service unit camp-out guidegswnytraining.homestead.com/trainingmaterials/suco_guide_updat… ·...

Girl Scouts of Western New York, Inc. 3332 Walden Ave. Suite 106 • Depew, NY 14043

Phone: (888) 837-6410 Fax: (716) 837-6407 www.gswny.org

Service Unit Camp-Out Guide

Rev 2012

http://www.gswny.org/

Table of Contents How to use this guide 1 What is a Service Unit Camp-Out? 4 Training Requirements 5 How do I request a Service Unit Camp-Out? 6 Confirmation 8 Strategic Planning 14 Human Resources 16 Risk Management 25 Site and Facilities 38 Transportation 53 Program Design and Activities 59 Business and Finance 65 Food Service 68 Health and Wellness 87

How to use this guide This guide has been written to help you plan and implement a successful encampment experience for you and your girls. The contents of this guide have been compiled considering the American Camp Association (ACA) standards. All GSWNY camps are accredited camps.

The main purpose of the ACA-accreditation program is to educate camp owners and directors in the administration of key aspects of camp operation, particularly those related to program quality and the health and safety of campers and staff. The standards establish guidelines for needed policies, procedures, and practices. The camp, then, is responsible for on-going implementation of these policies. The second purpose of ACA accreditation is to assist the public in selecting camps that meet industry-accepted and government-recognized standards. ACA's Camp Database provides the public with many ways to find the ideal ACA-accredited camp. (taken from www.aca-camps.org)

The contents of this guide are mirrored after the 13 core areas of professional development of the American Camp Association. In the fall of 2003, a survey was sent to past encampment training participants. The survey asked for feedback on the training as well as the materials provided. This guide is a result of wonderful feedback from that survey. Many thanks to all who participated.

http://find.acacamps.org/

http://www.aca-camps.org/


How to use this guide

Business & Finance Financial planning including identification of operational financial risks, managing the camp business and finance systems, and use of current technology.

Food Services Developing and implementing a plan for camp food service management, food service styles and the relationship of food service to the total camp operation.

Health & Wellness Comprehensive planning for the health and wellness program including the scope and limits of services provided, authority of the health care administrator, and the techniques necessary to analyze the effectiveness of the camp's procedures and systems.

Human Resources Current personnel issues, legal aspects of employment and management, techniques to recruit, train, and supervise staff in the program and operational functions of camp.

Leadership

The role of a camp director including assessing personal strengths and weaknesses and understanding the techniques for doing task analysis, setting priorities, and delegation.

Marketing Current marketing strategies and public relations techniques, methods, and materials to develop a plan for interpreting the values of a camp experience to prospective campers and their parents.

Mission & Outcomes Identifying and articulating the mission and philosophy to parents, participants, board members and funders, and evaluating current issues and their implications on desired goals and outcome objectives.

Participant Development & Behavior Theories of human development and social and behavioral issues and techniques needed to organize and manage the human experience for the population served.

Program Design & Activities Designing and evaluating the effectiveness of an organizational structure for the camp program that is appropriate for persons being served, the camp's philosophy, goals and objectives, and the environment utilized.

Risk Management Risk and crisis management planning to identify assets and analyze exposures to humans, financial resources and property resources, implement techniques to evaluate, reduce, prevent or control loss and establish procedures to handle emergencies, analyze incidents and evaluate the effectiveness of plans.

Site & Facilities Principles of site and long-range planning and development of a comprehensive plan for site and facility management including preventative maintenance, supervision of the site manager, and legal obligations.

Strategic Planning Visioning the future, setting strategic directions and analyzing the organization's current status and conditions in a world of constantly changing expectations and requirements.

Transportation Developing procedures for maintaining vehicles, selecting drivers, handling emergencies and controlling on-site traffic as well as liability issues related to transportation.

What is a SUCO? Service Unit Camp-Out: a camping experience entailing one to two nights with 50 or more participants on the same site with centralized food, health and/or programs. Service Unit Camp-Outs cannot exceed 72 hours due to New York State Department of Health regulations. Troop Camping: a camping experience of 24 hours which cannot exceed 72 hours with no more than 49 participants, planned and carried out by a group of Girl Scouts and group leaders, using a Council-approved site.

Camping is living comfortably in the out-of-doors. It’s cooking and cleaning up, but it’s also so much more. For both you and the girls it’s about:

• Gaining self acceptance and confidence in one’s ability to cope in varied situations • Sunsets, sunrises and skies filled with stars • Developing friendships and an understanding of differences and similarities • Watching birds fly in the sky, spiders build webs and ants carry food home • Learning to appreciate the wonders and complexity of the natural world • Exploring environments – open meadows, streams, wooded areas • Learning to live and work for the benefit of all

Troop/group program is the most important part of the Girl Scout experience. In troops girls learn how to work together, make decisions and get along. Over time, girls build relationships with each other and with the adult leaders. These relationships are often the most valuable and memorable aspects of Girl Scouting. Most troops will experience times of cohesion and times of conflict as they strive to meet the individual needs of each girl. All experiences, including disagreements and struggles, can provide an opportunity for learning. As girls examine their similarities and differences in a safe environment, they learn how to trust one another and themselves.

Training Requirements Adult Training Requirements: As per the Girl Scouts of Western New York, Inc. Policies and Procedures, Service Unit Camp-Out Directors and members of their core staff are required to take appropriate training offered by the council. Service Unit Camp-Out director must remain on site during the entire event Service Unit Camp-Out Training is valid for five years after the training was taken. Example: Training Date: October 1, 2011 training expires October 1, 2016. For up to 100 participants, there must be two adults (who have taken service unit camp-out training within three years prior to the event) involved in the planning of the service unit camp-out and who will remain on site for the entire event. Another trained adult is required for each additional 100 participants. 101-200 participants – 3 trained adults 201-300 participants – 4 trained adults 301-400 participants – 5 trained adults 401-500 participants – 6 trained adults 501+ participants – 7 trained adults

How do I request an encampment? Spring/summer (May, June, and July) service unit camp-out requests must be received by September 1. Fall (August or September) service unit camp-out requests must be received by January 1. You will find the request from on our website at http://www.gswny.org/pages/Forms.aspx Service unit camp-out requests should be given to your Membership Manager. After the request has been approved by your Membership Manager, the request will be processed by the Registrar. Placement notification will be made by September 30th for spring/summer service unit camp-outs and January 31st for fall service unit camp-outs. Status updates will not be available during the interim period. The Council Registrar will notify you by phone if she is having trouble accommodating one of your three choices for service unit camp-out.

http://www.gswny.org/pages/Forms.aspx

Girl Scouts of Western New York, Inc.

Spring/summer Service Unit Camp Out request due Sept 1/Council response due Sept 30 Fall Service Unit Camp Out request due March 1/Council response due March 30

Name: Phone: ( )

Address: City:

County: State: Zip: Email: List Your Preference – Please List ALL Three Choices

Choice Site Date

First

Second

Third

Request Approval

Service Unit: Last Service Unit Camp Out:

Service Unit Camp Out Director: Date:

Address:

Phone: ( ) Email:

Signature:

Council Membership Manager: Date: Phone: ( ) Email:

Signature:

SUM: Date: Phone: ( ) Email:

Signature:

Complete and mail request to Piperwood Seven Hills, &

Timbercrest Windy Meadows

Rochester Service Center 1000 Elmwood Ave, Suite 200

Rochester NY 14620

Lockport Service Center 5000 Cambria Road Lockport, NY 14094

If you are scheduling a fall service unit camp out you must take the service unit camp out training in the spring. If you are scheduling a spring event you must take the training in the fall.

Service Unit Camp Out Confirmation When your service unit camp-out request is processed, a confirmation letter and contract will be mailed to the Service Unit Camp-Out Director. The confirmation letter will list the site, dates and other important information. Please review this information carefully. The Service Unit Camp-Out contract needs to be completed, signed by the service unit camp-out director and returned to the Council Registrar with a 25% deposit. Spring/Summer service unit camp-out contracts need to be returned to the Council Registrar no later than the date stated on the contract form. Fall service unit camp-out contracts need to be returned to the Council Registrar no later than the date stated on the contract form. It is important to be aware of and adhere to this deadline. There are many groups who use our camps and if contracts are not received in accordance with deadlines, the service unit camp-out may be cancelled.

Service Unit Camp Out Confirmation


3332 Walden Ave, Suite 106, Depew, NY 14043 Phone 888 837 6410 Fax 716 706 1359

www.gswny.org

Date Dear ______________________________________ , We are pleased to inform you that we are able to accommodate your service unit camp out. We wish you much success with the planning and implementing of your event. Site: Date: When filling out the enclosed service unit camp out contract, please take the time to consider the following information.

• If Bunkhouse, Barn (Goodyear) or Maple Ledge (Lakeside) are not rented by the service unit camp out they will be made available to others for troop camping/or council program use.

• Please complete all sections of the encampment contract. • If you are interested in using the Ropes Challenge Course, please indicate that on your

contract and call Annette German, Sr. Program Manager to discuss program options. She can be reached at (716) 837-6400, ext. 6072 or [email protected]

• In the interest of safety for all participants as well as compliance with New York State Health

Department standards, all certifications must be maintained on file at the council office. If at all possible, forward copies of said certifications with the encampment contract.

• A 10% deposit must accompany the service unit camp out contract. The remaining balance

must be remitted no later than one month prior to your event.

• Failure to remit certifications and payment in a timely manner will result in cancellation of your service unit camp out.

We are here to help you. Please contact us if you have any questions or need assistance. Happy camping!

SAMPLE



Service Unit Camp Out Application Check List

Service Unit Camp Outs please refer to this check list before mailing in your camping application request from. This list is intended to get you started and assist in your planning.

Organizational meeting In place with Service Unit (to form SUCO Planning Team) SUCO Planning Team members assembled and meeting Taken the required SUCO training Reserved camping date with the registrar Recruited your medical personal Provided position descriptions to all SUCO team members (available from your

Council outdoor program staff) Obtained current and up-to-date copies of first aid and CPR certifications Filled out the camping application completely Included the 25% deposit Parent letters/permission slips distributed Troop equipment lists distributed Program supplies ordered Met the Safety Wise ratio for troop camping Taken out non-Scout insurance Menu planned Food ordered If your event is to be cancelled, notice given to the Registrars Final payment sent to Registrars Patches ordered Maps/directions prepared and distributed Kaper charts completed Weekend schedule finalized Are you planning on boating at your event Y or N

Seasonal only (May to September) Note: Your lifeguard and boating instructor can not be the same person.

If yes, secured a lifeguard (over 18) Y or N If yes, provided current and up-to-date copies of their lifeguard certification, CPR

and Waterfront Module Do you have your boating instructor (over 18) secured Y or N If yes, provided copies of documentation of experience or copies of certifications.

Note: Your boating instructor must also be a lifeguard and copies of their certification must be included with your non-Scout camp application.

Interested in using the ropes course Y or N If yes, filled out the ropes course application If yes, application has been submitted

If you have reviewed your check list and supplied the necessary payment, certifications and documents, you are now ready to mail in your camping application packet to the Service Center.


1000 Elmwood Ave Suite 200 Rochester NY 14620

Phone: (888) 837-6410 www.gswny.org

SERVICE UNIT CAMP OUT RESERVATION/CONTRACT

Non-refundable Deposit: 25% MUST accompany reservation (Please complete and return Application no later then:

For Spring/Summer Date: Oct.31 Balance Due: 30 days prior to SU Camp Out Date For Fall Date: April 30 Mail reservation & payment to: Registrar at address shown above Please include area code with all phone numbers listed. Thank you. Service Unit Date(s):

Camp Site:

Service Unit Camp Out Director Complete address home & work phone numbers

Assistant Director Complete address home & work phone numbers

Service Unit Camp Out Cook Program Director Treasurer

Dining Hall Manager Site Director

Required SU Camp Out Training: Must have 2 people with SU Camp Out training for the first 100 people. Need additional people for

more than 100 people (101-200, need 3 people with current training, 201-300 need four people, etc.) Please include all children and

adults in your head count.

Service Unit Camp Out trained Personnel Date of SU Camp Out Training (must be within 5 years)

1.

2.

3.

4.

5.

6.

• One RN, LPN, 4 EMT, Red Cross Advance 1st Aider, PA, NP or MD must remain on site for the entire SU Camp Out. • One STD 1st aider for 200 participants, 201-300 participants needs 2 First Aiders, and 301-400 participants needs 3 First

Aiders. • One Red Cross Community CPR or AHA Level C (1st year of Certification) needed per 100 participants. • Please list your First Aiders in the spaces provided.

Health Supervisor name with both home & work phone numbers MD RN LPN PA

EMT RTE NP First Aider First Aid Expiration Date CPR Expiration Date

For Office Use Only

Total $ Deposit $ Balance $

First Aider First Aid Expiration Date CPR Expiration Date







Waterfront Personnel (1 lifeguard and 1 canoe instructor for 1 to 12 participants. Cannot be the same person. See Safety-Wise) Lifeguard (with waterfront module) Expiration Date Home & work phone numbers

Lifeguard (with waterfront module) Expiration Date Home & work phone numbers

Canoeing Instructor Expiration Date Home & work phone numbers

Canoeing Instructor Expiration Date Home & work phone numbers

PLEASE NOTE: For all SFA/CPR listed above, please attach a copy of certification ALL CERTIFICATES MUST BE MAILED TO THE REGISTRAR

Campers

ESTIMATED NUMBER OF CAMPERS STAYING FOR

TWO NIGHTS

ESTIMATED NUMBER OF CAMPERS STAYING FOR

TWO NIGHTS

ESTIMATED NUMBER OF CAMPERS FOR THE SATURDAY ONLY

Daisies

Brownies

Juniors

Cadettes

Seniors

Ambassadors

Non-Registered Girls

Adults

Non-Girl Scout Adults

Total number of people on property for the weekend:

SU Camp Out Director Signature:

Please send your final attendee roster 30 days prior to your event.

