Webelos Woods 2019 January 18-20, 2019 Bovay Scout Ranch Navasota, Texas Leaders Guide 1
UNDERSTANDING POLICIES AND PROCEDURES Every Adult attending Bovay Scout Ranch must be familiar with the complete Webelos Woods Leaders Guide and the Guide to Safe Scouting (www.scouting.org/scoutsource/healthandsafety/gss.aspx). BOVAY SCOUT RANCH Located just 60 Minutes from Katy; Bovay Scout Ranch can be found just 6 Miles South of Navasota (1 Mile South of TX-6BUS N and Tx-6 N Split) on the East side of TX-6 on County Road 317. EVENT Webelos Woods is a Troop level camping event, where Webelos Scouts are invited to spend the weekend in a Troop led environment. The purpose of the Webelos Woods camping weekend is to showcase the Scout tenants of a Youth-Led Troop and the Patrol Method of Scouting. Please Note: This is a Webelos Only Event. Siblings are permitted to attend as non-participants. All family members, friends, etc., are invited and welcome to participate in the Arrow of Light Ceremonies on Saturday evening. Webelos Scouts will have the opportunity to visit the Archery Ranges, and work on various Webelos/Arrow of Light Adventure Requirements. AOL Webelos Scouts will have the opportunity to visit the BB Gun Range and work on various Scouting Skills directly from the Boy Scout Handbook. Please see the Webelos Woods Rotations File for specific activities. All activities are led by Texas Skies Troops! There will be a Big Campfire Program and Full Regalia Arrow of Light Teams on-hand Saturday Night to Conduct Crossover Ceremonies for (Maximum 90) AOL Webelos wishing to Crossover at this event. A Patrol Leader Conference (PLC) Will be held Friday night at 9:45PM in the Safari Room at the Headquarters Building. Final event instructions or changes to Leaders Guide will be given. One Representative per Pack/Troop or Individual Reservation must attend this Conference. 2
RULES AND REGULATIONS MEMBERSHIP Scouts eligible for this year's Webelos Woods MUST be registered members of a Webelos Den and meet the requirements of Webelos Den membership as established by the Boy Scouts of America. REQUIRED FORMS The Designated Pack/Troop Leader (or Individual Registrant) will check-in at Safari Room in the Administration Building (approximately 1 mile past the main gate on the left) to Register their Pack or Troop. Registration lines can be long, so please be patient. Please have (2) binders of the following mandatory paperwork in order, as noted below, and in alphabetical order by registrant. Registration will keep one binder and the other binder is to be kept in your campsite for inspection. Double Knot Reservation Confirmation(s) Youth Protection Training Certificate Every Adult must provide a copy of a current Youth Protection Training Certificate YC06-0014. Hazardous Weather Training Certificate One Adult per Unit or Troop (or individual registrants) must provide a current (taken within the last 2-years) Hazardous Weather Training Certificate. BSA Annual Health and Medical Record (Part A&B) Every Attendee must provide a completed and signed Health and Medical Record Form. Saturday Night Arrow of Light Guest are not required to submit a Health and Medical Record Form. WRISTBANDS All Webelos Scouts will be issued Wristbands. All Arrow of Light Participants will be issued a secondary Wristband which identifies which Ceremony they will be participating in. These wristbands are to be worn at all times. Webelos Scouts without wristbands will not be allowed to participate in any events until their Registration can be verified and wristband issued. If their Registration cannot be verified they will be asked to leave the Ranch. All Siblings will be issued Non- Participant Wristbands. 3
PARKING & VEHICLES NO PARKING OR DRIVING ON THE GRASS!!! There are no exceptions to this rule. If your vehicle is found on the grass, The Camp Ranger may have it towed, at your expense, and if you are witnessed driving on the grass you may be asked to leave the Ranch. EACH VEHICLE WILL RECEIVE A PARKING PASS THAT MUST BE FILLED OUT AND PLACED VISIBLY ON THE DASH OF VEHICLE. Any Vehicle found without a Parking Pass may be towed at the owner s expense. Troop Scouts and other volunteers will be assisting with parking. Please follow their directions and be patient with the volunteers. There is limited parking in front of the campsites and there maybe multiple Units/Dens in your assigned campsite. Spots are first come, first serve. In the event there are no spots at your campsite: Do Not