PACK DAY CAMP COORDINATOR PACKET

Bug Squad 2017 Cub Scout Day Camp PACK DAY CAMP COORDINATOR PACKET Provided by the Foothills District, Atlanta Area Council June 12-16, 2017 8:30 am 2:30 pm* (*Friday camp will end at 12:30 pm) LDS Church, 3159 Trickum Road NE, Marietta, GA This Packet is For Pack Day Camp Coordinators Only. Note to Parents: Ask your leadership who your Pack Day Camp Coordinator is. You can download the individual registration form, medical form, and application as necessary and submit them with your payment to your Pack Coordinator. You may NOT register for Day Camp except through your Pack. This Packet Includes Instructions for the Pack Day Camp Coordinator (4 pages) Pack Registration Summary (2 pages) Registration Forms, BSA Medical Form, Fliers, Brochure, etc. are downloaded separately from the district website: www.foothillsbsa.org/daycamp OVERVIEW OF PACK DAY CAMP COORDINATOR S DUTIES (There are only 4) 1. Advertise and encourage as many scouts and parents to attend Cub Scout Day Camp: emails, fliers and brochures, pack meetings, newsletters, etc. 2. Know the details: read this document and write or call any of the leaders to the right if you have questions. 3. Pass out and collect all forms and payment. Ensure forms and payments are complete. 4. Payment will be online this year: http:///www.foothillsbsa.org/daycamp Deadline for payment is May 8 th, with a 25 per camper late fee if payment received after April 28 th. 2017 Day Camp Leadership Day Camp Questions Director John LaVoy foothillscubscoutdaycamp@gmail.com 404-421-9048 Activity Questions Program Director Lori LaVoy LoriLavoy@yahoo.com 404-384-2760 Registration Questions ATTN: Registrar foothillscubscoutdaycamp@gmail.com Page 1 of 8

Step 1: ADVERTISE AND ENCOURAGE District Day Camp is a backbone of Cub Scouting. This year, thousands of kids around the country will enjoy a week of playing, earning advancements, shooting sports, examining owl pellets, making crafts, running amuck and having fun with a purpose. It is our hope that your Pack will send a herd of boys to Day Camp. We re planning a lot of great activities that s sure to be a hit. Begin talking to your Cubmaster, the Committee, your Den Leaders and Parents. We have brochures and fliers to help with advertising. Have information ready at every opportunity and send information electronically. It s important to recruit parent volunteers, too. Your pack must also send volunteers. Day Camp isn t run by professionals, but by parent volunteers just like your Pack! BSA Day Camp requires one adult leader for every 4 Scouts. Therefore, your Pack must provide those adults when the Scouts attend. We will provide everything for them: T-shirts, training, ideas, notes, you name it. Full 5-day volunteers also get a discount on their scout s registration fee. So play it up. Get excited. Know your stuff. And spread the word at every opportunity! Step 2: KNOW THE DETAILS What follows are the many, many details. BSA has policies to keep our Scouts, your children, safe. We know there is a lot to read. But please read all of the items as we re sure you ll be asked a question by a parent or Cubmaster on one of the points. This will be the longest section of the packet. If you can t find it here, don t hesitate to contact any of the Day Camp Leaders on the first page. REGISTRATION 1. Registration is by Pack Only. BSA requires 1 adult volunteer for every 4 campers (except Tigers, see #2) These volunteers come from you pack. 2. All Tiger scouts must be accompanied by an Adult Partner who must also register, but does not have to pay to attend. Tiger Parents are NOT considered camp volunteers. 3. A registration form and medical form must be submitted separately for every scout, sibling and child. Include immunization dates and a copy of their insurance card. 4. A registration form and medical form must be submitted separately for every Adult and Teen Volunteer. For adults, immunization dates are not required. List as Up To Date if they are. 5. Cub Scout aged boys: if not currently registered with the BSA, they must submit a BSA Youth Application (first page only). Teens will be temporary Boy Scouts or Venture Scouts for the week. Boys register as a Boy Scout, girls register as a Venture Scout. 6. Adults: If not currently registered with the BSA, must also provide a completed BSA Adult application. Please paper clip all family registration forms together. 7. Registration deadline: April 28 th. Registrations will be accepted between April 29-May 8, but a 25 late fee will be applied for each Scout. Any forms received after the deadline will be weight-listed. 8. This year, payment is ONLINE: http://foothillsbsa.org/daycamp. This is only to collect monies. Forms will still need to be completed and hand delivered to the Registrar by May 8 th. 9. Each Pack must submit a completed camp roster (pages 5-6) with each set of applications. 10. Confirmation of registration forms and payments will be emailed to each Pack s Day Camp Coordinator ONLY. If you do not receive a confirmation email, contact the Registrar as soon as possible. Your applications may not have been received.. 11. No refunds will be given after May 8, 2017. 12. Please make a copy of all correspondence for your records. CAMPER (children) INFORMATION: 1. Camp is for registered Cub Scouts who will be entering 1 st grade to 5 th grade in the Fall of 2016. 2. All campers will receive two (2) T-shirts. The T-shirt must be worn at all times. It is the camp uniform. 3. All boys not currently registered as a Cub Scout must be at the time of camp, i.e. make sure they have filled out a BSA Youth Application. 4. All campers will need a bag lunch, drink and snacks for the day. Den leaders will provide a cooler. Because coolers cannot keep things cold the whole day, no dairy products (except cheese) are allowed. If there is a peanut allergy, make sure this is noted on the medical form. Due to the numbers and severity of nut allergies, NO products containing nuts will be allowed at camp. 5. Campers should arrive with sun screen and bug spray already applied and bring additional tubes and sprays for later applications. Adults will not apply these items. 6. Campers should come with a backpack or bag to carry home daily crafts, sunscreen, bug spray, etc. (a bag may be provided by the camp) 7. Cost: 100 - Scouts and siblings not with a 5-Day Volunteer 80 - Scouts and siblings with a 5-Day Volunteer 35 - Tot-Lot Children with a 5-Day Volunteer or Tiger Adult parent + 25 Per scout/sibling if reg. from April 30-May9. 8. Early Check-In: Parents and campers may come to camp on Set-Up day, June 10 from 11:00 am to 1:00 pm for early check-in. They will meet their den leader, receive their shirts and any last minute information. Then on the first day of camp, they can just drop off their camper and drive on. Otherwise on Monday morning, parents must park their car, walk their camper to their den and check-in. 9. Pick Up: Camp is over at 2:30 pm. Parents may begin arriving at 2:25 pm. Each scout will be issued a unique number on card stock for carpool. Display this number in your car during carpool for us to ready your scout for pickup. You MUST have this card to pick up a scout from carpool, otherwise you will have to report to security with credentials to pick-up. Please look for additional carpool instructions just prior to camp. Page 2 of 8