Security Deposit: Please add for all canoes/rowboats rented $25.00.

Detail of Campsite Rentals Required for Your Encampment

Campsite Name Facilities Required Pricing Confirmed (Office Use)

Total Price

campsite rental fees are detailed on the Site and Facilities Chart. This can be found on our website www.gswny.org (see

CAMP tab).

Program Providers: Archery references for instructors

Equipment Rentals Available

Equipment Number required Rental Fee Total

Canoes $10 each

Rowboats $10 each

Plus Security Deposit $25

Rev 2012



Camp Site and Facilities Chart for Service Unit Camp Outs Camp Seven Hills

All Camp Sites are Carry-In / Carry-Out. Please add a dumpster fee of $25.00 if you cannot meet this criterion. (Dumpsters are not available at Camp Windy Meadows)

Girl Scout Pricing

Camp

# of A

cres

Facil

ities

Type

of F

acilit

y

Hand

icapp

ed

Acce

ssib

le Ca

pacit

y

Seas

ons

Heat

ing

Refri

gera

tion

Elec

tricit

y

Toile

ts/S

howe

rs

Picn

ic Sh

elter

s

Wee

kend

Seven Hills 610

Lakeside Maple Ledge Lodge lodge 22 c FP L X 85 Hunters Cabin Primitive Site 45 c L 50 Echo Heights a-frames 30 c X L 100

Whispering Woods a-frames 30 c X L 100 Starlite a-frames 30 c X L 100 Trails End Primitive c X 50

Dining Hall (Includes the following): Y 17

5 c X X L 160

a. Infirmary Cabin 9 c X X SH/F N/C b. Cook’s cabin Cabin 4 c X SH/F N/C

c. Dining hall Shower Addition c X SH/F N/C

5 Person Tent in front of infirmary Platform Tent 5 c 25

Seven Hills

Goodyear Dining Hall (includes the following): Y 25

0 c X X L 160

a. Director’s Cabin (chalet) Cabin 4 c X X SH/F N/C

b. Infirmary Cabin Y 2 c X X SH/F N/C c. Cook’s Cabin Cabin 4 c X SH/F N/C d. Tuck Shop c N/C

Program Center Programming Only 30 c X L 75

Old Cook’s Cabin Cabin 4 c X L 65 Old Infirmary Cabin 8 c X X SH/F 65 Brownie Lodge Cabin 16 c X L 65 2 Tent Cabins Platform Tent 8 c L 25 1 Platform Tent a-Frame Platform 4 c L 25 Pool Shower House X SH/F 50

Wettlaufer Lodge (assembly only) 17

5 c X L 75

Sports Complex w/ Shower House X c FL,

SH 50

Horse Barn Arena 250 c X 62


Girl Scout Pricing

Camp # o

f Acr

es

Facil

ities

Type

of F

acilit

y

Hand

icapp

ed

Acce

ssib

le Ca

pacit

y

Seas

ons

Heat

ing

Refri

gera

tion

Elec

tricit

y

Toile

ts/S

howe

rs

Picn

ic Sh

elter

s

Wee

kend

Bunkhouse, Riding Dir. Cabin & Shower House 26 c C X X FL,

SH 110

Highland a-frames 42 c X L 100

Woodland Way a-frames-platform tents 32 c X L 100

Sugarbush platform tents 36 c X L 100 Tally-Ho platform tents 36 c X L 100 Plainsman platform cabin 34 c X L 100 Pine Hollow platform cabin 30 c X L 100

Table Legend: C=central heat, c=spring, summer, fall only, FL=flush toilets, FP=fireplace, L=latrine, SH=showers, WS=wood stove Please call your local Girl Scout service center for information at 1-888-837-6410. For reservation forms or information please check our web site at (www.gswny.org) or contact:

• Camps Piperwood, Seven Hills and Timbercrest call our Rochester service center – 1-888-837-6410 or 1-585-292-5160 • Camp Windy Meadows, call our Lockport service center – 1-888-837-6410

Accommodations for Families of Leaders

• Some sites can accommodate spouses and family members accompanying troop leaders • At sites without such accommodations, the leaders should arrange to provide a tent for spouses and family members • Husbands, sons and male leaders may not share sleeping quarters with the girls as per Safety-Wise • Children under five are NOT covered under Girl Scout insurance: therefore, the parent assumes full responsibility

Inclement Weather Alert

In case of inclement weather, if you do not receive notification by a council representative, please call to verify whether the camps are accessible. In some cases, weather may be severe enough to cause the closing of the Girl Scout Service Center(s). Announcements regarding closings are made on the local radio and TV stations as outlined in Volunteer Essentials (available on www.gswny.org).



Girl Scouts of Western New York, Inc. Camp Site and Facilities Chart for Service Unit Camp Outs

Camp Timbercrest


Girl Scout Pricing

Camp

# of A

cres

Facil

ities

Type

of F

acilit

y

Hand

icapp

ed

Acce

ssib

le Ca

pacit

y

Seas

ons

Heat

ing

Refri

gera

tion

Elec

tricit

y

Toile

ts/S

howe

rs

Picn

ic Sh

elter

s

1 Nig

ht

2 Nig

hts

Timbercrest 988

Bellinger Lodge (dining hall) Includes the following:

lodge Y 192 All C,

FP X X FL, SH 160

a. Program Center 32 All C X X FL/SH N/C b. Shower House All C X FL/SH N/C c. Director’s Cabin Cabin 2 c X N/C d. Infirmary Cabin 2 c X FL/SH N/C

Jackman’s Lodge (with Yurts - 20) lodge Y 52 All C X 200

Jackman’s Lodge lodge Y 32 All C X FL, SH 120

Strawberry Hill Platform tents 36 c L X 100 Sunset Platform tents 36 c L X 100 Sprucewood Platform tents 36 c L X 100 Hawthorn Platform tents 36 c L X 100 Horse Arena 50










Camp Piperwood


Girl Scout Pricing

Camp

# of A

cres

Facil

ities

Type

of F

acilit

y

Hand

icapp

ed

Acce

ssib

le Ca

pacit

y

Seas

ons

Heat

ing

Refri

gera

tion

Elec

tricit

y

Toile

ts/S

howe

rs

Picn

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elter

s

Wee

kend

Piperwood 66 Anne and Jennifer Lodge lodge Y 35 All C,FP X X FL,

SH X 200

Florence Fryer a-frames 32 c L X 100

Splash Pad 75 c FL X 50 a

day C. Mitchell Pavilion c 25


• Camps, Piperwood, Seven Hills and Timbercrest call our Rochester service center – 1-888-837-6410 or 1-585-292-5160 • Camp Windy Meadows, call our Lockport service center – 1-888-837-6410




In case of inclement weather, if you do not receive notification by a council representative, please call to verify whether the camps are accessible. In some cases, weather may be severe enough to cause the closing of the Girl Scout Service Center(s). Announcements regarding closings are made on the local radio and TV stations as outlined in Volunteer Essentials(available on www.gswny.org).




Camp Windy Meadows


Girl Scout Pricing

Camp

# of A

cres

Facil

ities

Type

of F

acilit

y

Hand

icapp

ed

Acce

ssib

le Ca

pacit

y

Seas

ons

Heat

ing

Refri

gera

tion

Elec

tricit

y

Toile

ts/S

howe

rs

Picn

ic Sh

elter

s

1 Nig

ht

2 Nig

hts

Windy Meadows 39 Hearthstone Lodge lodge Y 27 All C X X FL,

SH 160

Vandeburgh primitive lodge (no sleeping) 14 c L 50

Woodchuck Cabins primitive cabin 24 c L X 100 Woodhaven cottages 30 c L X 100 Pine Meadows primitive site 45 c L X 50 Rabbit Run Shelter Shelter c X 25









Camp Site Equipment Chart

• Reservation and payment for the use of equipment may be included along with your Camp Application/Contract. All equipment is available on a first come/first served basis.

• Please note the camp at which the equipment is available for your use. We are unable to accommodate use outside of the camp noted, however, you may bring your own for use during your stay.

Camp Item Units Available

Price per Unit Rental Period Deposit

Piperwood Snowshoes 12 pair $5.00 Weekend Seven Hills Snowshoes 30 pair $5.00 Weekend Row Boats 4 $10.00 Weekend 25.00 Canoes 10 $10.00 Weekend For Both Timbercrest Row Boats 4 $10.00 Weekend 25.00 Canoes 10 $10.00 Weekend For Both Windy Meadows Snowshoes 10 pair $5.00 Weekend

Strategic Planning Developing a Plan Planning a service unit camp-out is a great deal of work. Be certain to allow the Service Unit Camp-Out Team enough time to effectively plan the event. If the Service Unit Camp-Out Director has never planned and implemented a service unit camp-out before, allow extra time. It is also strongly advised that the Service Unit Camp-Out Director and her team attend the training before they begin to plan the event. The success of the event depends upon the planning. Selecting a Date When the Service Unit has decided to plan a service unit camp-out, begin by selecting three dates. Please refer to the Requesting a Service Unit Camp-Out section of this guide for further information. Assembling a Team The Service Unit Camp-Out Director cannot make a service unit camp-out a success on her own. A team of people should be assembled to work with the Director in the planning process and throughout the event. The Director needs to be able to delegate tasks as well as have knowledge and understanding of what is being planned and how the event will work. Using a team approach allows all those involved to work in an area that is a strength for them. For example, there may be a parent who loves to crunch numbers and would be willing to serve as the service unit camp-out treasurer. There may be another parent who would really enjoy spending the weekend at camp, doesn’t want to do program with girls but would be very happy to monitor the traffic in and out of camp; this person would be an ideal site director. The team that plans the service unit camp-out does not need to be solely comprised of people from the service unit, consider other adults. The service unit camp-out team needs to schedule their own meetings so that planning an service unit camp-out does not interfere with the routine business of the service unit. One individual should be designated as liaison between service unit camp-out team and service unit, as this is a crucial communication link. Devising a Plan There is no one way to plan a service unit camp-out. The following are some strategies and options to consider when beginning to plan the event: Girl Planning: Solicit service unit camp-out theme and program ideas from girls – this may be done within individual troops, with the information being given to the Service Unit Camp-Out Team. Having a couple of older girls be part of the Service Unit Camp-Out Team is another way to obtain valuable girl input. Brainstorming Session: Host a brainstorming session with all the adults (and/or girls) that you can gather. Use the information to begin to think of themes and activities. Survey: Send a survey to each family in the service unit and ask for input. Team Meeting: Meet as a service unit camp-out team and decide on a theme and preliminary program ideas. Vote: Present the service unit with three choices and allow girls and leaders to vote on themes and program ideas.

Sample Planning Timeline

Following is a sample timeline for a fall service unit camp-out. May 2011 Service Unit Camp-Out Team members attend the service unit

camp-out training. Service Unit Camp-Out Team liaison reports to Service Unit and dates are discussed/decided upon. June 2011 Service Unit Camp-Out Team hosts a Brainstorming Coffee Hour for all interested adults. LOTS of ideas are generated. July 2011 Service Unit Camp-Out Team solicits the help of Senior and Ambassador Girl Scouts who LOVE camp and working with younger girls. The older girls look at all of the ideas and begin to look for patterns and themes. August 2011 The Service Unit Camp-Out Team meets with the Service Unit Manager to discuss their plans and how they are going to incorporate the planning into the upcoming Scouting year. An informational flyer is designed so that it can be distributed

to parents as troops get under way in September/October. September 2011 Troops are getting under way. Flyers are distributed. October 2011 Service Unit Camp-Out Team meets. November/December 2011 Informational Parent Meeting: What is a service unit camp-out? What are our plans? How can you help us? Etc. The Service Unit Camp-Out Request is submitted to the Membership Manager for approval. January 2012 The Service Unit Camp-Out Team meets to finalize program ideas. March 2011/April 2012 The Service Unit Camp-Out Team meets and assigns volunteer jobs. May 2012 A parent permission slip, letter, etc. is sent out. June/July/August 2012 Registrations are being returned, units assigned, food ordered, etc. September 2012 Service Unit Camp-Out! October 2012 The Service Unit Camp-Out Team and Service Unit Team should meet to debrief and discuss event strengths, weaknesses and opportunities for improvement. This valuable information can be used when planning the Service Unit’s next camp-out.

Human Resources The Service Unit Camp-Out Team The Service Unit Camp-Out Team is a group of people, who will work with the Service Unit Camp-Out Director to plan and implement the service unit camp-out. The members of this team are essential to the success of the event. It is suggested that the members of this team meet on a regular basis and that information is shared freely between members. These individuals need to be willing to assist all the other adults (participants and volunteers) who are going to be attending the event. Volunteers/Adult Participants The Service Unit Camp-Out Team needs to make their expectations of these individuals very clear; that is, if these adults are expected to be helping facilitate workshops or simply chaperoning for the duration of the event, this information needs to be clearly communicated prior to the event. Position Descriptions The following pages contain position descriptions for many of the key Service Unit Camp-Out Team positions. Each Service Unit has different needs as well as different styles of operating. Additional job descriptions may be developed by the Service Unit Camp-Out Team if the Service Unit Camp-Out Director deems them necessary.