Park in another campsites parking spot. Unload your vehicle and park it in the Administration Building & Dining Hall Parking Lot (Overflow Lot). If your family is arriving in multiple vehicles, please only take one space and park the secondary vehicles in the Overflow Lot. If you are pulling a Pack Trailer (not applicable to Troop Scouts), please unload your trailer and park it in the overflow lot (please leave contact info with the trailer). Please be courteous and park correctly. Arrow of Light (AOL) Ceremony Guest Vehicles will also receive a Parking Pass when they Check-In. This Pass must also be placed on their dash. All AOL Guest must park in the Main Parking Lot. Any AOL Guest requiring special parking assistance must inform the Registration Desk at Check-In. Every Effort will be made to find a Parking Spot at one of the AOL Ceremony Locations. In the event there are no spaces available, we will find a way to shuttle these guest to the ceremonies. It is against BSA policy for ANYONE to ride in the back of an open top pickup truck or in a trailer. There is to be no transporting of people in the back of pickups or in trailers. While driving on camp roads care must be taken to avoid pedestrians. No RVs, ATVs are allowed. Bicycles may be ridden around camp on roadways and gravel paths. Do not ride on sidewalks or on the Scout Plaza. Helmets must be worn at all times by youth and adults riding bicycles around camp. PETS Pets are not permitted; Exception will be made for service dogs. 4
CAMPSITES 1. Final Campsite locations will be assigned after Registration closes. Each Pack should coordinate among members to get their dens into camp efficiently. ***Packs/Dens are not permitted to camp with the Troops*** 2. Packs will be assigned to the same campsites. Multiple Dens within a Pack must agree amongst themselves how to share the available space. Den number or name should identify each Den area where possible. Each campsite has one pavilion that must be shared by all Packs, not just the Pack that is closest to the pavilion. 3. Campsites will have approximately 200 square feet per Scout and adult partner registered. There may be up to 50 people in each campsite, so be courteous. If large cabin tents are used, they should be used for multiple Scout or partner pairs. No adult should sleep in a tent with any boy other than his or her own son. Den members pitching camp outside the assigned area for their unit will be asked to move. 4. Water is available at each campsite. Restroom facilities are near each campsite. Electricity is available at the pavilion. LEADERSHIP The Designated Pack/Troop Leader (or individual registrant) will be responsible for completing the Registration/Check-in process for their Pack/Troop. This Designated Leader will also be responsible for Checking-out their Pack/Troop on Sunday and should plan to be the last Party to leave. ALL PARTIES IN YOUR GROUP SHOULD KNOW WHO THIS PERSON IS, PRIOR TO DEPARTING FOR BOVAY. All Forms, Patches, and Awards will be given to this Designated Leader once the Check-out Campsite Inspection has been completed. As in Troop Scouting, all information will flow from the Camp Director as Scoutmaster to the Camp Staff as Senior Patrol Leaders to the Adult Den Leaders as Patrol Leaders to the Webelos Scouts, Parents, and AOL Guests as Patrol Members. The welfare of all Webelos Scouts is the joint responsibility of the Den Leader and the accompanying parents/guardians. Webelos Scouts are required to be supervised by their Patrol Leader (Adult Den Leader) and their Parent/Guardian at all times. Note: Some adults may return to their campsites during Session 3 to begin lunch preparations. A Patrol Leader Conference (PLC) will be held Friday night at 9:45PM in the Safari Room at the Headquarters Building. Final event instructions or changes to Leaders 5
