these locations. General Operating Plan In the event of an emergency situation, be it medical, fire, lost person, or another emergency, the operation plan calls for five divisions of responsibilities during the situation. 1. First on Scene: The first staff member who arrives on the site of an incident. 2. Communications: The people responsible for coordination and communication. 3. Response Team: The person or people responding and handling the situation. 4. Support: The people responsible for providing support to the response team as well as the ongoing operation of the camp. 5. Program: The people responsible for the ongoing camp program to the rest of the campers. Communication During an Emergency The amount of communication needed for each type of emergency varies dramatically depending on the situation. It is important that all nonessential communication be eliminated during the emergency situation. The base of operations and communications will be the camp headquarters unless otherwise changed by the camp directors or ranch manager. All communications at El Rancho Cima are to be in plain, simple English, with the exception of medical codes General Leader s Manual

18 MEDICAL SITUATIONS: SERIOUS ACCIDENTS Description: A medical situation for these purposes in any event that requires treatment outside of designated medical facilities. Medical Response Codes Code Green: Minor medical problem, non-life threatening, which needs to be treated in the field and does not require an emergency response. These can often be treated on the property. Example: Minor cut, sprained ankle, sunburn, etc. Code Yellow: Major medical problem that needs to be treated immediately or serious medical problems or complications may develop. Code yellow responses are made by the on duty medic and the appropriate first responder. No delays are to be made. Example: Broken bones, cuts, difficulty breathing, etc. Code Red: Major medical problem, life threatening, which needs to be aggressively treated immediately to prevent death or permanent injury. These victims will require outside resources for proper treatment. Example: Severe bleeding, drowning, no breathing, heart attack, etc. Fatalities: A medical doctor or Justice of the Peace are the only persons who can declare a person dead. All victims will be treated as severe medical emergency until declared dead by a medical doctor or Justice of the Peace. First on Scene: This group consists of the first staff member who arrives on the site of an accident requiring medical assistance. 1. Make sure the appropriate staff is notified, activate the emergency plan. 2. Ensure it is safe to approach the victim. 3. Do not move the victim unless absolutely necessary. 4. Administer appropriate first aid. 5. Assist medical staff as directed, keep bystanders away. Communication: Office manager or person on duty in headquarters. 1. Notify on duty medic of the location and type of incident and determine a medical response. 2. Note the date and time of the incident. 3. Notify the ranch manager of the incident. 4. Contact additional medical resources as directed by the medic or ranch manager. 5. Make arrangements to notify a unit leader if not on scene General Leader s Manual

19 Response Team: The response will consist of the medic from the respective camp and the head medical officer on duty, unless a major situation where the closest medically rated person will respond. 1. Treat according to standing orders. 2. Document incident in the camp health logbook and determine if any other paperwork needs to be completed. a. Response Form b. Unusual Incident Form 3. Contact parents of victim and notify of the situation and what has happened. Program: Camp directors or designee 1. Brief necessary parties with updates on the condition of the victim. Attempt to brief through the unit leader General Leader s Manual

20 MEDICAL SITUTATIONS: GROUP ILLNESS Description: When a number of individuals have similar symptoms, indicating a possible medical epidemic or problem. First on Scene: This will usually consist of the medical staff as people will seek out medical advice on their own. If a staff member is presented with this problem, adhere to the following procedures. 1. Make sure the appropriate staff is notified, activate the emergency plan. 2. Ensure that it is safe to approach the victim. 3. Administer appropriate first aid. 4. Assist victim in transportation to medical facilities. 5. Assist medical staff as directed, keep bystanders away. Communication: Office manager or person on duty in headquarters. 1. Notify on duty medic of the location and type of incident. Determine a medical response. 2. Note the date and time of the incident. 3. Notify the ranch manager of the incident. 4. Contact additional medical resources as directed by the medic or ranch manager. 5. Make arrangements to notify unit leader if not on scene. Response Team: The response will consist of the medic from the respective camp and the head medical officer on duty, unless a major situation where the closest medically rated person will respond. 1. Treat according to standing orders. 2. Immediate action will be taken to isolate those who have the contagious disease or virus. 3. Notify the council advising physician. 4. Document the incident in the camp health logbook and determine if any other paperwork needs to be completed. a. Response Form b. Unusual Incident Form c. Workman s Compensation Form (if necessary) 5. Contact parents of victim and notify of the situation and what has happened General Leader s Manual