Human Resources


3332 Walden Ave, Suite 106, Depew, NY 14043 Phone: (888) 837-6410 Fax: (716) 706-1359

www.gswny.org

Position Title: Service Unit Director Accountable to: Service Unit Manager Purpose of this position: To coordinate and have knowledge of all aspects of the service unit camp out. Works with the SUCO team to ensure that all GSUSA, NYSDOH and ACA standards are maintained.

Principal duties:

• Reserves site and completes all necessary forms.

• Selects and works with assistant director and/or program director.

• Recruits and trains encampment personnel, (ex: nurse, unit leaders, treasurer, cook, food buyer, dining hall

manager, etc.).

• Sees to it that all required certifications are current, (ex: SFA, CPR, etc.) and on file at the service center.

• Organizes, coordinates and delegates tasks and activities for service unit camp out.

• Keeps all records and reports and submits proper reports to the Service Center.

• Sees that all bills are paid and funds properly appropriated.

• Sets the tone for encampments.

• Is on site for the duration of the service unit camp out.

• Assures that property/site is left in proper/clean condition.

Qualifications:

• Believes in the aims and purpose of the Girl Scout movement.

• Registers as a member of Girl Scouts of the USA.

• Has current or is willing to obtain council sponsored SUCO and site training.

• Has knowledge of or acquires information about the Girl Scout program.

• Has knowledge or background in day or residence camping.

• Is at least 25 years old.

• Is able to work with and has a genuine liking for children and young adults.

• Has ability to use a democratic method of leadership, and an ability to cooperate and work harmoniously with others.

• Has the ability to set an example of herself/himself which will inspire and empower young women while gaining

their respect.

Human Resources



www.gswny.org

Position Title: Assistant Service Unit Camp Out Director/Program Director Accountable to: SUCO Director Purpose of this position: To coordinate the program activities for the service unit camp out.

Principal duties:

• Works closely with SUCO director.

• Plans and coordinates encampment program with leaders and girls.

• Orders patches and program materials.

• Assists encampment director with communications, reports and all tasks as assigned.

Qualifications: • Believes in the aims and purpose of the Girl Scout movement.




• High school diploma or the equivalent.


• Has ability to use a democratic method of leadership, and an ability to cooperate and work harmoniously with

others.

• Has the ability to set an example of herself/himself which will inspire and empower young women while gaining their respect.

Human Resources



www.gswny.org Position Title: Treasurer – Registrar Accountable to: SUCO Director Purpose of this position: To maintain accurate records of the encampment finances. To maintain accurate participant registration records.

Principal duties:

• Opens bank account and deposits monies promptly.

• Accepts applications and fees.

• Communicates financial information to the SUCO director on a regular basis.

• Keeps accurate and current record of finances.

• Pays all bills promptly and submits financial report promptly to SUCO director (No bills should be mailed to the

service center).

• Disburses left over monies as directed by SUCO director.

Qualifications: • Believes in the aims and purpose of the Girl Scout movement.




• High school diploma or the equivalent


• Has ability to use a democratic method of leadership, and an ability to cooperate and work harmoniously with

others.


Human Resources



www.gswny.org

Position Title: Site Director Accountable to: SUCO Director Purpose of this position: To maintain a safe, secure and orderly environment for all participants.

Principal duties:

• Organize, control and direct car traffic (in-coming & out-going)

• Distribute and return unit camp equipment (found in tuck shop or behind dining hall)

• Deal with physical property problems – communicate any problems to the property staff member on duty

• Close main entrance gates at night (safety purposes): (Goodyear – Route 16 Gate)

(Lakeside – Hunters Cabin gate only!)

Qualifications:



• Has current or is willing to obtain council sponsored encampment and site training.






their respect.


Human Resources



www.gswny.org

Position Title: SUCO Health Supervisor Accountable to: SUCO Director Purpose of this position: Responsible for recommending and providing appropriate care to all staff and campers. Must provide care and administer treatment in accordance with the New York State Department of Health, Girl Scouts of the USA and the American Camp Association. Principal duties:

• Is on site and duty at all times, unless relieved.

• Posts whereabouts at all times, in a pre-designated area.

• Catalogs and maintains all health forms and permission slips on site.

• Ensures that each participant (girl and adult) have a signed health form.

• Collects medications when girls and adults arrive on site.

• Dispenses medications when necessary.

• Logs all visits, treatments, and medication dosages in a bound book (a composition notebook) IN PEN ONLY,

with no pages removed or partially ripped out (no erasures - in case of error, one strike through error).

• Is alert to possible medical problems as described on health cards.

• Makes arrangements to provide a properly equipped First Aid Kit.

• If possible, does a health screening of all campers upon arrival at camp.

Qualifications:

• RN, LPN, EMT, MD, PA, LNP in NYS.










Human Resources



www.gswny.org

Position Title: Dining Hall Manager Accountable to: SUCO Director Purpose of this position: Is responsible for maintaining a safe and orderly environment in the dining hall.

Principal duties:

• Explains duties and supervises table setters 30 minutes before meal.

• Explains dining hall procedures to all participants sometime at the beginning of service unit camp out (ex. Before

or during first meal).

• At meal time lets participants into dining hall, in an orderly and safe manner.

• Supervises after meal clean-up.

• Has all dishwashing equipment ready at the end of meals.

• Operates dishwasher and puts away dishes in time for next meal.

• Maintains a sanitary environment in the dining hall.

Qualifications:









their respect.

Human Resources



www.gswny.org

Position Title: Unit Leader Accountable to: SUCO Director Purpose of this position: Responsible for maintaining a safe and orderly environment in the sleeping unit. Maintains a list of all adult and girl participants who are living in the unit.

Principal duties:

• Responsible for a unit for the duration of the service unit camp out.

• Makes sure all kapers are completed in the unit.

• Stays with unit and knows where girls are at all times.

• Communicates to other adults in the unit, any new on site information.

• Handles all others tasks, as assigned.

• Responsible for completing the Unit Check Out list.

Qualifications:









their respect.

Girl Scouts of Western New York, Inc. 3332 Walden Ave, Suite 106, Depew, NY 14043 Phone: (888) 837-6410 Fax: (716) 706-1359

www.gswny.org

Position Title: Cook Accountable to: Service Unit Camp-Out Director Purpose of this position: Is responsible for maintaining a safe and clean kitchen with nourishing food. Principal duties:

• Plan the menus and stay within the budget set by the Service Unit Camp-Out Director

• Figure out the order of food and cleaning supplies

• Obtain a staff of people to help in the kitchen

• Supervise the staff in the kitchen

• Arrange for the proper storage of food

• Maintain proper temperatures of the foods for storage and serving

• Schedule all meal preparation so that the meals will be served as scheduled.

• Responsible for the proper cleaning of the kitchen after all meals.

• Follows the standard procedures for food disposal.

• Makes sure that all guidelines are follow in the preparation of food.

• Coordinate with the dining hall manager with the serving of the food.

Qualifications:



• Has current or is willing to obtain Council sponsored Service Unit Camp-Out Cook and Site training.






their respect.

Risk Management

What is risk? Risk is an uncertainty or probability concerning the loss of resources. The loss of resources depending on their importance and value can endanger the very life of an organization (Armand & Beverly Ball. 2000. Basic Camp Management. Martinsville, IN: American Camp Association, page 165.). A risk management plan is a system to identify a camp’s physical, human, operational and financial resources and to develop a plan to evaluate, reduce or control the losses that might result from the operation. It is first an attitude, the attitude that risks can be managed and minimized even if they cannot be eliminated. It is impossible to remove all risk from camp life. Therefore, developing a system to identify and handle those risks in a variety of ways in advance of such losses is wise and necessary (Armand & Beverly Ball. 2000. Basic Camp Management. Martinsville, IN: American Camp Association, page 166.). Management of Risks

• Identify the risk • Analyze the risk for frequency and severity • Identify solutions • Select the appropriate technique • Implement the solutions • Monitor for modifications

Risk Management

Risk Management Techniques Avoiding Risks

• May be the least useful technique • The risks outweigh the potential good • Eliminate the risk

Transfer of risks

• Risk is transferred to another party – insurance – hiring licensed professionals – contracts

Retention of risks

• Retain all or a portion of the loss • Accept the consequence of the loss • Usually done when the cost is minimal

Reducing Risks

• Develop policies and procedures to keep risk at an acceptable level • Often used in combination with transfer and retention • Careful selection and training of personnel

Loss Control

• What happens when a loss occurs • First aid, records retention, alternative activities • crisis management plans

Risk Management

Analyzing Activity/ Situation for Potential Problems Activity/ Situation: __________________________________________________________________________ __________________________________________________________________________________________________________ Potential Problems 1___________________ 2__________________ 3___________________ ___________________ __________________ ___________________

Probability of occurrence: How likely is it this problem will occur?

Potential seriousness: How serious would this

be?

Likely cause of problem: What caused this problem?

Means of prevention: How could this problem be

prevented?

Emergency procedures

needed: What emergency

procedures are needed?

Risk Management Checking Participants In and Out of Camp The site director and SUCO director should have an organized method of checking participants into and out of camp. Supervision of Campers The appropriate supervision of campers is essential to the appropriate management of risks. As Girl Scout volunteers, you have prior knowledge regarding supervision and supervision ratios, (Knowing How Many Adults You Need, Volunteer Essentials) you have also had the opportunity to work with Safety Activity Checkpoints. When planning and implementing a SUCO, it is important to consider who will be supervising the girls. Due to the size and scope of a service unit camp out, it is highly likely parents and other chaperones will be involved in supervising campers. Please review activity check points located on our website at www.gswny.org. The SUCO director must have a complete list with her of everyone that will be on our site (addresses, phone numbers and emergency contact information needs to be included on this list). Supervision of Girls

• Adults need to be willing to supervise large and small groups of girls. • Set clear expectations, both for the adults as well as the girls. • Have rules of behavior established prior to the SUCO event. • Explain to the adults that one of the goals of Girl Scouting is to allow for girls to be

involved in the planning, designing and implementing of activities. • Make sure adults are familiar with the site as well as the procedures for what to do if

something goes wrong. • Make adults aware of the developmental characteristics of the girls with which they will

be working. • Offer adults suggestions for how to manage groups, i.e., buddy checks, head counts,

etc. • Make certain that there is a contact person for adults to connect with if they have a

problem, question or concern.

Buddy System • Each girl should come to camp knowing who her buddy is. • Tents should be filled according to buddy lists. When using units with tent cabins, one

of the buddy pairs may need to be a group of three. • Girls should go everywhere with their buddies. As adults are arranging for activity

groupings, buddies should be kept intact whenever possible. • Adults should model this behavior around camp whenever possible.

Intruders

• The Girl Scouts of Western New York, Inc. has a ZERO tolerance against intruders and trespassers. Our main concern is the safety of the girls and adults using our facilities. Our property is properly posted. It is the policy of the Girl Scouts of Western New York, Inc. to press charges against anyone suspected of violating this directive, regardless of the situation. The liability and negative impact that the Girl Scout community could suffer would be irreparable.

Risk Management Emergency Drills When girls arrive at camp, they should be taught what will happen in the event of an emergency. Many groups have had great success using air horns (found locally in most sporting good stores) to gather all campers and adults to a central location. After all of the campers have arrived, before the campers head to bed, the process of fire drills should be explained. Telling campers that it is just like a fire drill at school activates prior knowledge. Establish that when a fire drill is being held, there is to be no talking and that all adult directions must be followed. Be certain that your meeting place has been established before the weekend’s activities begin. When all campers and adults are assembled, the adults serving as unit leaders need to take a head count.

Seven Hills On the Goodyear side of camp, either the Sports Complex or Pool Field may be used as a gathering place. On the Lakeside side of camp, the field to the side of the Dining Hall is an acceptable gathering place.

Timbercrest

At Timbercrest the area by the flag pole in from of Bellinger Lodge maybe used as a gathering place.

Piperwood and Windy Meadows At these camps the open meadow areas may be used as a gathering place.

Risk Management PROCEDURES FOR A SERIOUS ACCIDENT

A serious accident or illness shall mean any event, which results in a death or required resuscitation or admission to a hospital.

Accidents, Serious Emergency Procedures • Give priority to caring for the injured.

• Secure the area; see that no disturbance to the site is permitted.

• Call Council emergency answer line: 1-800-882-9268

• Notify medical personnel and police (call 911).

• Notify property staff if incident is at camp by calling number posted on wall by phone.

• Keep a responsible adult at the scene. Move all other girls to a secure area, away from the scene, and get them involved in an activity.

• Senior Vice President of Corporate Communications will contact parents, guardians, or spouses of

injured.

• Have injured parties’ health insurance forms available.

• Give doctor and police the information they need.

• Refer all media inquiries to the Chief Communications Officer or other designated Council

spokesperson.

• Do not make any written or verbal statements to anyone.

• Keep a written record of events, times, dates, witnesses and any telephone calls made or received.

LOST CAMPER PROCEDURES

• Search immediate area (do not go into deep wooded area). Use buddy system. Visually check

nearby bodies of water.

• After a thorough search of the immediate area of (no longer than one half hour from the time

camper is determined lost), notify property staff listed by phone.

• Do not notify parents or police until directed by property staff.