Guide will be given. One Representative per Pack/Troop or Individual Reservation must attend this Conference. ALCOHOLIC BEVERAGES Alcoholic beverages are not permitted at Scouting functions or on any Sam Houston Area Council Property. Anyone found possessing or consuming Alcoholic Beverages will be required to leave the site immediately. NON-SCOUTING EQUIPMENT Guns, Sheath Knives and other similar gear are not acceptable for Scouting Activities and are prohibited. Any equipment in this category will be held by the WEBELOS WOODS Staff and returned to the Den Leader upon checkout. KNIVES AND AXES Knives may not be carried by Webelos at WEBELOS WOODS, even though they may have earned their Whittling Chip. Axes are not approved for use by Cub Scouts (Webelos) or in a Cub Scout Campsite. Axes should not be used except in the Troop camping area Axe Yard and may be used only by Adults and Troop Scouts having earned their Totin' Chips. Webelos may use knives for meal preparation or similar activities under adult supervision. CAMPFIRES Wood-fueled campfires can be built in the Den Campsites, but should only be built in camp-supplied fire pits. No other ground fires should be built. Fires must be attended AT ALL TIMES, and should be extinguished before departing the campsite for events or evening activities. You will need to bring your own firewood. There is none available at the camp. All Firewood brought to camp must also leave with you, including partially burnt Firewood. Campsite Fire Rings are not designed for large bonfires, please keep fire contained and flames less than 2 feet above the ground. Depending on the weather, a fire ban may be active during the camping weekend. Fire Bans are issued by the County Fire Marshal and the Camp Staff cannot override that decision. If a fire ban is in force during the weekend, no open fires will be allowed. All Camp Fire Rings are to be cleaned out before you leave on Sunday. They will be inspected during Check-out Inspection and any material left in the Fire 6
Ring will be required to be cleaned and delay your departure. You will be provided with a 5 gallon fire bucket. This bucket is to be filled with water and kept by the fire at all times. This is mandatory. COOKING FIRES Cooking fires built of charcoal should be contained within the campsite fire ring or within an elevated container. No holes should be dug for fires. Metal garbage can lids, barrel bottoms, or the camp-supplied fire pits should be used to contain the charcoal fires. No cooking on ground. NO LIQUID CHARCOAL STARTERS ARE TO BE USED! SAM HOUSTON AREA COUNCIL POLICY PROHIBITS USE OF LIQUID FUELS!! During a Fire Ban, fires of charcoal are generally allowed within the fire ring for cooking only. LP fueled stoves are acceptable. Specific requirements for cooking during a fire ban will be discussed during the Patrol Leader Conference on Friday evening. LANTERNS AND STOVES Propane-fueled lanterns and stoves may be used under adult supervision. Liquid fueled equipment using fuels such as Coleman fuel, kerosene, or white gas are SPECIFICALLY PROHIBITED BY SAM HOUSTON AREA COUNCIL POLICY. There should NEVER be any open flames in a tent. Tent light should be provided where necessary by flashlight or battery powered lanterns. DEN SITE SECURITY Seek permission to enter another Pack s campsite before entering. Do not enter into another family s tent unless specifically invited. GARBAGE AND TRASH All garbage and trash is to be accumulated in trash bags to be removed at the end of Webelos Woods. No refuse is to be buried or left at Bovay Scout Ranch. There are dumpsters by the Ranger Station House for the disposal of your trash. Please compact trash as much as possible so as not to overfill the dumpsters too quickly. DAMAGES Any damage to SHAC Property, Staff area tents, equipment, or other items will be the financial responsibility of the Den Leader. TREES Attendees are not to cut down or cut branches from any live trees. There are many 7
young trees that have been planted in recent years so that others who follow us will have shade and protection. Please be careful of these saplings and young trees and do everything you can to protect them. ANY SCOUTS FOUND DAMAGING OR DEFACING ANY TREES WILL BE ASKED TO LEAVE THIS EVENT. FLASHLIGHTS AT CAMPFIRE/AOL CEREMONY Scouts are encouraged not to bring flashlights to the Webelos Woods campfire, Arena B, on Saturday night. Adults may bring flashlights to aid in navigating to and from the campfire. Any Adults/Scouts remaining in their campsites during the Arrow of Light Ceremonies should remain quiet and keep their lanterns down low so as not to interfere/disrupt these special events. At the conclusion of Campfire, AOL Participants will be led to (1 of 3) Ceremony sites. The paths to these sites will be marked with Glow Sticks. Please do not let your Scouts pick these up! FRIDAY ARRIVAL Camp will open at 4:30PM. GENERAL INFORMATION The Ranger Station will have your Campsite Assignments and Vehicle Parking Passes. Do not bypass the Ranger Station. Once you receive your Campsite Number and Parking Pass you can proceed to your campsites and set-up. Check-in will open at 6:00PM and Close at 9:30PM. The Designated Pack/Troop Leader (or individual registrant) should proceed to the Safari Room, in the Headquarters Building, with the REQUIRED FORMS to complete the Check-in process and too pick-up Wristbands for their Webelos Scouts. SATURDAY ARRIVALS Camp/Check-in will open at 7:00AM. Do not bypass the Ranger Station. You must get a parking pass from the Ranger. 8