VOLUNTEERS: Adults and Teens 1. For every 4 scouts from your pack, you must send one (1) 5-Day Volunteer. (Tigers not included in this ratio, see #7 below). For example a. 1-4 Scouts requires 1 volunteer b. 5-8 Scouts requires 2 volunteers c. Etc. 2. 5-Day Adult Volunteers benefits: (note Tiger Parents are not considered 5-day volunteers) a. Free T-Shirt b. 20 reduction in fees for each Cub Scout attending c. (Tot-Lot) for potty trained children 3 years old to Scout Age. d. Daughters who are Scout age may attend: 1 st grade through age 13. They will have their own den and participate in the activities. e. Boys and Girls older than Cub Scout age will be considered Teen Volunteers. See below. 3. Adult Volunteers serving 1-4-days do not receive the above benefits. Adults working 2-4 days are required to buy a T-shirt. 1 Day Volunteers may buy a shirt or will be issued a generic shirt. + 10 T-Shirt for 2 to 4 Day Volunteers and TeenVolunteers, required + 10 Additional t-shirts if desired 4. Parent volunteers may work a partial week (1-4 days). However, all parent s work days must cover all 5 days of camp. For example, two 2-day volunteers does not make a 5-day volunteer. You ll need a 2 and 3 day volunteer. Also, two volunteers working Monday-Wednesday does not work. We will be left short on Thursday and Friday. We discourage 1 day volunteers but will accept them if there is no alternative, 5. Parent and Teen volunteers MUST attend training AND set-up day to be a volunteer. If they cannot attend these days, they cannot attend camp. a. Training days (attend 1 of the 2) Thursday, May 18, 2017 @ 7:00 pm OR Saturday, May 20, 2017 @ 9:30 am b. Orientation and Set-Up Day, June 10 @ 9:00 am IMPORTANT: if the volunteer cannot attend these two required activities, they cannot be a volunteer. 6. Camper Orientation and Camp Set Up will take place on Saturday, June 10, 2017. If, as an adult volunteer, you are assigned to be a Den Leader, this will be your chance to get your area set up, help set up camp, AND to meet the scouts in your den. 7. Tiger cubs are a special case. They are not counted in the 1:4 ratio above since they are required to have an adult partner with them at all times per BSA policy. Tiger cubs must register with an adult who will be with them all 5 days. Again, this adult partner is not considered a 5- day volunteer. Tiger Adult partners may enroll siblings in the tot-lot (35) as noted on the first page. 8. If adults and teens are not registered with the BSA as a Pack Leader or a Boy Scout/Venture Scout respectively, then they must fill out the appropriate BSA form (just the top page) and submit that with their application. This form Page 3 of 8 can be downloaded from the internet or acquired from your Pack Leadership. 9. Teens (girls and boys) may be Boy Scouts, Venture Scouts or Girl Scouts. They may also be eligible for leadership or service credit. Check with your Scoutmaster or counselor for more info. 10. At least one volunteer from your pack must return after camp on Friday, June 16, to help with break down and storage. This can be one of your camp volunteers or it can be someone from your pack who did not attend camp. This is not a position that requires training nor does it count in the 1:4 ratio. 11. Volunteers will receive, via email, information and instructions in their respective positions in late May. 12. If a volunteer from your pack cannot fulfill their commitment, it is YOUR PACK S responsibility to recruit another volunteer to fill the slot. Let the camp director know of the change of plans as soon as possible and submit their forms ASAP. Otherwise, some Scouts from your Pack may have to be removed from the camp roster. MEDICAL FORMS 1. Every participant at Day Camp must have a BSA medical form (parts A & B) to attend: staff, volunteers, scouts, siblings, etc. 2. It is preferred that the medical form be filled out on the computer. It is a PDF form downloaded here: BSA MEDICAL FORM PART A & B. Filling it out on the computer will enhance legibility. It s also a wise thing to do since it can then be printed and saved for future use. 3. Please make special note: a. Please, ensure the name, DOB, Allergies and Emergency # is filled out. (including margins) b. For Children, under Immunization, do not allow Complete or Up To Date. Entries must have a date associated with each shot. c. In case of emergency, notify section is very important. This will be the number we look for FIRST when an emergency arises. d. Make sure a copy (front and back) of the insurance card is stapled to each form. 4. Medications will be held at the First Aid station and dispensed there as noted on this form. All medications must be in their original bottles with name of camper clearly identified. 5. We will only accept the 2014 medical form (680-001, parts A and B). 6. Ensure signatures are on the back. 7. There are no exceptions to the above. Failure to have this form completed correctly will result in the scout or volunteer not being registered and causes our committee unnecessary time trying to track down the information. Please help us by providing complete forms. Thank you. CAMPING OVERVIEW 1. On Saturday before camp, all volunteers will meet to review procedures and assignments. They will then proceed to set up camp. (June 10, 9:00 am). Parents may visit (11 am to 1 pm) to receive their camper s t- shirts, meet with the Den Leader, etc. Encourage them to do so as it helps with Monday morning s check-in.