• Upon arrival, property staff will direct the search and determine when to call the parents and/or the

police

Risk Management

Girl Scouts of Western New York Emergency Answering Service

1-800-882-9268 Collect calls are accepted.

In the event of a situation that any staff member is uncomfortable with for any reason, and/or perceives as being a possible emergency, our core principles and communications process is as follows: The health, welfare, safety and well being of the children, women and men involved in Girl Scouts of Western New York activities is of paramount importance at all times. If at any time a staff member – for any reason – perceives a situation where the health, welfare, safety and well being of either her/him self, and/or that of children/women/men is in any way impacted, you are empowered to immediately bring this situation to the attention of your manager and/or a member of the GSWNY leadership team. If you think the situation for any reason is an emergency – i.e. involves accident/injury or any situation where someone is in need of immediate medical attention – you and/or the first staff member possible are empowered to immediately call 911, and then – as soon as may be practically possible – contact your manager and/or a member of the leadership team. In the event that an emergency occurs at an off-site location, or at a camp facility where leadership staff is not readily available, (or if for any reason you are not able to reach leadership staff at any location), you are empowered to do the following: In addition to first calling 911, please call the GSWNY Emergency Answering Service which will directly contact a member of the Senior Leadership Response Team. Thank you in advance for your support.

Risk Management Camp Seven Hills

Goodyear: 10150 Olean Road, Holland NY 14080 Lakeside: 10299 Savage Road, Holland NY 14080

EMERGENCY NUMBERS Fire ……………………………………………………………… 911 Rescue Squad ……………………………………………… 911 Sheriff ………………………………………………………… 911 Poison Control …………………………… 1-800-222-1222 Please have an ADULT at the camp entrance to direct emergency vehicles. Upon arrival call NY State Police 716-941-9300 or Erie County Sheriff 716-858-2903 or 716-662-5554 to inform them of your presence and number of participants on site DO NOT CALL 911 FOR THIS MAINTENANCE PROBLEMS Property Office ………… 716-537-9583 Robert Mann, Sr. VP of Asset Management …. 716-863-7234 Lenny Kemmerer …….. 716-574-1056 Alan Boyd …………………………………………………….. 716-984-0658 OTHER NUMBERS Empire Lodge …………… 716-537-2033 Girl Scout Headquarters – Buffalo ………………. 1-888-837-6410 Hammond Lodge ……… 716-537-9020 Manuel Lodge ………………………………………………. 716-537-2930 Goodyear …………………. 716-537-9421 Lakeside ……………………………………………………….. 716-537-2221 Maintenance Building Fax .. 716-537-2835 Hospital Chaffee Hospital, Springville ……………… 716-592-2871 Serious Emergency GSWNY Answering Service 1-800-882-9268 Directions to Chaffee Hospital: GOODYEAR: 10150 Olean Road, Holland, NY 14080 Head southeast on NY—16 S/Chaffee Rd/New Rd/Olean Rd toward Co Rd 555 Dutchtown Rd Continue to follow NY-16 S /Olean Rd. Turn right on NY-39 W/Schutt Rd. Continue to follow NY-39 W. Destination will be on the right Bertrand Chaffee Hospital. LAKESIDE: 10299 Savage Road, Holland, NY 14080 Head west on Donnybrook Ln toward Co Rd 7/Savage Rd Turn left onto Co Rd 7/Savage Rd Take the 2nd left to stay on Co Rd 7/Savage Rd Continue to follow Savage Rd Continue onto Co Rd 225A/Buffalo St Turn right on NY-39 W/Creek Rd Continue to follow NY-39 W Destination will be on the right

Risk Management Camp Piperwood

2222 Turk Hill Road, Fairport, NY 14450 (Town of Perington)

EMERGENCY NUMBERS Fire ……………………………………………………………… 911 Rescue Squad ……………………………………………… 911 Sheriff ………………………………………………………… 911 Poison Control …………………………… 1-800-222-1222 Please have an ADULT at the camp entrance to direct emergency vehicles. Upon arrival call NY State Police 585-398-4100 to inform them of your presence and number of participants on site DO NOT CALL 911 FOR THIS MAINTENANCE PROBLEMS Property Office ………… 716-537-9583 Robert Mann, Sr. VP of Asset Management …. 716-863-7234 Lenny Kemmerer …….. 716-574-1056 Cliff Cameron ……………………………………………….. 585-727-0078 Alan Boyd ……………….. 716-984-0658 OTHER NUMBERS Camp Anne …………….. 585-223-1536 Girl Scout Headquarters – Buffalo ………………. 1-888-837-6410 Camp Jennifer ………… 585-233-2651 Hospital Rochester General Hospital ………….585-924-8813 Serious Emergency GSWNY Answering Service 1-800-882-9268 Directions to Rochester General Hospital: Head north on Turk Hill Rd toward Piperwood Take the 3rd left onto NY-31 W/Palmyra Rd/Pittsford Palmyra Rd Take the ramp onto I-490 W Take exit 21 for Interstate 590 S/NY-590 N Keep right at the fork, follow signs for State Route 590 N and merge onto NY-590 N/State Route 590 N Take exit 10A to merge onto NY-104 W Take the exit toward Carter St/Hudson Ave Merge onto New York 104 Srv Rd W Turn left onto Carter St Take the 2nd left into Rochester General Hospital Rochester General Hospital 1425 Portland Ave, Rochester, NY 14621

Risk Management Camp Timbercrest

11169 Moore Road, Randolph, NY 14772 EMERGENCY NUMBERS Fire ……………………………………………………………… 911 Rescue Squad ……………………………………………… 911 Sheriff ………………………………………………………… 911 Poison Control …………………………… 1-800-222-1222 Please have an ADULT at the camp entrance to direct emergency vehicles. Upon arrival call Cattaragus County Sherriff 716-358-6262 or 716-938-9111 to inform them of your presence and number of participants on site DO NOT CALL 911 FOR THIS MAINTENANCE PROBLEMS Property Office ………… 716-537-9583 Robert Mann, Sr. VP of Asset Management …. 716-863-7234 Lenny Kemmerer …….. 716-574-1056 Scott Lux…….. ……………………………………………….. 716-462-0350 Alan Boyd ……………….. 716-984-0658 OTHER NUMBERS Bellinger Lodge ………… 716-358-3593 Girl Scout Headquarters – Buffalo ………………. 1-888-837-6410 Jackman Lodge ………… 716-358-2086 Hospital WCA Hospital (Jamestown) ……….. 716-487-0141 Serious Emergency GSWNY Answering Service 1-800-882-9268 Directions to Woman’s Christian Association (WCA) Hospital: Head west Turn left toward Gulf Rd Continue straight onto Gulf Rd Turn right onto Sarver Rd Continue onto Corbett Hill Rd Continue straight onto Coldspring Rd Turn left onto W Main St Turn right to merge onto I-86 W/NY-17 W toward Jamestown/Erie Pa Take exit 13 for NY-394 toward Falconer Turn right onto NY-394 W/E Main St Continue to follow NY-394 W Continue onto E 2nd St Turn left onto Foote Ave

Risk Management Camp Windy Meadows

5000 Cambria Road Lockport, NY 14094 EMERGENCY NUMBERS Fire ……………………………………………………………… 911 Rescue Squad ……………………………………………… 911 Sheriff ………………………………………………………… 911 Poison Control …………………………… 1-800-222-1222 Please have an ADULT at the camp entrance to direct emergency vehicles. Upon arrival call Niagara County Sheriff 716-438-3393 to inform them of your presence and number of participants on site DO NOT CALL 911 FOR THIS MAINTENANCE PROBLEMS Property Office ………… 716-537-9583 Robert Mann, Sr. VP of Asset Management …. 716-863-7234 Lenny Kemmerer …….. 716-574-1056 Alan Boyd …………………………………………………….. 716-984-0658 Bill Dale …………………… 585-737-6022 OTHER NUMBERS Hearthstone Lodge … 716-434-3049 Girl Scout Headquarters – Buffalo ………………. 1-888-837-6410 Hospital Lockport Memorial Hospital ………… 716-514-5700 Serious Emergency GSWNY Answering Service 1-800-882-9268 Directions to Lockport Memorial Hospital: Head north on Cambria Rd toward Lower Mountain Rd Turn right onto Lower Mountain Rd Continue onto Thrall Rd Turn left onto Upper Mountain Rd Turn left onto NY-31 E/Saunders Settlement Rd Continue onto West Ave /Continue onto W Main St/Continue onto Locks Plaza Continue onto Main St Continue onto East Ave Destination will be on the left.

Risk Management Record Keeping The SUCO director is responsible for the maintaining of accurate service unit camp out operation records. The SUCO director is not expected to complete this task alone, but she needs to identify the types of records to be kept, who is to keep them, where they are to be stored and for how long. Records serve a number of purposes:

• To provide a paper trail that shows when, where, and why things were done • To provide information about the financial status of the SUCO event • To provide information to analyze encampment practices for efficiency, health, safety and

effectiveness (In other words, what were our strengths, weaknesses and opportunities for improvement?)

• To show that the SUCO event is in compliance with local, state, and federal regulations, as well as GSUSA and ACA standards

• To use as protective evidence in case of litigation • To maintain a history of the SUCO event

The following pages contain samples of various record keeping forms. They may be used as they exist or they may be modified to meet the needs of the seven unit camp out. Medical Log (effective September 1, 2004) The Health Supervisor will be responsible for collecting the medical log, health forms and permission slips and making arrangements with SUCO director. Please place all confidential forms in an envelope clearly marked with the service unit name and dates of the event. The SUCO director must return all health forms, permission slips and the log book to their nearest service center to instructions to deliver to Janet DePetrillo, Camp Manger. The confidential information will be stored for 15 years or unit needed, and then they will be destroyed. *The medical log book MUST be a bound book with no pages torn out. A composition book works best for this purpose.

Risk Management Ge

Sample Permission Slip


3332 Walden Ave., Suite 106 Depew, NY 14043 Phone: (888) 837-6410 Fax: (716) 706-1359

www.gswny.org

Dear Parent/Guardian:

Your daughter has an opportunity to attend a service unit camp out at Camp ____________________

for the weekend of .

The girls will be accompanied by their leaders and other interested adults. The camp will be

staffed with a SUCO director, assistant director, site director, property director,

a cook and a nurse for your child’s safety.

If you would like your daughter to attend, please complete the form on the bottom of this page

and return it to her troop leader with the amount of $ by .

The total cost of the SUCO event will be $____________per person. The balance is due

by ______________________. This fee covers food, camp fees and program supplies.

Financial assistance is available. Contact your troop leader or S.U.M. for the necessary forms.

Any request for refunds after___________________ will be subject to the discretion of the

SUCO committee.

The SUCO Committee

PARENT PERMISSION FORM

I have read the above information and give my daughter (full name) ______________________

___________________________________________ permission to attend Camp_________________

for the (Service Unit)____________________________________service unit camp out for the weekend of

_______________________________

I will make certain she does not attend if she is not feeling well and will inform her leader

immediately. In case of an emergency, I can be reached at (phone)____________________________

Signed (Parent/Guardian) _____________________________________________________________

Address___________________________________________________________________________

Daughter’s Troop # _______________________________


Risk Management



www.gswny.org

Troop # ___________ Leader ____________________________ Phone # ____________________ Age Level _________ Address _______________________________________________________ Service Unit _____________________________ Leader Attending SUCO Event Yes No

ALPHABETICALLY LIST ALL ADULTS COMING TO SUCO

IN OUT NAME REGISTERED GIRL SCOUT

ADDRESS PHONE EMER. PHONE

ALPHABETICALLY LIST REGISTERED GIRLS COMING TO SUCO

IN OUT NAME & ADDRESS PHONE EMER. PHONE


Risk Management



www.gswny.org

BUDDY AND TENTS LIST

Troop Number __________________________ Leader’s Name _____________________________

TENT 1 __________________________________________

__________________________________________

__________________________________________

__________________________________________

__________________________________________

TENT 2 _________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

TENT 3 __________________________________________

__________________________________________

__________________________________________

__________________________________________

__________________________________________

TENT 4 _________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

TENT 5 __________________________________________

__________________________________________

__________________________________________

__________________________________________

__________________________________________

TENT 8 _________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________

TENT 7 __________________________________________

__________________________________________

__________________________________________

__________________________________________

__________________________________________

TENT 6 _________________________________________

_________________________________________

_________________________________________

_________________________________________

_________________________________________


Site and Facilities

Savage Rd.