For Webelos Scouts planning to Camp Saturday Night, you may proceed to your campsite, on Road B, to off-load gear. Campsite Parking will not be available. Please unload your vehicle and move it to the main parking lot. Your Designated Leader will have your Event Wristbands. For Webelos Scouts arriving for Event Only, your Designated Leader will have your Event Wristbands. Campsite Parking will not be available. Please park you vehicle in the main parking lot and walk to the campsite on Road B. For Packs or Individual Registrants that have not checked-in, the Designated Pack/Troop Leader (or individual registrant) should immediately proceed to the Safari Room, in the Headquarters Building, with the REQUIRED FORMS to complete the Check-in process and too pick-up Wristbands for their Webelos Scouts. First Session Start at 8:50AM Sharp! Arrow of Light Guest Check-in will begin at 4:30PM and Close at 6:30PM. All Guest must proceed directly to the Administrative Building to Park their Vehicles and Check-in. DO NOT go to the Campsite where your group is camping. SUNDAY DEPARTURE Check-out will open at 9:15AM. The Designated Pack/Troop Leader will be responsible for Checking-out their Pack/Troop on Sunday and should plan to be the last Party to leave. All Forms, Patches, and Awards will be given to this Designated Leader once the Check-out Campsite Inspection has been completed. INTERFAITH SERVICE There will be an Interfaith Service held on Sunday at 9:00AM, at the Flag Pole. All Scouts, Leaders, and parents are encouraged to attend. Field uniforms should be worn. 9
FIRE PROTECTION Each Den will provide its own fire protection. One 5 gallon bucket will be provided per campsite. It is recommended to bring your own fire extinguisher or supplies to put out a fire. WATER Bovay Scout Ranch has a readily available water supply. Each Den should provide containers for transporting and containing water. Remember, each Den will need water for the fire cans. Each Webelos Scout and Adult should bring a personal water bottle, canteen, metal cup, etc. for use during the program sessions. COOKING Each Den must furnish its own food, ice, and cook stove, propane, firewood, or charcoal. Cooking fires are to be in fire rings. Group Menu Planning/Cooking is strongly encouraged. PACK/DEN FLAGS Each Pack/Den should bring its own Pack/Den flag to post in the Pack/Den campsite. PACK/DEN SPIRIT Each Pack/Den should have a Pack/Den Yell and the Pack/Den is welcome to demonstrate it during the events portion of Saturday. UNIFORM All Scouts and BSA Registered Adult Leaders should bring their Field Uniforms. All BSA Registered Adult Leaders should be in Field Uniforms while in camp. Scouts will only need their Field Uniforms for Campfire, Interfaith Service, and too participate in Arrow of Light Ceremonies. During sessions on Saturday, Scouts may elect to where their Pack/Troop Activity T-Shirts. They may wear these to opening the Flag Ceremony as they will be dismissed directly to Session at the conclusion of Flags. DEN EQUIPMENT Minimum should include: Tents for all attendees, water containers, First Aid kit, toilet paper, cooking gear, lanterns, dining fly, firewood, folding table, trash bags, Camp Duty Roster. The duty roster and First Aid kit must be posted and readily available in each campsite. See list at end of manual. 10
PERSONAL EQUIPMENT Each attendee will be responsible for packing and bring his own personal gear including uniform, blanket/sleeping bag, ground cloth, poncho or rain suit, flashlight, eating utensils, toiletries, and Webelos Handbook. It is several miles to the nearest store, but available if needed. Remember that January weather in the Houston area is quite unpredictable so ensure that your Den is properly prepared for warm, cool, and wet weather. See list at end of manual. INSECTS AND POISONOUS PLANTS As always, be prepared to defend yourselves against mosquitoes, chiggers, and ticks. You should also come prepared to treat fire ant bites and poison ivy. MEAL SUGGESTIONS It s strongly encouraged to practice Patrol Method Meal Planning