21 Support: Respective Camp Assistant Ranger 1. Arrange for meals and beverages to be provided to the patients and medics upon request of the medical staff. Program: Camp Directors 1. Brief necessary parties with updates with updates on treatment, through unit leader if possible. 2. Ensure that program is continued for non-affected scouts General Leader s Manual

22 SUSPECTED CHILD ABUSE Description: Staff member suspects a camper has been the subject of child abuse. First on Scene: Staff member who has been told about or suspects abuse. 1. Inform appropriate camp director. 2. Keep situation confidential. Communication: Office manager or person on duty at headquarters. 1. Notify Mike Sheets at the council headquarters, mobile , office The alternate person is Chris Holt, mobile Maintain communications between necessary staff members. 3. Contact outside agencies as directed. 4. Maintain radio log of events. Response Team: Parties appointed by ranch manager. Follow ranch manager instructions: Program: Camp directors Continue program as usual Additional Note: Do not mention your report to anyone else in camp or discuss the problem with anyone else. The council has a specific action plan to be followed in the event of suspected child abuse. They are responsible for reporting abuse to the proper authorities, including the Scout Executive. Suspected cases of child abuse are to be kept strictly confidential General Leader s Manual

23 FIRE ON RANCH Description: When a building or structure is on fire or a fire takes place on El Rancho Cima. Structure Fire First on Scene: 1. Have someone notify camp headquarters or senior staff about the fire. 2. Extinguish the fire if it is small enough and the necessary equipment is available. 3. Evacuate all personnel. Follow evacuation plan posted in building. 4. Camp staff should be stationed near hallways and exits instructing the group to walk and remain calm, keeping access route clear for fire equipment. Communication: Office manager or person on duty in headquarters. 1. Notify on duty support staff and ranger of the location and type of fire. 2. Contact Wimberley Fire Department. 3. Contact on duty medic and have them respond to the location for medical standby. 4. Notify the ranch manager and camp directors of the incident. 5. Contact additional resources as directed by the ranger or ranch manager. 6. Start the evacuation plan if directed by the ranch manager. 7. Maintain radio log of events. Response Team: The response team will consist of support staff as directed by the ranger. Only staff members who are trained fire fighters will respond; untrained staff will not attempt to fight a structural fire. 1. Assist in evacuation of all personnel from the area. 2. Keep everyone clear of the area. 3. Keep an access route clear for fire equipment. 4. Shut off electrical and gas General Leader s Manual

24 Support: The ranch manager or designee 1. Provide any additional support that may be needed at the location. Program: Camp director or designee 1. Notify staff of the incident. 2. Keep all campers in program areas and offer program to keep them occupied until incident is over. 3. Brief guests about the problem and what happened. Wild Fire First on Scene: Staff members who discover the fire or are first to be told by campers. 1. Notify senior staff or Camp headquarters of exact location and size of fire. 2. Extinguish the fire if it is small enough and the necessary equipment is available. 3. Evacuate all campers and personnel from the area. Communication: Office manager or person on duty in headquarters. 1. Contact the ranger and ranch manager and notify of the situation and location of the fire. 2. Dispatch the response team and put medics on standby at the health lodge. 3. Contact camp directors and notify of situation. All campers are to remain at program areas. 4. Contact the Wimberley Fire Department upon direction of either the ranger or ranch manager. 5. Alert appropriate ranger of need to sound ranch fire alarm upon direction of ranch manager. 6. Notify the council service center upon direction of the ranger or ranch manager. 7. Maintain a radio log of events and times of the situation. Response Team: The fire response team consists of the camp ranger, assistant rangers, and other appointed, fire trained staff. 1. The ranger and ranch manager will respond to the site and assess the situation and direct the response General Leader s Manual

25 2. The assistant ranger will transport fire equipment from Central Quartermaster to the scene of the fire. 3. Additional teams may be assembled to assist in the situation as directed by the ranger. 4. All staff responding to the fire will first change into appropriate clothing. Program: Camp directors 1. Upon notification of the fire, notify the staff and have them keep all scouts and leaders at their current program area until further notice. Notify any outpost and have them wait at the nearest service road for further instructions. 2. Have staff collect attendance of all campers at their location and attempt to locate any missing campers. 3. Recruit additional staff members to fight fire if needed, must be 18 or older. 4. Inform Scoutmasters of the event and progress of response. Assist in accounting for all Scouts. 5. Assist with evacuation if warranted by the ranch manager or ranger. Support: Ranch manager or designee 1. Assist as directed. 2. Fill container with water for use by fire crews. 3. Provide food and water for fire crews. 4. Create and maintain an area for the media. 5. Support program areas by providing food, water, sanitation, etc General Leader s Manual