Manu

el Lo

dge

Hamm

ond H

ouseEm

pire S

tate L

odge

Maint

enan

ce Sh

op

Hunte

r's C

abin

& Outp

ost

Dining

Hall

Straw

berry

Hill

Zahle

r Acre

s

Echo

Heig

hts

Maple

Ledg

e

Whis

perin

gW

oods

Starlig

ht

Nurse

Trails

End

Cree

k

Cook

's Cab

in

Cabin

Camp

Seve

n Hills

Lake

side

N S

EW

Yellow

Trail

Blue

Trail

16

Dining Hall

Sports Complex

Shower House

Horse Barn

BunkhouseRiding Director's

Cabin

Shower House

Pool

Chalet

Office

Infirmary

Wettlaufer

Program Center

Farm

Timber Trail

Old Infirmary

Nature Nook

Old Cooks Cabin

Tin House

PineHollow

Brownie LodgeHighland

Sugar Bush

Project AdventureElements

Plainsman

TallyHo

Woodland Way

Cooks Cabin

Boating

Orange Trail

Creek

Blue Trail

Camp Seven HillsGoodyear

N

S

EW

Par

king

Par

king

Camp Timbercrest

Site and Facilities

Arriving at Camp If you are using bus transportation, be certain that the driver has the appropriate directions to camp. When communicating with the bus company, be certain to specify that your participants need to be driven to the dining hall (or other spot you decide to register campers); if your contract isn’t specific, you may be left standing at the sign by the road. A certificate of liability for the bus company needs to be on file here at the service center. Timbercrest: 11169 Moore Road, Randolph, NY Seven Hills: Goodyear: 10150 Olean Road (Route 16), Holland, NY

Lakeside: 10299 Savage Road, Holland, NY Windy Meadows: 5000 Cambria Road, Lockport, NY Piperwood: 2222 Turk Hill Road, Victor, NY The site director is an integral part of the drop-off and pick-up procedure at camp. This person needs to be visible in the parking lot during these times. When communicating with parents and guardians about picking up and dropping off, emphasize the importance of abiding by the camp speed limit of 15 miles per hour. Vehicles should only be driven on the graveled roads. No vehicles of any kind should ever be driven into the units. It is a good practice to stop vehicles from going beyond the parking lots (vehicles designated as the emergency vehicles are the exception).

Site and Facilities

Equipment Each unit is provided with a rake, shovel, broom (to sweep tents, cabins and latrines), water bucket, latrine brush and folding fire grates. These are kept in the kitchen shelter of the individual units or at Goodyear Tuck Shop and Lakeside Dining Hall. Please return these items at the end of the weekend. Fire circles are located in each unit. Please do not create any new fire circles. Water buckets should be filled and placed near the fire circle prior to lighting a fire. Make sure that fires are completely extinguished before leaving the unit. Each troop should bring the following equipment and supplies:

• Troop first aid kit • Alarm clock (wind up) • Kaper chart (for use in the unit) • Name tags • Matches • Paper towels • Toilet paper • Liquid soap (to be placed at the wash station) • Garbage bags • Paper plates, napkins, plastic forks, spoons, (if cooking out) • Sharp paring knives (be sure to keep these in a secured area)

Each camper is responsible for her own personal gear. Remind girls that they are only going to be away for a weekend and to pack accordingly. It is also important for girls to remember that they will need to carry their own gear to and from the unit. Suggest that girls pack in a soft-sided duffel bag or backpack. Campers should label all of their equipment with their name.

Site and Facilities Camper Equipment List

t-Shirts or blouses s horts , je a ns , long pa nts wa rm s we a ts hirt or s we a te r wa rm ja cke t ra in ge a r (poncho or coa t) bathing suit s turdy s hoe s , s ne a ke rs , boots unde rwe a r pa ja ma s s ocks (worn a ll the time ) WARM s le e ping ba g/b;anket pla s tic pla te , bowl, cup a nd s ilve rwa re (or me s s kit) dunk ba g (nylon me s s ba g us e d to hold dis he s to be s te rilize d a nd the n hung to dry) la undry ba g toile trie s towe ls a nd wa s hcloths/shower shoes ins e ct re pe lle nt s uns cre e n fla s hlight a nd e xtra ba tte rie s ground cloth to sit on plastic bag – for dirty or wet things □ pillow □ bottom sheet for mattress please label all clothing and equipment with your name. pack lightly and compactly DO NOT PACK MEDICATIONS IN YOUR BAGS. Medication will be collected by the nurse during check-in. all medications, both prescription and non prescription (including vitamins) need to be stored in the Infirmary and be administered by the nurse all prescription medication must be brought to camp in the original bottle with the Rx label intact. all non-prescription medications must be labeled with your name. no radios, cell phones or expensive musical instruments. there is no reason for campers to bring money.

WE CANNOT BE RESPONSIBLE FOR LOST ARTICLES!

Site and Facilities

and Facilities Facilities Site and Facilitie PLATFORM TENTS PARTS RIDGE POLE UPRIGHT GUIDE ROPES SIDE RAIL TENT FLY LACING GROMMET ROLLED FLAP FRONT FLAP(OR WALL) POCKET (FOR LACING) BOXING TAPE SIDE UPRIGHT HOW TO ROLL A FLAP (OR WALL): FIRST STAND INSIDE THE TENT. NEXT FOLD CORNER IN . . . AND BOTTOM UP . . . THEN ROLL FROM BOTTOM (INSIDE) AND TIE WITH TAPES WHEN ROLLING SIDE WALLS, IT TAKES AT LEAST TWO PEOPLE . . . 1. JUST FOLD IN CORNERS 2. ROLL IN FROM BOTTOM AND TIE

Site and Facilities

Clotheslines should be tied up between two trees, do not use any part of a tent to create a clothesline. Graffiti destroys tents and cabins. Do not write on any part of the canvas, wood, cots or mattresses. This sort of vandalism will not be tolerated. Please inspect unit tents/cabins prior to arrival. TENT DON’TS…

• Leave flaps rolled for days and days • Roll flaps when they are wet • Leave the unit at the end of your stay with tent flaps rolled up • Use lanterns (other than battery operated) inside tents • Use spray cans inside tents (hairspray, bug spray, deodorant)

TENT DOS…

• Shake out and re-roll tent flaps every day (otherwise mice may move in) • Let them dry after they get wet (otherwise they will get a moldy smell) • Make sure that the guide ropes are taut (not tight) • Make sure there are four cots and four mattresses inside each tent and five mattresses inside

each cabin tent when you leave the unit The tent fly should never touch the tent except at the ridge pole. Canvas shrinks when it gets wet, so don’t tighten the ropes when the canvas is wet. Never tighten ropes with walls or flaps rolled.

Site and Facilities

The Sports Complex The Sports Complex is available for use by encampments. The property staff may cancel the use of the Sports Complex if it is extremely wet. If this should happen, a full refund (for the Sports Complex) will be given. Please wear only sneakers or rubber soled shoes on the tennis and basketball courts. If you have rented equipment, the property staff will ensure that you have access to that equipment. The following equipment is available for rental:

• Volleyballs • Softballs and bats • Tennis rackets and balls • Basketballs

Equipment rental requests should be made on your encampment contract.

Site and Facilities

Waterfront Activities Camp Seven Hills and Camp Timbercrest lake waterfronts are available for service unit camp out use. The pool is not available for SUCO events. If waterfront programming is being considered, please remember that it is the SUCO’s responsibility to provide the adequate number of certified staff. Safety Activity Checkpoints should be consulted for staff to participant ratios. We follow GSWNY, American Camp Association and New York State Guidelines. Please contact the Camp Manager, Senior Vice President of Asset Management or the Registrar as to the number of people required. When selecting lifeguards, please note that they must hold the Waterfront Module in addition to their lifeguard certification. This is an eight hour module offered by the American Red Cross. Canoes, rowboats, personal flotation devices (PFDs) and paddles may be rented. Please consult your encampment contract for pricing information.

CANOEING AND BOATING REGULATIONS

HEALTH DEPTEPARTMENT APPROVED 2006

All participants using the boating area at one of our Girl Scout facilities must follow these guidelines.

• SUPERVISION: 1 LIFEGUARD FOR 25 PARTICIPANTS (MUST POSSESS THE

FOLLOWING): A. ALL LIFEGUARDS ARE REQUIRED TO POSSESS AMERICAN RED CROSS ( BASIC

LIFE SUPPORT FOR THE PROFESSIONAL RESCUER) B. MUST BE LEVEL II B - POOL AND BEACH CERTIFIED (WATERTON MODUEL

CERTIFICATION. C. CPR ( MUST BE RENEWED ANNUALLY). D. LIFEGUARD IS MINIMUM OF 18 YEARS OF AGE E. LIFEGUARD CERTIFICATIONS ARE VALID FOR MAXIMUM 3 YEARS FROM

DATE OF ISSUANCE. F. ALL CERTIFICATIONS MUST BE GIVEN TO CAMP REGISTRAR PRIOR TO CAMP

COMMENCING AND USAGE.

• BOATING INSTRUCTOR: 1 CANOE/BOAT INSTRUCTOR FOR 25 PARTICIPANTS. (MUST POSSESS THE FOLLOWING):

A. LIFEGUARD AND BOATING INSTRUCTOR CANNOT BE SAME PERSON B. INSTRUCTOR CERTIFICATIONS: SMALL CRAFT OR EQUIVALENT OR WRTTIN

DOCUMENTATION C. MUST BE 21 YEARS OF AGE TO OVERSEE PROGRAM. D. ALL CERTIFICATIONS AND OR DOCUMENTATION MUST BE GIVEN TO CAMP

REGISTRAR PRIOR TO CAMP COMMENCING AND USAGE.

• ADULTS REQUIRED AS WATCHERS: A. 1 : 10 PARTICIPANTS AGES 8 OR OLDER B. 1 : 8 PARTICIPANTS AGES 6 & 7 YEARS OLD C. 1 : 6 PARTICIPATS AGE LESS THAN 6 YEARS OLD

• BOATING & CANOEING REGULATIONS:

A. ALL PARTICIPATNS ARE CLASIFIED AS NON-SWIMMERS B. PERSONAL FLOATATION DEVICE (PFD): MUST BE U.S .

COAST GUARD APPROVED. C. PFD’S MUST BE WORN AT ALL TIMES BY BOATING PARTICIPANTS

REGARDLESS OF SWIMMING ABILITY. E. PERSONAL PFD’S CAN BE WORN IF APPROVED BY COUNCIL SITE MANAGER

AND IN GOOD CONDITION.

F. EMERGENCY VEHICLE MUST BE PARKED ON THE SIDE OF CAMP ROAD ON POND SIDE OF BRIDGE WITH VEHICLE FACING BRIDGE. (Only if using Seven Hills Lakeside)

G. EQUIPMENT NEEDED FOR BOATING PROGRAM:

a. ROW BOAT AND OARS ( PROVIDED )

b. 24 UNIT FIRST AID KIT c. RESCUE BACK BOARD ( PROVIDED ) d. RESCUE TUBE ( PROVIDED ) e. RING BOUY WITH ROPE ( PROVIDED ) f. THROW ROPE BAG ( PROVIDED ) g. CANOES AND OARS ( PROVIDED) h. PFD (LIFEJACKETS) ( PROVIDED)

H. CANOES 15 FEET OR LESS IN LENGTH HAVE A CAPACITY OF NO MORE THAN 2

PEOPLE.

I. CANOES AND BOATS MUST BE LOCKED UP WITH CHAIN WHEN NOT IN USE AND SUPERVISION IS NOT AROUND.

Site and Facilities

Taking care of the camp site and facilities When kaper charts are used to divide and rotate the work, both in the unit and in camp, camp will stay cleaner. This is a wonderful opportunity to talk to campers about the importance of cooperation and responsibility. We encourage leaders to work with the girls and motivate them throughout the task. Kaper charts should be legible and attractive. The kitchen shelter is a wonderful place to post the chart. If at all possible, have the girls assist with the creation and posting of the chart. The kaper chart should also include a brief description of the kaper (job); this will give the girls a very clear message about what is expected of them. The following is a description of some of the more commonly assigned kapers. Work with your SUCO planning team to decide which kapers should be handled in the unit and which will be done throughout camp (during resident camp for example, grounds and garbage is both a unit and as well as an all camp kaper. An entire unit will work to pick up trash in central camp areas, while a few members of a unit will pick up trash in their unit.). Latrines

• Sweep latrine floors • Scrub seat and cover • Supply with toilet paper (place toilet paper in tin can or on roller so that mice don’t destroy the

toilet paper) • Dispose of litter around the area • DO NOT pour Clorox into the latrine • Girls should not be touching bleach of any kind. Many groups now use an antibacterial cleaner

that can be diluted in water to scrub the seat and cover. • Please do not leave any toilet paper in the latrines when you leave for the weekend.

Waiters

• The entire unit (or patrol, again depending upon what the SUCO team has planned) arrives at the Dining Hall and reports to the Dining Hall Manager.

• Under the supervision of the Dining Hall Manager, the girls set the tables. Flag/Grace/Songs

• The unit will be responsible for the flag ceremony, teaching and leading grace, and leading songs outside before the meal and after the meal, if possible.

Dining Hall

• Sweep completely including the porch • Any other duties described by the Dining Hall Manager should also be completed • Patrol the grounds for clean up

Grounds/Garbage

• Collect bagged garbage from the office, program center, and infirmary and put it in the dumpster

• Patrol the grounds for clean up

Site and Facilities

Sports Showerhouse/Pool Showerhouse

• Sweep • Clean sinks and toilets • Restock paper products • Mop if needed • Please do not leave any toilet paper or paper towels in the shower houses when you leave for

the weekend. If any problems arise with the site or any of the facilities, contact the Property Staff member on duty. The Property Staff member on duty will gladly assist you with any problems that arise. It is easier to take care of things as soon as they happen. The property staff cell phone, as well as the contact information of the property staff member on duty, is next to each phone. Service Projects Service projects need to be pre-approved by Bob Mann, Senior VP of Asset Management (716- 537-9583) prior to beginning the service project.

Site and Facilities

Unit Check Out List

Before you leave… Check when completed

Be sure all fires are out – The fire circle should be neat and clean. Remove ashes from the fire circle when they have cooled and scatter them in the woods.

Leave some wood for the next group, so that they can start a fire.

Take all food home with you.

Take all personal gear home with you.

Take all troop gear home with you.

