Iron Horse Cub Day Camp Pack Coordinator Guide June 25th 29th Johnson County Fairgrounds, Gardner KS Director Laura Guengerich (913) 963-5009 Laura@IHDayCamp.xyz Program Director Emily Wheeler (913) 948-2095 sejwheeler@gmail.com Webelos Program Director Gena Chavez (913) 660-8860 Gena@IHDayCamp.xyz 1
Table of Contents What is day camp?... 2 Who can attend camp?... 3 Who runs day camp?... 3 What are my responsibilities as pack coordinator?... 3 Pack registration and fee collection... 3 Adult Preorder Forms... 3 Health Forms... 4 Daily Attendance Logs... 4 Walking Leaders (WL)... 5 Floodles... 5 Pack Flag... 5 Den Homes... 5 Saturday June 23 rd Set-up... 6 Transportation to camp... 6 Parent Info.... 7 Early release policy... 7 Special Needs Request... 7 Sample Forms... 8 Registration Form... 8 Preorder Form... 9 Health Form Part A... 9 Health Form Part B...10 Early Release Form...11 Special Needs Form...11 What is day camp? Day camp is a week-long day-time camp for cub scout age kids. The kids attend camp with their packs. Camp starts at 9 in the morning and ends at 3:45 in the afternoon, with the exception of Friday, which will end at 12:30. Between these times, every pack will have a map and rotation schedule of assigned stations. The kids and leaders will need to bring lunches to eat in the middle of the day. After lunch the kids enjoy water fights using squirt bottles (guns and balloons are not allowed). The camp staff provide a noon-time surprise each day, except on Tuesday which is a camp wide picture. Past surprises have included dancers, police officers, ice cream and visits from local news helicopter pilots. 2
Who can attend camp? Any cub scout between the ages of 5 and 11. Non-BSA registered kids can attend as buddies-but are still responsible for the $65 fee. Younger siblings are not allowed at camp. Who runs day camp? It takes many people to make day camp happen. Almost every staff member is a volunteer. The directors start planning the activities months before day camp starts. The stations are staffed by boy scouts, adult volunteers and BSA-trained range directors. The packs provide daily supervision for their kids in the form of walking leaders. Walking Leaders will need to attend Walking Leader training prior to camp. What are my responsibilities as pack coordinator? The pack coordinator is in charge of all the items that need to be taken care of BEFORE camp in June as well as the point person between day camp leaders and your pack. You reserve the right to make assignments, but YOU are ultimately responsible for the following: Pack registration and fee collection Preorder Forms The collection AND proofing of health forms for walking leaders and kids Turning in Daily Attendance Logs Recruit pack walking leaders Making of Floodles Making of pack flag Collecting supplies and décor for pack den home Attend and recruit pack members to help with set-up on June 23 rd Arrange for transportation of kids during camp Keep parents and walking leaders informed of training dates and other info. Pack registration and fee collection Your pack can register and pay your fees online at http://www.hoac-bsa.org/cub-scout-daycamp If you prefer to do it in person, you can fill out the form (can be double sided) and bring a check to either the scout office or any of the Iron Horse Roundtables. The fee is $65 per cub scouts before April 25 th. After this date the fee increases to $75. The fee increases to $80 if paid during the week of camp. New recruits and buddies are exempt from the fee increase-they will be charged $65 no matter when they register. Checks need to be made out to HOAC. You will fill out one form for the entire pack, making sure to list the child s names and ages on the second page. If you have a child register late, you will need to fill out another form just for them. Our camp registrar has sample t- shirts if you need help guessing your kids sizes. Provided all your paperwork is in order, the kids shirts will be handed out at set-up on Saturday, June 23 rd. If there are parents who would like to pre- order shirts to be picked up with the kids shirts, they can do so using the attached form by May 9 th. Turn in to either the council office or camp leadership at Roundtable. Prior to registering, you will need to know the following information, collect all fees, be prepared with a credit card to pay online. Primary & Secondary contact information: Name, address, Phone, and email address Name, Grade, & Shirt size of every child attending Adult Preorder Forms Your pack can preorder Adult & Den Chief shirts, and have them ready at Camp setup on June 24 th. The final preorders are due May 9 th. 3
Health Forms The BSA health form can be found at: http://www.scouting.org/filestore/healthsafety/pdf/680-001_ab.pdf Every person who attends day camp MUST have a complete (parts A&B-we do NOT need part C- the physical) health form on file with the camp registrar, adult and children. If a parent wants to visit camp for an hour, he/she will not be allowed into camp without a health form. As pack coordinator it is your responsibility to make sure your packs health forms are filled out completely. Our camp registrar examines EVERY health form for missing information. If information is found to be missing, she will be contacting YOU, the pack coordinator to retrieve that information. Below is a list of things to watch for when reviewing your packs health forms: Is the form the current (2014) version? Old forms will not be permitted Has the form been filled out with 12 months from the end of camp? The BSA health form is good for one year Do they have all three pages (one page for Part A and two for Part B)? Here is a list of the most common missing info: The participation box is not checked or restrictions are not listed Part-A Form is not signed and/or dated A Pack and leader are not listed B- 1 Insurance info is not listed (if participant does not wish to list their insurance info then no insurance must be written B-1 Emergency contact name and number on adult forms also!!! B-1 All FOUR (medication, food, plant and insect) allergy boxes are checked-we cannot assume if left blank, a person does not have allergies B-2 The no medication box is checked if none are routinely taken B-2 On adult forms, a tetanus date is given (the cub forms must have a complete immunization record- writing in current or up to date does not count-adult forms only need a tetanus date) B-2 The only acceptable blanks: Adults NOT authorized (if left blank we will assume none) A Weight on adult forms B-1 Insurance cards do not have to be photocopied and