26 MISSING PERSON Description: When a person is reported as missing by a staff member, scout, or adult leader. First on Scene: The first person who is notified of the situation by a leader or camper. 1. Notify senior staff or Camp headquarters of the situation. 2. Perform a quick search of the immediate area. 3. Remain with the reporting party. Communication: Office manager or person on duty in headquarters. 1. Contact the appropriate camp director. 2. Dispatch the response team. 3. Contact the ranch manager and ranger. 4. Contact all trading posts to see if camper is there. 5. Contact all health facilities to see if camper is present. 6. Maintain a radio log of events and times. Response Team: Camp director and designee 1. Search the immediate area with campers and adult leaders of the unit. 2. Confirm that trading post and health lodge have been checked. 3. Search the campsite. 4. Expand search to cover all program areas at the immediate camp. 5. Notify other camps to search program areas. 6. Initiate a lost bather drill at the waterfront areas. 7. Check sign-out log to see if scout was signed out. 8. If the person has not been found contact the ranch manager. 9. Have support staff do a vehicle search of service roads and Ranch Road Recheck the campsite and begin second systematic check of program areas. 11. After one and a half hours, contact the Comal & Hays County Sheriff s Department for additional assistance. Program: Camp director or designee 1. Program will continue as normal Support: Respective assistant ranger 1. Provide additional support as needed General Leader s Manual

27 UNAUTHORIZED PERSON ON PROPERTY Description: A person who is identified as being unwanted on the property or who has committed criminal acts or suspicious behavior. First on Scene: Staff member who identifies unwanted person on the property 1. Ensure safety of campers and staff members. 2. Report the situation immediately to senior staff or Camp headquarters. 3. Write a brief description of the person, use graphic aid. 4. Identify witnesses. Communication: Office manager or person on duty in headquarters. 1. Contact the ranch manager and appropriate camp director. 2. Contact support staff as necessary. 3. Contact authorities as directed by the ranch manager. 4. Maintain a radio log of events. Response Team: Ranch manager and appropriate camp director. 1. Ensure the safety of campers and staff as necessary. 2. Approach if able to do so safely. 3. Gather description of individual(s). 4. Escort off property or turn over to authorities. Program: Camp director or designee 1. Program will continue as normal Support: Respective assistant ranger 1. Provide additional support as needed General Leader s Manual

28 TORNADO Description: Severe weather situation First on Scene: Staff member who is first informed of or spots a tornado. 1. Inform camp director, ranch manager, ranger, or Camp headquarters, whatever is closest. Communication: Office manager or person on duty at headquarters. 1. Inform Ranch manager, ranger, and camp directors of tornado. 2. If safe, remain in office and monitor weather reports. 3. Keep ranch manager and ranger updated on weather conditions. Support: Assistant Rangers and others appointed by ranch manager or ranger 1. If safe, assist in transporting scouts, adult leaders, and staff to designated tornado safe areas. Response Team: All program staff 1. Remain in low area or ditch until threat passes. 2. After conditions are safe, report to above mentioned areas. 3. Keep campers calm and assist in other tasks as directed. 4. Assist in accounting for all campers. Program: Camp directors 1. Program is stopped for the duration of the emergency. 2. Assist unit leaders in accounting for all scouts Special Note: Due to the danger presented by tornados, do all necessary to keep staff and scouts in a safe area as long as necessary before reporting to a designated area General Leader s Manual

29 EVACUATION PROCEDURES Description: Procedures in the event that the ranch manager or ranger determines that El Rancho Cima must be evacuated. PRIORITY OF EVACUATIONS: People i. Campers and Counselors in Training with Adult Leaders ii. Program Staff iii. Support Staff iv. Management Staff Valuables Vital Records i. Trading Post Records ii. Medical Records/Logs iii. Camp Records First on Scene: In the event of an evacuation, there will not be a group arriving first on scene, because the evacuation will be in response to an incident described elsewhere. Communication: Ranch manager or designee Response Team: All camp personnel 1. Respond to your camp s designated meeting area a. Walter Horseshoe Bend Camp i. General meeting area Dining Hall ii. Horses remain at area b. Cockrell River Camp Dining Hall c. Iron Wheel Mesa Round House Pavilion 2. Assist in directing guests to appropriate gathering area. a. All people should walk quickly to designated areas. b. Pedestrians should not walk in vehicle roads. c. Once at the designated area, campers should assemble by unit. d. Assist unit leaders in forming a list of people who are not present. e. Area directors at the horses, shooting sports, and lake should make a list of all present. 3. Assistant Ranger gathers lists from all areas and accounts for all scouts and staff 4. Evacuate as directed by ranch manager 5. Begin search for unaccounted personnel. 6. Evacuate valuables and records. Support: Camp director or designee As directed by ranch manager General Leader s Manual