Return all unit equipment to the kitchen shelters or Tuck Shop (Goodyear) or the Dining Hall (Lakeside).

Return all rented sports equipment to the designated area.

Make sure all cots and mattresses have been returned to the appropriate place. Stack mattresses on one bunk.

Secure all tents.

Clean in and around kitchen shelter.

Clean latrines. Remove all paper products.

Make sure all latrine seats are down and doors are closed.

Turn off all faucets.

Close all windows and doors.

Remove all paper and trash in and around unit.

Remove all kaper charts, posters or wide game props.

Leave it better than you found it.

Transportation

Bus Transportation Make sure the bus contract stipulates that the campers will be driven into camp (Dining Hall) and that they will be picked up in camp (Dining Hall). The contract should also stipulate that gear will be transported with the campers. Personal Vehicles Please review Activity Checkpoint regarding the safety standards for Transportation. Parking There is ample parking at Piperwood, Seven Hills, Timbercrest and Windy Meadows. There should be no parking on any grass area. Driving through camp Vehicles should not be driven through camp. The Service Unit Camp-Out Team may arrive prior to the participants and use their vehicles to deliver food and program supplies, but the vehicles should be parked appropriately before the participants arrive. No vehicle should ever be driven into the units. Please adhere to posted speed limit signs.

N

S

EW

Camp Seven Hills

90290

190

20A

400

33

16Savage Road

Seven HillsLakeside

Seven HillsGoodyear

3939

ArcadeSpringville

Dutchtown Road

Zider ZeeRestaurant

South Wales

To Camp Seven Hills: Take NYS Thruway 90 West(toward Erie). Take exit #54 for RT. 400 South.

Continue on Rt. 400 until it ends in S. Wales whereit becomes Rt. 16. Follow Rt. 16 through Holland.

Goodyear Area: Continue on Rt. 16 south past theZider Zee Restaruant on your right. About 2 1/2 miles

more you'll see the camp sign on your right.

Lakeside Area: Just outside of the town of Holland, turnright at Savage Rd., just before the Zider Zee Restaurant.

Camp entrance is about 2 1/2 miles up (and down!)Savage Rd. on the left. You'll see the camp sign.

Exit 54

Directions to Camp Timbercrest

From Dunkirk: Take Route 10 South from Dunkirk, turn left on Route 83 South (GLS business is on the right at turning point). Go 6 miles' and turn right on Route 86 South. Once on 86 South go 2.5 miles to a stop sign -go through the stop sign -continuing on Route 86 South (towards Cherry Creek). Go 5.5 miles turning left on Route 68 East to Cherry Creek. Go approximately 1.5 miles down Route 68 East until you come to a flashing red light. Turn right on Main St Route 83 South and go 4.8 miles and turn left on Route 62 North {Conewango Valley} Go 1.7 miles to Route 241 South {to Randolph} at stop sign, turn right onto Route 241 South. Go 7 miles to the end of Route 241 South to Randolph. At stop sign (Landmark Chevrolet will be across the street) turn right onto Main St/Route 394 West 12. .5 miles down Main Street/Route 394 West is COLDSPRING Rd (on left) -Take COLDSPRING Rd and continue up the hill. The road will change names to CORBETT HILL RD. Follow the same directions from the Jamestown area From Jamestown: Take Route 17/86 East to Randolph and take exit 16. Turn left onto Main Street and drive approximately 1 mile (Icons to look for: Sugar Creek Blue Seal I Moonrise Farms, Presbyterian Church on left, Catholic Church on right). Make a right onto COLDSPRING RD. and follow this road out of town. It runs parallel to the expressway for a short distance. You will come to a stop sign, go straight through the stop sign and continue up the hill. The road will change names to CORBETT HILL RD. It will wind through several curves for approximately 2 more miles till you reach a Y in the road. Bear to the left of the Y (Moore Road) and the camp driveway will be immediately on the right side. From Allegany State Park: Take Route 17/86 west to Randolph and take exit 16. Turn Right onto Main Street. Follow the same directions from the Jamestown area From Silver Creek: Take Rt. 883 into Conewango Valley. Turn left onto 241 and take 241 into Randolph (You will see the Randolph Manor, Chevy dealership, etc.) turn right and proceed into downtown Randolph. You will come to a three-way stop (Lake County Dairy will be on your right.) Go straight and the 1st road on left is COLDSPRING RD. Follow the same directions from the Jamestown area.

Directions to Camp Piperwood

2222 Turk Hill Road, Fairport, NY From Eastview Mall: Turn on Turk Hill road (this is the road between the Plaza with Michaels and the Plaza with Dicks Sporting Goods) directly across from the Mall. Take Turk Hill for about 1.7 miles. Once you see Casa Larga Winery on your left, start to slow down. Camp is at the base of the hill on your right side. If you come to Jensen's stable you have gone too far. Make the right into the camp. Follow the road pass the dumpster and the ranger's house. From Webster or Penfield Take Route 250 south through Fairport. Turn left onto Route 31. Take 31 to Turk Hill Road. Turn right onto Turk Hill Road. Travel on Turk Hill Road, passing Jensen's stable on your left. The camp will be about 1.5 miles past Jensen's on your left at the base ofa hill, across from Casa Larga Vineyards. Turn left into camp. Follow the road pass the dumpster and the ranger's house. om the West Take 490 east to Exit 27/Bushnell's Basin. Turn left off the exit at the light onto Route 96. Turn left onto Garnsey Road at the next light. Follow Garnsey Road as far as it will go, crossing over Moseley Road/Route 250. At the T, turn right onto Turk Hill Road. Go slowly, as the camp entrance will come up quickly on your left (across from Casa Larga Winery) Turn left into camp. Follow the road pass the dumpster and the ranger's house.

Directions to Camp Windy Meadows Take NYS Thruway to 290 (West). Exit at Niagara Falls Blvd. (North). Continue on Niagara Falls Blvd. until you reach Shawnee Road. Turn right onto Shawnee and take this all the way to the very end. You will cross Lockport road, keep going, you will cross Sanders Settlement, keep going. At the end of Shawnee make a right hand turn onto Upper Mountain Road. Turn left onto Cambria road and the camp entrance is down on the left hand side.

Scheduling

Implementation

Organizational Design

Resources

Activities as Tools

Planning Process

Balance, Flow, Progression

Operating Procedures

Evaluation

Factors that influence program: age, gender, numbers, site, session length, equipment, weather, specialized clientele, number & quality of staff

Program Design and Activities There is an 11 step process that is really helpful when designing an effective camp program. This may seem like a whole lot to think about when planning a weekend long event, but it may help you review your programming in a more systematic way.

Mission/Philosophy Camper/Parent Needs and Interests

Desired Outcomes

Program Design and Activities

Centralized vs. Decentralized Program As you begin to plan your encampment program, think about how you would like your program to be delivered. Here are some questions to ask yourself:

• Who is going to prepare the program? • Are all the girls going to do the same things?

• Are the older girls going to engage in activities A, B and C, while the younger girls engage in

activities D, E, and F?

• Are troops going to be responsible for providing any of their own programs?

• Are you going to utilize a wide game model?

• Are the activities going to be age appropriate?

• Are you going to focus on try-Its, badges, Studio 2B Focus Books, and interest project patches?

If the majority of the activities are going to be planned and implemented by the SUCO team, then you are going to operate a centralized program. The SUCO team is essentially going to create the schedule for the event. The participants in this type of event will probably have a better time if they are made aware of the schedule and the activities ahead of time. If the majority of the activities are going to be planned and implemented by each individual troop, then you are going to operate a decentralized program. It is imperative that the SUCO team get a schedule of activities from each troop (particularly if the troop is going to be taking a hike); regardless of what type of program is operating, the encampment director is still responsible for knowing what is happening to all participants at all times.


Many service unit camp outs will operate a mixed program schedule in which there are some centralized activities and some decentralized activities. Again, it is imperative that the SUCO director know what is going on at all times. An easy and efficient way to manage multiple troops coming and going is to hang a large piece of butcher paper with a chart. The chart should be hung in a central place (the Dining Hall would work well).

Troop 123 Troop 456 Troop 789

8 – 9 Breakfast Breakfast Breakfast

9 – 10 Ropes challenge course

Kapers Kapers

10 – 11 Ropes challenge course

Wide Game Wide Game

11 – 12 Lunch in unit Wide Game Wide Game

12 – 1 Lunch in unit Lunch Lunch

Program Design and Activities Following are some sample schedules.2

CENTRALIZED DECENTRALIZED COMBINATION 7:30 am Arise 8:00 am Flag raising 8:15 am Breakfast Cabin cleanup 9:30 am Activity Period 1 10:45 am Activity Period 2 12:30 pm Lunch Rest Period 2:15 pm Activity Period 3 3:30 pm Activity Period 4 4:45 pm Open Swim Other activities 6:00 pm Dinner 7:00 pm Free Time 8:00 pm Evening program 9:30 pm Taps

8:00 am Breakfast Activities that have been planned by living groups, which may include cabin cleanup, some program activity and lunch as a group or in central dining hall; some restful activity and time 12:30 pm Lunch Rest period Activities planned by living groups 6:00 pm Dinner Activities in living groups or units; occasional all-camp activity

7:30 am Arise 8:00 am Breakfast Cabin Cleanup 9:00 am Individual choice of activities for one-hour period 10:00 am Same as above 11:00 am Same as above 12:30 pm Lunch Rest period 2:15 pm Activities planned by living groups 6:00 pm Dinner 7:00 pm Free-time 8:00 pm All-camp planned evening program or living group activity 9:30 pm Taps

Many new SUCO directors are more comfortable with a more structured program. They know the schedule and where everyone is at all times. The same comfort level can be achieved with an unstructured program if a system of accountability is put in place and followed. 2 Adapted from Basic Camp Management by Armand and Beverly Ball, 2000.


The following checklist can be used as a tool when developing activities. The checklist is in order of priority.

1. Will it be safe to do? 2. Is it within the purpose/philosophy and direction appropriate for this encampment?

3. Select an activity you think will be fun for the girls

• What is fun? • Is it the same for each person? • Is it the same for each age group? • Is it related to the environment (weather, space, needed supplies on hand, time of day)? • Is it the same for each ethnic, cultural, racial, religious or socio-economic group? • Is it related to the relationship the group has with its leader? • Is it related to how the leader presents it and carries it out? • Is it related to how other individuals in the group respond? • Is it related to what has just occurred for the group? • Is it related to the amount of involvement the individuals in the group have in selecting it

and carrying it out?

Yes, you as an adult can have fun too! However, your enjoyment should be through the experience of your girls. The activity is for them. Your enjoyment is vicarious, the feeling obtained from helping them have fun.

4. Select an activity you think/feel will be appropriate for your group, taking into account the factors listed above. Especially:

• The age of the girls • The state of group development • The way the group responds to you, its leader • Your confidence in leading it • Your group’s involvement in selecting and carrying it out

5. Practice it ahead of time so you will feel and act more confidently and know, at least in part, what to expect and to make sure it works.


6. Organize for it

• Know where you will do it • Know what you need to do it and have the supplies in-hand or readily available • Know what you will do to lead up to it and what you will do after it is over

7. Do it!

• Put energy and enthusiasm into it • Involve each participant in some way. They must know that you care about them.

Show you care • Keep your focus, attention and energy on where you want the activity and group to go • Keep it moving, keep the pace upbeat

8. Process it. Talk about it with the participants. This is a form of evaluating.

• How did it go? • Don’t blame individuals or yourself if it didn’t meet expectations. Don’t allow the group

to blame anyone (other group members or you) • What worked? • What needs to be changed? • When should we do it again?

9. Go for it! Be willing to experiment even if all the elements mentioned above are not in sync. Try it anyway. If girls know they are experimenting with a new activity they will go along with you if it doesn’t work; they are involved in the experiment.


Depending upon what your desired outcomes are, your need for program resources may vary. There are many Girl Scout publications that may help you. Following are a list of Web resources that have excellent program ideas and resources. http://www.aca-camps.org http://www.scoutinglinks.com http://www.inquiry.net/outdoor/games/wide/ http://www.uccancamping.org/RES/PRO/WideGames.html


http://www.scoutinglinks.com/

http://www.inquiry.net/outdoor/games/wide/

http://www.uccancamping.org/RES/PRO/WideGames.html


The Ropes Challenge Course The Ropes Challenge Course is a popular programming activity for older girls. The Ropes Challenge Course programs are offered to encampments at a discounted rate. There are three levels of programming available: Challenge I/ Initiative Team Building Games Only Begin your adventure program by working on teamwork, trust and leadership. Allow our ropes course facilitators to help you and your group learn teambuilding skills through games and initiatives. These activities will help group members become better communicators. After you master the basics, our facilitators will give you a group challenge to conquer. Challenge II/ Low Ropes Course You and your group will spend some time brushing up on your trust, teambuilding and leadership activities before you begin the next step in your adventure program. During this visit to the Challenge Course, the focus will be on our low elements. Challenge III (Whole Day ONLY)/Full Course Low & High This program will challenge you to put all of your adventure skills to use. You will begin your day working on initiatives and becoming a cohesive team. Participants will learn how to attach harnesses and helmets. You will work as a team to help one another up, across and over some of Camp Seven Hills most challenging elements. Whether you are on the ground or in the trees, you will need to use your leadership skills to help your group successfully complete their challenge. Challenge IV Full Day - Tower Start your morning off fine tuning your communication, trust and teambuilding skills on our low ropes challenge course elements such as the Wild Woozy, the Swinging Log, the Tension Traverse, the Nitro Crossing or the Climbing Wall. Then spend the rest of the day conquering the Tower! Participants will put their skills to the test as they rock-climb, rappel and free climb the elements of our Giant Tower. This is sure to be a fun filled event. This program will allow individuals to work on their self-esteem, confidence and individual leadership skills. The Ropes Challenge Course programming is available based on facilitator availability. If the Ropes Challenge Course is chosen as a programming option, please contact the Sr. Program Manager to set up a program.