and Duty Responsibilities at this event. Your Den/Pack should plan to cook and clean as a Group. Please see Camp Menu/Duty Roster within this Guide to help plan for this Event. The Friday night meal, as individual Scout Families, should be prepared in advance and brought from home or purchased in-route. The Saturday morning meal should be a warm meal suitable to get the Scouts through a long and tiring day. The Saturday lunch should be a light meal requiring minimal preparation, as the lunch period time is limited. Some Adults may return to camp during Session 3 to begin Group Lunch preparations. The Saturday evening meal should be a warm meal. Sunday morning should be an easy clean-up meal cold meal using foods that don't need continuous refrigeration, as it is often difficult to keep food cold this long in an ice chest. DEN SITE EVALUATION Each Den/Pack camping area will be inspected during daylight hours on Saturday by the Service Troop. Please see Campsite Inspection Form within this Guide that will be used for grading. The Den/Pack receiving the highest Grade will be recognized and awarded at the Saturday night campfire. 11
WEATHER All Dens must be fully prepared for the weather conditions typical for this time of the year. It will rain, shine, be sunny, and cold all in the same weekend. Please bring enough clothing to be as comfortable as possible. EMERGENCY/PROCEDURES MEDICAL Minor Medical Attention. All Units should have in their camp a First Aid Kit to address minor medical needs. In the event Medical Attention is required beyond basic Scout/Leader rendered First Aid, said individual should be transported by their parent/guardian or other (2-deep) adult leadership to a local Health Care Facility. Any individual leaving camp to seek outside Medical Attention needs to report to the Safari Room in the Administrative Building before departing or have another Adult Leader from the Unit report to Safari Room. The nearest 24-Hour Care facility is in Navasota: Grimes St. Joseph Health Center 210 South Judson Street Navasota, Texas 77868 (936) 825-6585 LIFE OR DEATH CALL 911 then Rob Clausing @ (281) 202-7992 INCIDENT REPORTING ANY incident that requires the intervention of medical personnel, involves emergency responders, or results in a response beyond Scout-rendered first aid must be reported. Near miss incidents (does not result in injury, illness, or damage by definition, but it had the potential to do so) should also be reported. FIRE Sound alarm by yelling FIRE and notify Camp Management immediately. Local fire authorities will be called to fight the fire. Because of the age of the Scouts, it is not recommended that any fire-fighting action take place. Remove yourself and others from harm s way and notify Camp Staff. 12
Move Cubs and family members to a safe location away from fire danger, usually in the parking lot in front of the campsite. Ensure that all members of your unit are accounted for and that they remain together and calm. In an emergency, the central alarm will be sounded (siren blown continuously for 3 minutes) to warn camp. Camp Staff personnel will be dispatched to campsites to give further instructions. Be prepared to mobilize to a safe location. 3 short blasts of the siren will signal the all clear. A radio announcement will also communicate the all clear. THUNDERSTORMS OR TORNADOES When threatening weather occurs, all persons in campsites should go to the nearest restroom building or their vehicles (lighting only). All persons in a program area should move to the nearest building or structure. TRAIN There is a train that passes near Bovay several times during the night. It is required by law to blow its whistle at every grade crossing (intersection with a road). Foam ear plugs tend to dampen the intensity of the whistle, potentially permitting the wearer a more restful night. ACTIVITIES There will be separate tracks for Webelos (4th grade) and AOL Webelos (5th grade). There will be a total of 7 events for each Rank level. If you are the Den Leader for a mixed Den, the whole Den should register and participate as a group. Whether the Den participates in the WEBELOS I circuit or the WEBELOS II circuit is the choice of the Den Leader, who has the best knowledge of his/her boys. All Webelos will participate in activities with the Den in which they are registered. No individual Webelos should be wandering the area beyond the main camping and Events areas. During program sessions, all Webelos should be with their Den in their assigned session. To reduce the amount of walking required and conserve time between activity sessions, groups of Dens will move together from one session to the next, and all sessions will be arranged for easy movement. Rotation Assignments will be distributed at Check-in, Patrol Leaders Conference, and during morning announcements. The Webelos Woods program offers a variety of popular activities from previous Do- Your-Best and Day Camp functions in the District. Some sessions will include specific Activity Badge work in a "show-and-do format", while others will introduce the Webelos Scouts to skills useful in the Scout Troop program. Although some of 13