2. On Monday morning, if parents did not come on Saturday for pre-check-in, they must park and meet with the den leader. After that, they can pickup and drop off without getting out of their car. 3. Scouts must sign in each morning. Den assignments are done well before camp begins. Den Leaders will know which children will be in their dens and they should have contacted their Scouts before camp starts. 4. Scouts will be given a water bottle and have plenty of watering stations available to stay hydrated. 5. Scouts will move from activity to activity with their den and den leaders. The camp will employ the buddy system. Buddy checks will be performed throughout the week. 6. Volunteers will lead each activity station. 7. Scouts will rest for 20 minutes after eating lunch. During this time we will have guest appearances for entertainment. 8. Lunch, drink, and snacks are provided by the families, not the camp. They must be brought each day. 9. At 2:30 pm, parents will pick up their scouts or return in car pools. All Scouts and Sibling must be checked out each day. Do not leave camp without checking out your Scout. 10. Friday, June 16 th will be a different format. Camp will run from 8:30 12:30, and parents are invited to attend the activities from 10:00 12:30. After that time, Cub Scout Day Camp will no longer be responsible for your child and you may leave with them for the day (of course, after checking them out). LIST OF FORMS NEEDED FOR EACH PARTICIPANT All forms can be downloaded from the Foothills website: http://www.foothillsbsa.com/day-camp A. SCOUTS, SIBLINGS, TOTS Scout & Sibling Registration Form BSA Medical Form Payment BSA Youth form if not a Scout B. ADULT & TEEN VOLUNTEERS Adult & Teen Registration Form BSA Medical Form Payment if extra T-shirts requested. (free for 5-Day Volunteers, required for 2-4 day volunteers) Adults: Proof of Youth Protection Training Adults: If not registered with BSA, a BSA Adult or Scout registration form Teens: If not registered with BSA, a BSA Youth Application. (Boys reg. as a Boy Scout, Girls reg. as a Venture Scout) C. YOUR PACK Pack Registration Summary: ensure forms agree with this summary (pages 5-6 of this document.) All Registration forms with family members info stapled together All BSA Medical Forms with copies of insurance stapled to each. Printout from online Payment page STEP 3: PAY IT & BRING IT Once you have all of your ducks in a row, you must submit payment and deliver the forms/applications Payment is online at: http://foothillsbsa.org/daycamp. Credit Card or EFT/eCheck accepted. Registration deadline is April 28 th. Late Registration is between April 29 May 8 th and incurs a 25/Scout late fee. Registration may not be accepted after May 8 th or will be weight-listed. Deliver all forms to John LaVoy either May Roundtable, or arrange to drop it off at my house: 1790 Chardin Way, Marietta, GA 30062 (email foothillscubscoutdaycamp@gmail.com). Include receipt page from above payment. Registration forms are due by May 8 th. SUGGESTED STEP-BY-STEP PROCEDURE Adapt this model as you see fit. Speak with your leadership on how to best promote Cub Scout Day Camp Email your name and contact info to the Day Camp leadership so you can be on their email list: foothillscubscoutdaycamp@gmail.com Provide links to the Foothills website so parents can download forms; you can provide the info using the brochure or via email Set a date and spend 5 minutes getting your boys excited about camp. You could do this at a pack meeting, Blue and Gold, during den meetings, electronically, any creative way that you see fit. Be prepared to hand out forms. Set a date for forms and payments to be turned in. We recommend April 9 th. Submit online registration and payments by April 28 (May 8 with late registration fee) DELIVER THE FORMS BY MAY 8 TH. ****Don t hesitate to contact any of the members of the Day Camp Committee if you have a question. ***** Page 4 of 8