attached B-1 Daily Attendance Logs You can find the daily attendance logs attached and online at: https://www.hoac-bsa.org/iron-horse-day-camp If you complete page 1 of this form in Adobe, all information will flow to following pages. You will need to fill in the names of everyone from your pack who will be attending camp - PLEASE KEEP SINGLE SIDED. Do not make any changes to other pages! Page one completes all information needed. After filling in the names, and information, you will print entire packet. You will turn in pages 1-3 with all the completed health forms, incomplete packets will not be accepted. You will keep the remaining 5 pages are your daily check-in sheets. At the beginning of camp each day, the daily [pages will be turned in to the registrar with those in attendance marked off. You can start turning in health forms and daily attendance logs to the camp director as soon as you have them. She will be at Roundtable or you can contact her at: Laura@IHDayCamp.xyz to set up a different time. Preferably all forms would be turned in by Roundtable in May. The last date she will accept forms will be Roundtable in June. Any forms you collect afterwards will need to be turned in at set-up on June 24 th. 4
Your pack will not be allowed to set up or receive their shirts until all the forms have been reviewed by the registrar, so you are highly encouraged to turn in health forms By June Roundtable!!! Walking Leaders (WL) Your pack will need to provide adults to accompany your kids throughout the week. A minimum of two adults are required. Boy Scout rules apply at Day Camp. That means there must be twodeep leadership with any number of kids (even if it is your own child) at all times. If Johnny needs to go to the port-a-potty, two adults can take him and two adults need to stay with the rest of the pack. If you only have two adults total, then the whole pack must go to the port-a-potty. Tiger cubs must have a parent accompany them every day they are at camp. You need to recruit parents, grandparents, or neighbors to make sure you have enough walking leaders for the whole week. Walking leaders main responsibilities (more will be covered at trainings and WL packets): Check-in pack, turn in daily attendance logs and any early release notes and pick up WL wrist bands Supervise kids throughout the day (the staff are there to teach and run the activity stations-they will not be disciplining cubs - WL should step in when kids misbehave) Remind kids to apply sunblock and DRINK WATER!!! Eat lunch with pack Floodles (pronounced flu-dulls) (Fun Loving & Outstanding Opportunity for Day campers, Leaders and staff, Expressing Special thanks) Floodles are a token of appreciation your pack hands out to staff at day camp. They are small, include your pack number and often incorporate the theme. You should plan on having 70-90 Floodles, depending on whether you give them to directors, registrars, parking, and security in addition to station staff. ALL staff love receiving Floodles!!! Pack Flag Some packs carry a pack flag around camp. This is optional. You can make a flag with your pack number and the theme of the camp or use any flag with your pack number. Not every pack carries a flag. Den Homes 5
A den home is a meeting place for each pack. You will gather there in the morning, eat lunch there and store all your supplies. The den homes stay up for the entire week of camp. Here is a list of things that need to be planned for your den home: Pop-up tent or carport Rope and stakes to mark your boundary Creative front entrance (there will be an award for best entrance design!) Hand washing station Drinking water Large coolers in which to put lunches Extra water for lunch time water fights Tables A sit-upon for each person (A five gallon bucket with lid-may be decorated if you choose) A hat for each person (some packs buy matching hats, others just tell their kids to bring a hat, but keep in mind ALL the kids at camp will be wearing the same shirt. Matching pack hats help differentiate your kids) Saturday June 23 rd Set-up Set-up will be from 12-4:00 PM on Saturday. No one will be allowed in early. First, you will check in with registrar to make sure your paperwork is in order. If your pack is not missing fees or paperwork, you will be given your shirts and assigned a location for your den home. If you are missing fees or paperwork, your pack will not be able to set up until everything is in order. Make sure you are good to go with registrar before your pack shows up to set up your den home!!! You don t want them waiting around while you are on the phone trying to collect missing information. This is why it is highly recommended to have everything turned in by Roundtable in June. Transportation to camp Arrangements will need to be made to transport your pack to and from camp. You can rent a bus, carpool or have the daily walking leaders transport the kids. Packs cannot check in until everyone is present, so having parents drop off individual kids is not recommended. 6
Parent Info. Here is a list of suggested supplies the parents should gather for their kids: Water bottle Sunscreen Bug spray Unused squirt bottle for water fights (Old cleaning bottles will not be permitted) Small towel Poncho (camp continues during rain!) Sit-upon (explanation on page 9 under den homes), Remember sit-upons stay at camp all week, so do not bring and store valuable items! Money to spend at trading post A small list of program required items will be given at Walking Leader training Early release policy If a child needs to leave camp early, they must have a note stating the date, time and with whom they are leaving, and signed by a parent. That note needs to be turned in at morning check-in. When it is time for them to leave, two WL must accompany the child to the registrar tent. Adults need to be prepared to show a photo ID to a camp director before she will sign the child out. One WL and the parent or whomever is pre-approved to take the child will also need to sign. This process can take a while, so plan an extra 15 minutes when leaving early. We will not permit any early releases after 2:15!!! Special Needs Request Camp is designed to accommodate any special needs, a youth or adult may have. In order for everything to run smoothly, and assist with any special needs, the directors need to be made aware of any needs in a timely manner. Some types of special needs could be, but not limited to, wheelchair use, Handicap Parking, etc. 7
Sample Forms Registration Form 8
Preorder Form Health Form Part A 9
Health Form Part B 10
Early Release Form Special Needs Form 11