these sessions will involve Activity Badge work and correspond to Activity Badge requirements, the Webelos Woods Instructors WILL NOT sign-off any Webelos Scout requirements. The responsibility and authority solely rests on the Groups Den Leader. 14
Arrow of Light Ceremonies Registration is required for any AOL Webelos Scout that wants to participate in and receive Arrow of Light Recognition at Webelos Woods. ONLY the Pack can award the Arrow of Light Rank and Patch. Participants will only receive a Ceremonial Arrow and special Texas Skies District Ceremonial Patch. Individual/Personalized Arrows will not be allowed to be used or accepted. Note: ALL Arrow of Light Participants will receive a colored wristband from their Pack Designated Leader. This wristband will designate which Arrow of Light Ceremony Site they have been assigned to. This Event is limited to (90) Participants. If a Scout was not registered for this Event, they cannot be added once the event fills or after registration closes. At the conclusion of campfire, the participants will be escorted to their actual ceremony sites. To expedite the departure process: Participants, Parents, and their Guest should be seated in the sections that match their colored wrist band shown in the picture below. The Arrow of Light Ceremony is the pinnacle of a Cub Scout s experience. We invite all family and friends to participate in this event. Guests do not need to register in order to attend, however they must check-in at the Registration Desk in the Headquarters Building. Guests will be allowed access into the campsites starting at 4:30PM on Saturday night. All Guest must depart by 10:30PM. These Guest CANNOT camp overnight under any circumstances. 15
Tentative Schedule Friday 4:30 PM Camp Opens 6:00 PM Registration (Check-in) Opens Safari Room 9:30 PM Registration (Check-in) Closes 9:45 PM Patrol Leaders Conference 10:30 PM Lights Out Saturday 6:00 AM Reveille 7:00 AM Camp/Registration Re-Opens for Saturday Arrivals 8:00 AM Opening Ceremony and Announcements - Flag pole 8:50 AM Rotations Begin 12:00 PM Lunch 1:30 PM Rotations Resume 4:30 PM Registration (Check-in) Opens for Arrow of Light Guests 5:20 PM Rotations End 5:40 PM Flag Lowering Ceremony Flag Pole 6:00 PM Dinner 6:30 PM Registration (Check-in) Closes for Arrow of Light Guest 7:45 PM Campfire Arena B (Class A Uniforms) 8:45 PM Arrow of Light Ceremonies (Class A Uniforms) 10:30 PM All Arrow of Light Guests must be out of Camp 11:00 PM Lights Out Sunday 6:00 AM Reveille 9:00 AM Interfaith Service Flag Pole 9:15 AM Check-out Opens Safari Room 10:30 AM Camp Closes 16
Equipment Lists Suggested Pack Equipment List Dining Fly or Canopy Firewood Pack Flags First Aid Kit Folding Table Lanterns propane or battery for campsite Stove small propane Cooking Gear pots, pans, utensils, food Cleaning Gear dishwashing soap, buckets Water Containers Suggested Personal Equipment List Ground cloth Tent Sleeping Bag Extra Blanket Pillow Mess kit with Utensils Drinking cup / bottle to carry with you during the activities Uniform Change of clothes at least 2 days worth Jacket/sweatshirts It may be cold (It will be) Rain gear It may rain (It will) Hat Personal toiletries soap, towel, toothpaste, toothbrush, comb Pajamas/nightwear Flashlight Camp chair Webelos Handbook 17
Campsite Inspection Scorecard Pack Number: Campsite Number: Inspect for: Max Points Awarded Pack Flag displayed 10 American Flag displayed 10 Entire Campsite free of litter 20 Tents properly set-up, staked and closed against rain 20 Meal Menu posted 10 Duty Roster posted 10 Garbage in bags and protected from animals 20 Cooking gear clean and properly stored 10 Food properly stored from animals 15 First Aid Kit available and easy to locate 20 Water Bucket at fire ring and filled 15 Campfire cold-out, if unattended 15 Total 18