30 Program: During an evacuation there will be no program support. All staff is used in the response General Leader s Manual

31 DISASTER SITUATIONS Description: Severe storms, floods, earthquakes, etc. First on Scene: The first person to identify the situation. 1. Identify the situation and report to Camp headquarters or camp management team. 2. Keep people away from the location of the situation. Communication: Office manager or person on duty at headquarters. 1. Contact the ranger and ranch manager, notify of the situation and location of the situation. 2. Dispatch the response team and put the medics on standby at the health lodge. 3. Contact camp directors and notify of situation. All campers are to remain at current program areas. 4. Contact the emergency services as directed by the ranger or ranch manager. 5. Notify the council service center upon direction of the ranger or ranch manager. 6. Maintain a radio log of events and times of the situation. Response Team: Ranger and support staff 1. Depending on the particular situation, respond as directed Program: Camp directors 1. Account for all campers 2. Continue program as directed Support: As assigned by the ranch manager 1. Provide support as required 2. With warning, pull aquatics and release docks and bridge General Leader s Manual

32 SPECIAL CONSIDERATIONS Bomb Threat: 1. Listen to caller and keep on the line. 2. Use attached checklist. 3. Notify Camp headquarters or camp management team. 4. Evacuate all personnel from the threatened area or buildings. 5. Notify Comal & Hays County Sheriff s Office. 6. Notify Cockrell Scout Center Chemical Release/Spill: 1. Evacuate all personnel from the area. 2. Call local authorities. 3. For chemical emergency such as a spill, leak, explosion, or accident, call Wimberley Fire Department (24 hours). Wimberley FD can usually provide hazard information warning and guidance when given only the nature of the product and the nature of the problem. For more detailed information and assistance, or if the product is unknown, attempt to provide as much information as possible. Have the following information ready: Name of caller, organization name, phone number Location of problem Shipper or manufacture Container type Truck number Carrier name Consignee Local conditions Earthquake: 1. Evacuate all people from buildings and into the open. Area should be clear of falling debris and electrical lines. Stay on high ground above flood levels. If caught in a building, stand in a door jam or get under a desk or table. Stay clear of windows and bookcases. 2. After main shock, account for all personnel and care for injuries. 3. Report the incident to the council service center. Flooding: 1. Monitor NOAA weather radio and other media sources for local instructions. 2. Primary objective is to protect people, then to protect facilities and equipment. 3. Account for all scouts, leaders, and staff. 4. Have the ranger shut off electrical and gas as needed. 5. Pull Aquatics, release docks and bridge General Leader s Manual

33 Hurricane or Severe Rain Storm Procedures: 1. In case of heavy winds and torrential rain resulting from a hurricane or severe rain storm, take all campers and staff indoors and away from windows. Everyone should remain in a place that is safe from wind and flood. 2. Account for all scouts, leaders, and staff. Civil Disturbance/Demonstrations: 1. Call Comal County & Hays County Sheriff s Department to ensure that no laws are broken. If laws are broken, the sheriff will make any necessary arrests. 2. Business will continue as normal. Have staff members keep campers away from disturbance. 3. If visitors appear violent, lock property gate. 4. No employee or council volunteer should make any statements regarding the issue of the demonstration to visitors or demonstrators. Extreme High Temperatures/Humidity: 1. The ranch manager or camp directors may suspend activities or program due to high temperatures or humidity. An alternate program should be made available. Smog Alerts: 1. The ranch manager or camp directors may suspend activities or program due to smog alerts. An alternate program should be made available. Electrical Storms: Avoid open meadows or tall trees that are standing alone. Have all people get out of pools and lakes. Lightning tends to hit high spots, though ground currents may run in rocks, down wet ropes, and along the surface of the ground. Descend from high spots, out of fields, out of open water, and away from high trees. Program areas may be closed at the discretion of the directors General Leader s Manual