Business & Finance

Checking Account Many Service Units choose to open a separate checking account for service unit camp-out income and expenses. The Girl Scouts Western New York, Inc. guidelines are the same for this account as they are for a service unit or troop account.

• The name on the account should read: The Girl Scouts of Western New York, Inc., XXXXX Service Unit Camp-Out

• It is recommended that you have at least three signers on the account. • Any check written must have two signatures on it

Service Unit Camp-Out Fees Service Unit Camp-Out fees vary. The Service Unit Camp-Out Team needs to estimate program expenses, food, and site fees and then determine an appropriate fee. When considering fees, one may want to consider if a girl is attending for the day, overnight for one night, the entire weekend, etc. (see section on Participant Development and Behavior for guidance in determining how long girls should stay at camp). Financial Aid There is financial aid available for service unit camp-outs. An individual girl may receive funds annually from the Harry Yates Fund ($5 per girl, up to $500). Each participant must complete separate paperwork. Cookie Credit Cookie credit may be used to pay for service unit camp-out site fees. They may not be used towards the site deposit. Girl Scout Income and Expense Record A sample record (the actual records are on 3-part, NCR paper and may be obtained from any membership specialist) is on the following page. This record should be completed and remitted to the Service Unit Manager and Membership Specialist at the completion of the service unit camp-out. Special Events Report Form This form (a sample follows) is a tool that one may find useful when debriefing the service unit camp-out. Many service units maintain these forms so that the team planning the next service unit camp-out has some information about prior service unit camp-outs.


3332 Walden Ave. Suite 106 • Depew, NY 14043 Phone: 1 888 837 6410 Fax: (716) 837-6407

www.gswny.org

Girl Scout Income and Expense Record This record is a detailed account of all income (money received, such as cookie sale, QSP sale, other fundraisers, dues, sponsorships, donations) and expenses (money spent for purchases, such as program materials, field trips, snacks). This report is to be used by the troop/group, service unit, service unit camp-out committee or for any other purpose requiring a record of income and expenses.

This record should be kept up to date at all times and must be submitted to the Service Unit Manager at year end.

Bank Name:___________________________________ Bank Account #:_____________________________

Date Beginning __/__/__ Date Ending __/__/__ Troop # ________

Service Unit ______________________ Other (e.g. encampment) __________________

Date Explanation $ Income $ Expense Current $ Balance

Balance carried forward from previous year. xxxxxxxxxxx xxxxxxxxxx

________________________________ __________ _____________________________ __________ Leader’s Signature Date SUM Signature Date

http://internal.homestead.com/IGOR-EmployeeResources/logos/GSWNY-Horizontal-Black-2_op_640x136.jpg


Girl Scouts Western New York, Inc.


www.gswny.org

SPECIAL EVENTS REPORT FORM

Name of Event: Date of Event: Name of Chairs: Phone:

Phone:

Place where event was held: Address: Contact Person and Phone: Was there a fee for use of this facility? If so, how much? Scouting level of girls involved: Cost to girls: Cost to adults: Attendance: # Troops # Girls # Adults Suggestions for next time: Other comments: Be sure to attach financial form for this event and copies of any fliers, permission slips, etc. that were distributed and return to the SUM.



Food Service

As a Service Unit Camp-Out Director, it is imperative that one have a basic knowledge of Food Service as well as expectations for Sanitation. When working with the Head Cook, be certain that meal times are scheduled and the schedule is followed as closely as possible. A late meal can have serious programming ramifications. The Kitchen Our kitchen is well equipped. The prep surfaces should be cleaned with a solution of bleach and water. Many cooks find it helpful to have such a mixture stored in a spray bottle for easy application to surfaces. Health Department regulations prohibit anyone other than the kitchen staff to enter the kitchen. The kitchen staff should be wearing head coverings of some kind (hair nets, baseball hats, bandanas, etc.). Equipment

• griddle • commercial toaster • meat slicer (must be 18 yrs to operate) • mixer • pizza oven (must be preheated one hour) *Seven Hills only • warmer oven/cooker *Timbercrest only • 10 burner gas stove with 2 ovens • electric coffee pot • pots & pans • cookie sheets • cooking utensils • Dishes and silverware for camp capacity

KNIVES are not kept on the property and it is the responsibility of the Service Unit hosting the service unit camp-out to supply their own knives. In an effort to ensure the next group has use of the same equipment, DO NOT REMOVE ANY EQUIPMENT from the kitchen. Be sure to bring containers or zip lock bags with you to carry left over food home. Food Vendors When working with food vendors, be certain that a member of the service unit camp-out team is listed as the contact and the invoice is sent to that individual. Do not use the Council address for invoicing purposes. When setting up food deliveries, be very clear about which side of Seven Hills the food is being delivered to and where the location of the dining hall/kitchen is located for all the camps. When the delivery information has been agreed upon with the vendor, please contact Bob Mann, VP of Asset Management (716-537-9583) and alert him of the delivery so that the main gate is unlocked.

Food Service

OPERATING INSTRUCTIONS OF DISHWASHER/STERLIZER BEFORE TOUCHING MACHINE, WAIT FOR A PROPERTY STAFF MEMBER TO

SHOW PROPER OPERATION PROCEDURE MACHINE OPERATION:

1. Insert basket strainer (be sure it is in tightly). 2. Close door by using black-knobbed handle on right side of machine. 3. Put circuit breaker on right side of control panel in upward position. 4. Turn on master switch. 5. Raise rinse/fill switch; machine will fill automatically and shut off. 6. turn heater switch on; lower light will go on. 7. Raise door and slide rack of dishes into dishwasher. 8. Start automatic wash and rinse cycle by flipping start switch in upper right corner- the upper

light will come on. (Switch works by flipping upward for first cycle and downward for second, etc.). Wash cycle is 45 seconds; there is a slight pause, then a 10 second rinse cycle.

9. When wash/rinse light goes out, raise door with black-knobbed handle and slide out rack of clean dishes. Slide rack of dirty dishes in on left, close door, and flip start switch.

10. When finished with dishes turn off heater, master switch, and flip circuit breaker to downward position.

11. Drain machine by pulling out basket strainer inside machine. HELPFUL HINTS: ♦ When removing rack of clean dishes from machine open door and let some of the water drip - it

will be VERY HOT. Also, stand back away from door area. There is much steam eliminated, containing fumes from the rinse agent which may cause damage to eyes or nasal passages.

♦ Wear rubber gloves - dishes dry in about 30 seconds, but they remain hot for awhile. ♦ Stack cups, pitchers, and gravy pitchers upside down on flat racks, one layer only. ♦ Stack plates, bowls, soup bowls, platters in pronged racks - 2 plates per slot, 3 small plates per

slot, 1 bowl per slot, etc. ♦ Silverware is placed in silverware racks, separated according to type of utensil; PUT IN RACKS

WITH THE HANDLES UP. These racks are then placed on a flat rack and then slid into the machine. DO NOT put more than four silverware racks on 1 flat rack - more is too heavy and will not balance - has a tendency to fall into machine.

♦ Be sure racks are pushed into machine on guiding ledge on back of left side. If the racks are not,

they will be very difficult to remove from machine, and the dishes will fall in. ♦ Soap and rinse agent are added automatically; do not add any on your own.

Food Service New York State Department of Health

Approved Method for Hand Washing Dishes and Utensils

Scrape

Pre-rinse

Wash Rinse Sanitize

Drain

1. Scrap dishes with a spatula into a container and pre-rinse with warm water before placing in wash sink.

2. Wash dishes in first compartment in warm water at 110* - 120* using a good brush to wash with. Make sure all dishes and silverware are clean.

3. Rinse dishes in middle compartment in warm water. Change water often.

4. Place dishes that have been washed and rinsed into a “dunk bag.” Immerse for at least one minute in a solution with a ratio of 1/2 oz. or 2 capfuls of bleach to one gallon of water at 75• Fahrenheit.

5. Drain and air dry dishes.

Food Service

Food Handling All food handling must meet New York State Department of Health regulations. Following are some key guidelines:

• Refrigerator Temperature: below 40°

• Freezer Temperature: below 5°

• Food should be out of refrigeration/freezer as little as possible during prep

• Food Temperatures:

165° poultry and leftovers 160° ground beef 150° pork 145° eggs 140° beef

Preparing Meat at Camp All meat (beef, fowl, pork and seafood) must be prepared (fully cooked, see temperatures above) in the kitchen. NO UNCOOKED MEAT SHOULD BE TAKEN OUT OF THE KITCHEN. This is a New York State Department of Health regulation. Meat should be taken into units in coolers and may be warmed over the fire before consumption (the meat should be warmed to the above temperature). Hot dogs are processed and pre-cooked, they may be taken from the package and be heated in the units. Transporting Food Perishable food should be transported in an iced cooler from the kitchen into the units.

Hand Washing & Glove Use for Food Workers - Questions and Answers

(http://health.state.ny.us)

What is the main reason for washing hands and not touching ready-to-eat food with bare hands?

The main reason for not touching ready-to-eat foods with bare hands is to prevent viruses and bacteria which are present in your body from contaminating the food. Viruses and bacteria are invisible to the naked eye, but may be present on your hands if you do not wash them thoroughly, particularly after using the bathroom. The law prohibits bare hand contact with ready-to-eat foods and requires good hand washing by food service workers.

Food Service

When am I required to wash my hands?

• before starting work; • before putting on single service gloves; • after touching raw, fresh or frozen beef, poultry, fish or meat; • after mopping, sweeping, removing garbage or using the telephone; • after using the bathroom; • after smoking, eating, sneezing or drinking; • after touching anything that might result in contamination of hands.

What is good hand washing?

All employees involved with food preparation must wash their hands and exposed portions of their arms with soap and water. Thorough hand washing is done by vigorously rubbing together the surfaces of lathered hands and arms for at least 20 seconds followed by a thorough rinse with clean water. Use a single-service towel or hot air dryer to dry hands. No special soaps are needed.

Am I required to wear disposable sanitary gloves?

State law does not require gloves to be worn, but does require that ready-to-eat food be prepared and served without bare hand contact. Wearing disposable sanitary gloves is one of several acceptable ways to comply with this law.

How can I prepare or serve ready-to-eat food to avoid contact with my bare hands?

You may use any of the following to prepare or serve foods without bare hand contact:

• tongs • forks & spoons • deli paper • disposable gloves • waxed paper • napkins • spatulas.

What kinds of foods may not be touched with bare hands?

• prepared fresh fruits and vegetables served raw; • salads and salad ingredients; • cold meats and sandwiches; • bread, toast, rolls and baked goods; • garnishes such as lettuce, parsley, lemon wedges, potato chips or pickles on plates; • fruit or vegetables for mixed drinks; • ice served to the customer; • any food that will not be thoroughly cooked or reheated after it is prepared.

Food Service

What can I do with a ready-to-eat food item if it was touched with bare hands?

You can either heat the food thoroughly to the temperature required for cooking or reheating, or discard the food, if it was touched with bare hands.

When do I have to replace or change gloves?

Always change gloves if the gloves get ripped, torn, or contaminated. Contamination can occur after using the bathroom, smoking, coughing, sneezing, and in between preparing raw and cooked foods. Food worker hands must be washed thoroughly and be cleaned before wearing new gloves.

Food Service

Cleaning the Kitchen

When preparing to depart, the following checklist should be used to ensure that the kitchen is cleaned appropriately.

• Mop all floors

• Put all dishes, cups, utensils, etc. into proper storage place

• Clean ovens, stoves and grill

• Make sure all sinks and counter tops are clean

• Clean toaster

• Clean meat slicer and can opener

• Wipe out refrigerator

• Sweep out and wipe walk-in cooler and freezer

• Sweep out pantry

• Clean bathroom

• Hang wet mops to dry

• Remove all food from the kitchen

Dining Hall Policies and Procedures

The following jobs help to ensure that a safe and orderly environment is maintained in the Dining Hall. Jobs may be assigned once the campers have been seated.

• Head: This adult is responsible for the action and movement of the people at the table. They make sure only one person from a table is up at a time. They also serve the food and help the sweeper at the end of the meal.

• Foot: This adult is responsible for pouring drinks, and stacking the dishes at the end of the

meal. If there are not enough adults available at a particular meal, this may be an older camper.

• Hopper: After grace is sung, the hopper goes into the kitchen and brings all of the food to the

table.

• Popper: This person gets any seconds needed for the table. They also return food to the kitchen at the end of the meal and bring back serving dishes to be washed.

• Wiper: This person wipes off the table and benches at the end of the meal.

• Washer: This person washes the dishes at the end of the meal. The foot will then stack the

dishes.

Food Service

• Scraper: This person will scrape the remaining food off of the dishes on the table. The head will scrape the bucket in the garbage and return this to the kitchen.

• Sweeper: This person sweeps up under the table with the help of the head at the end of the

meal.

Before coming to the Dining Hall: • Make sure campers have washed their hands thoroughly to ensure cleanliness.