2017 Cub Scout Day Camp Bug Squad PACK ROSTER / REGISTRATION SUMMARY Provided by the Foothills District, Atlanta Area Council June 12-16, 2017 8:30 am 2:30 pm LDS Church, 3195 Trickum Road NE, Marietta, GA Submit as your cover sheet with your registration and medical forms. Attach Confirmation Page from On Line Payment. Name of Pack Day Camp Coordinator Pack # Address of Pack Day Camp Coordinator City Zip Code Main Phone # 2nd Phone # Email address (please make legible) Packs must provide one volunteer to assist with setup of camp on Saturday, June 10 th 9 am 1pm (required) Name of Setup Volunteer Primary Phone # Secondary Phone # Email address (please make legible) Packs must provide one volunteer to assist with breakdown of camp on Saturday, June 16 th immediately after camp ends (approximately 1 pm 5 pm) (required) Name of Breakdown Volunteer Primary Phone # Secondary Phone # Email address (please make legible) Page 5 of 8

Rank is For The 2017-2018 School Year Page 6 of 8

Wolf, Bear and WEBELOS Registrations 1 st 5-Day Adult Volunteer s Name (OR 2 partial week volunteers names) Phone Number(s): Camper #1 Rank in Fall, 2017: Camper #2 Rank in Fall, 2017: Camper #3 Rank in Fall, 2017: Camper #4 Rank in Fall, 2017: (Adult T-Shirt) (Scout: Registration) SUB TOTAL 2 nd 5-Day Adult Volunteer s Name (OR 2 partial week volunteers names) Phone Number(s): Camper #5 Rank in Fall, 2017: Camper #6 Rank in Fall, 2017: Camper #7 Rank in Fall, 2017: Camper #8 Rank in Fall, 2017: (Adult T-Shirt) (Scout: Registration) SUB TOTAL 3 rd 5-Day Adult Volunteer s Name (OR 2 partial week volunteers names) Phone Number(s): Camper #9 Rank in Fall, 2017: Camper #10 Rank in Fall, 2017: Camper #11 Rank in Fall, 2017: Camper #12 Rank in Fall, 2017: (Adult T-Shirt) (Scout: Registration) SUB TOTAL 4 th 5-Day Adult Volunteer s Name (OR 2 partial week volunteers names) Phone Number(s): Camper #13 Rank in Fall, 2017: Camper #14 Rank in Fall, 2017: Camper #15 Rank in Fall, 2017: Camper #16 Rank in Fall, 2017: (Adult T-Shirt) (Scout: Registration) SUB TOTAL Attach confirmation page from On Line Payment. If you need more space, duplicate this page as needed. If you have more than two volunteers to list per group, Please use the next page. Page 7 of 8

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