Waiters:

• The waiters are responsible for setting the tables. • Waiters should be in the Dining Hall about 30 minutes before the meal. • It is important that waiters arrive on time to help keep meals on schedule. • One adult must accompany and stay with the waiters to help supervise and check tables.

Please don’t send campers without adults. • After the Dining Hall manager checks the tables, the waiters will be excused to join the flag

ceremony or songs outside. Hot Beverages:

• Hot beverages are available to adults only. • Adults may serve themselves while waiters are busy or after hoppers have finished. • Please do not attempt to serve yourself a hot beverage while the meal is being served.

The Porch:

• ONLY adults should be on the porch before meals. • While adults are standing on the porch waiting for the meals to be served, they should be

singing and interacting with the campers, making the wait time pass quickly. Entering the Dining Hall:

• When the kitchen staff is ready, the Dining Hall manager will call units into the Dining Hall. • Adults should enter the Dining Hall first to be sure that two staff are at each table.

Getting ready to eat:

• Campers may sit anywhere they would like in the dining hall. • The unit responsible for grace should also be sure every camper has found a seat and staff is

spread out appropriately. Grace should begin as soon as everyone has a seat. At the End of the Meal:

• Adults should assist campers with their assigned jobs.

Food Service

Water at Camp All the water from all of the faucets at camp is safe to drink (including spigots in the units). Please make sure all faucets are turned off completely prior to your departure. Food in the Units Girls should be asked if they brought any food with them (including gum and candy). Stress to the girls that if they do not remove food from their personal gear, their tent may be visited by mice, skunks or raccoons. When cooking out in the unit, be sure to remove all garbage (all garbage should be put in the dumpster) and wash all cook pots and utensils.

Health and Wellness

Permission and Health Forms Permission slips and health forms are a requirement. A sample health form is in the back of this section. These records must be maintained in accordance with New York State Department of Health regulations. Medical Log The medical log will be issued to the encampment director with the encampment contract. This bound book is to be used for both adult and camper medical issues. At the end of the encampment, the medical log, all of the permission slips and all of the health cards need to be given to the property staff member on duty. These records will be stored in a secured area and all information will remain confidential. Medications Medications must be kept with the encampment health supervisor. Medications must be brought to camp in their original pharmacy bottle with dosage instructions intact. Epi Pens and inhalers may be kept with the campers if the camper brings a written statement from her physician stating she may self administer the medication. This is a New York State Department of Health Regulation. Accidents In the case of an injury/accident, a council accident report form needs to be completed. This also needs to be returned to Janet DePetrillo, Camp Manager. Insurance Mutual of Omaha insurance forms should be on site. Non-Scout Insurance should be purchased for the encampment. Please refer to Volunteer Essentials for more details and instructions. There is a comparison of the types of Non-Scout insurance plans later in this section of the guide.

Health and Wellness

Medical Personnel The Service Unit Camp-Out Health Supervisor must have one of the following New York State licenses:

• RN • LPN • EMT • American Red Cross Advanced 1st Aider (54 hour course) • PA • NP • MD

The Service Unit Camp-Out Health Supervisor must remain on site at all times. A copy of the Health Supervisor’s license must be on file at the Service Center before the service unit camp-out. First Aid Each troop should bring their own first aid kit to be kept in the tent unit. Please note, if first aid is given in the tent unit, it must be reported to the Service Unit Camp-Out Health Supervisor so that it can be recorded in the medical log. There should be one Standard First Aider for 50 – 200 participants. An additional first aider needs to be present for each additional 100 participants. There should be one First Aid and CPR Certified Adult (see acceptable certifying agencies as outlined in Volunteer Essentials) for every 100 participants. Copies of all certification cards must be on file with the Registrars before the service unit camp-out.

Health and Wellness

Healand Wellness

ealth and Wellness Girl Scouts of Western New York, Inc.


www.gswny.org

SUCO HEALTH HISTORY RECORD

PART I: EMERGENCY CONTACT INFORMATION (PLEASE PRINT)

Girl's name: Date of Birth: Age:

Address: Session #:

Parent/Guardian (father): Home phone:

Business address: Business phone:

Cell phone:

Parent/Guardian (mother): Home phone:

Business address: Business phone:

Cell phone:

In an emergency, notify (name): Relationship:

Address: Phone:

Cell phone:

Name of family physician: Phone:

Primary insurance carrier: Policy or group #:

EMERGENCY MEDICAL AUTHORIZATION

In the event reasonable attempts to contact me at the above listed phone numbers have been unsuccessful, I hereby give my consent to the administration of emergency medical treatment by any licensed physician or dentist and to transport the child to any reasonably accessible hospital facility. Parent/Guardian Signature________________________________ Date____________

PART II: Illnesses and Injuries (check those chronic or recurring illnesses that apply and give appropriate dates) Ear Infections _____________________________ Heart Disease/Defect _______________________ Bleeding/Clotting Disorders __________________ Muscularskeletal Disorders __________________ Asthma __________________________________ Seizures _________________________________ Rubella __________________________________ Rheumatic Fever ___________________________ Chicken Pox ______________________________ Measles __________________________________ Mumps __________________________________ Operations/Serious Injuries __________________ Diabetes__________________________

PART III: Allergies (check those that apply and specify nature of allergic reaction) Animals _________________________________ Pollen ___________________________________ Medicine/Drugs ___________________________ Plants ___________________________________ Hay Fever _______________________________ Food ____________________________________ Insect Stings ______________________________ Other: ___________________________________ __________________________________________

PART IV: Other Health Conditions (check those that apply and add comments if applicable) Bed Wetting ______________________________ Constipation ______________________________ Hearing Impairment ________________________ Sickle Cell trait or disease ___________________ Special Dietary regimen ____________________ Wears glasses/contact lenses _________________ Emotional Disorder ________________________ ADD/ADHD _____________________________ Learning Disability ________________________ Fainting _________________________________ Menstrual Cramps _________________________ Motion Sickness __________________________ Nose Bleeds ______________________________ Sleep Disturbances ________________________ Restricted Activity: ________________________ Headaches _______________________________ __________________________________________

PART V: Immunization History

Immunization Year primary series completed

Year of last booster

DPT

Tetanus/Diphtheria

Tetanus (most recent)

Oral Polio

Injectable Polio

Measles

Rubella

Mumps

T.B. Test

HBVP

Hib

Vericella

Other:

THIS SECTION TO BE COMPLETED BY PHYSICIAN (PLEASE PRINT)

Girl Scouts of Western New York, Inc. 3332 Walden Ave, Suite 106, Depew, NY 14043

Phone: (888) 837-6410 Fax: (716) 706-1359www.gswny.org www.gswny.org

ADULT SUCO HEALTH FORM

Name: ____________________________________________________

Home Phone #: ____________ Cell Phone #: __________________

Street Address: ____________________________________________

City: _____________________ State: ___ Zip Code: ___________

IN CASE OF EMERGENCY, PLEASE NOTIFY Name: ____________________________________________________

Relationship: ______________________________________________

Home Phone #: _____________ Cell Phone #: __________________

MOST RECENT PHYSICAL EXAMINATION Date: ______________________

Physician: _________________________________________________

City: _____________________ Phone #: ______________________

MOST RECENT TETANUS SHOT (DATE): ______________________ CONFIDENTIAL INFORMATION

(this information will only be reviewed by the health supervisor)

1. Are you on any medication? ________________________________

2. State medication and dosage _______________________________ 3. Reasons for medication ___________________________________ 4. Are you on a special diet? __________________________________ 5. Please explain ___________________________________________ 6. Do you have any allergies? _________________________________ 7. Do you have asthma? _____________________________________ 8. Are you diabetic? _____________ Do you take insulin? __________ 9. Do you have high blood pressure? ___________________________ 10. Comments on any other health factors or conditions to which we should be alerted? __________________________________________________________

Health and Wellness

Ticks and Lyme Disease

What Is Lyme Disease?

Lyme disease is a bacterial infection caused by the bite of an infected deer tick. Untreated, the disease can cause a number of health problems. Patients treated with antibiotics in the early stage of the infection usually recover rapidly and completely.

Where Is Lyme Disease Found?

In the United States, infected ticks can be found in the northeast, including New York State; in the upper Midwest; and along the northwest coast.

What Are the Symptoms of Lyme Disease?

The early symptoms of Lyme disease may be mild and easily missed. If you find a tick attached to your skin, remove the tick with tweezers and watch for the symptoms of Lyme disease. In 60- 80% of cases the first symptom is a rash, known as erythematic migrants, that:

Occurs at or near the site of the tick bite. Is a “bulls- eye” circular patch or solid red patch that grows larger. Appears between three days and one month after the tick bite. Has a diameter of two to six inches. Lasts for about three to five weeks. May or may not be warm to the touch. Is usually not painful or itchy. Sometimes multiple rashes appear.

Ticks will attach themselves anywhere including the thighs, groin, trunk, armpits and behind the ears. If you are infected, the rash may be found in one of these areas.

Around the time the rash appears, other symptoms, such as joint pain, chills, fever and fatigue can occur, but they may seem too mild to require medical attention. As Lyme disease progresses, severe fatigue, a stiff aching neck, and tingling or numbness in the arms and legs, or facial paralysis can occur.

The most severe symptoms of Lyme disease may not appear until weeks, months or years after the tick bite. These can include severe headaches, painful arthritis, swelling of the joints, and heart and central nervous system problems.

How Is Lyme Disease Diagnosed?

If you think you have Lyme disease, you should see your health care provider immediately. Early diagnosis of Lyme disease should be made on the basis of symptoms and history of possible exposure to ticks. Blood tests may give false negative results if performed in the first month after the tick bite.

How Is Lyme Disease Treated?

Early treatment of Lyme disease involves antibiotics and almost always results in a full cure. However, the chances of a complete cure decrease if treatment is delayed.

In a small number of cases, Lyme disease can become a chronic condition. However, some patients have reported slow improvement and even an end to symptoms, months or even years after treatment.

How Can I Protect Against Ticks and Prevent Lyme Disease?

Health and Wellness

Deer ticks live in shady, moist areas at ground level. They will cling to tall grass, brush and shrubs, usually no more than 18-24 inches off the ground. They also live in lawns and gardens, especially at the edges of woods and around old stone walls.

Deer ticks cannot jump or fly, and do not drop onto passing people or animals. They get on humans and animals only by direct contact. Once a tick gets on the skin, it generally climbs upward until it reaches a protected area.

In tick-infested areas, your best protection is to avoid contact with soil, leaf litter and vegetation. However, if you garden, hike, camp, hunt, work, or otherwise spend time in the outdoors, you can still protect yourself:

Wear light-colored clothing with a tight weave to spot ticks easily. Wear enclosed shoes, long pants and a long-sleeved shirt. Tuck pant legs into socks or boots and shirt into

pants. Check clothes and any exposed skin frequently for ticks while outdoors. Consider using insect repellent. Stay on cleared, well-traveled trails. Avoid contacting vegetation. Avoid sitting directly on the ground or on stone walls. Keep long hair tied back, especially when gardening. Do a final, full-body tick check at the end of the day (also check children and pets), and remove ticks

promptly.

What Do Ticks Look Like?

Two common types of ticks are dog ticks and deer ticks. Deer ticks can carry Lyme disease. Dog ticks can carry Rocky Mountain spotted fever but have not been known to carry Lyme disease.

Enlarged View Female Deer Tick

Female deer ticks have four pairs of legs and are red and black in color, while the male is all black. Young deer ticks-nymphs, are brown, the size of poppy seeds and very difficult to spot. An adult deer tick is only about the size of a sesame seed – still very small.

Deer Ticks Actual Size

Enlarged View Male and Female Dog Ticks

Dog ticks are the most common type of tick, and, while feeding, can be as large as a small pea. They have four pairs of legs, are reddish-brown and are easier to spot. Dog ticks turn gray while feeding. Ticks can be found throughout the year, but they are most active during the spring, early summer and fall, when it is warm and moist.

Adult Dog Tick Actual Size

Health and Wellness

What About Insect Repellent?

Two active ingredients found in repellents are DEET (the label may say N, N-diethyl-m-toluamide) and permethrin. Permethrin is only used on clothes. DEET repellents or products come in many different concentrations, with percentages as low as five percent or as high as 100 percent. In general, the higher the concentration the higher the protection, but the risk of negative health effects goes up too. Use the lowest concentration that you think will provide the protection you need. The New York State Health Department recommends taking these precautions when using repellents that contain these active ingredients:

Store out of the reach of children and read all instructions on the label before applying. Do NOT allow children to apply repellents themselves. Do NOT apply repellents directly to children. Apply to your own hands and then put it on the child. When applying repellents, avoid the child’s face and hands. Do not apply repellents on skin damaged by sunburn, cuts, bruises or other conditions, such as psoriasis. Avoid prolonged and excessive use of DEET. Do NOT apply repellents in enclosed areas. Do NOT apply directly on your face. Do NOT apply near eyes, nose or mouth. Wash treated skin and clothing after returning indoors. If you believe you or a child is having an adverse reaction to a repellent containing DEET, wash the treated area

immediately and contact your local health care provider or local poison control center.

Also consider these important facts:

If you tuck pants into socks and shirts into pants, be aware that ticks will climb upward to hidden areas of the head and neck, so spot-check clothes frequently.

Clothes can be sprayed with DEET or treated with permethrin. Follow label instructions carefully. Upon returning home, clothes can be put in a high temperature dryer for 20 minutes to kill any unseen ticks. A

shower and shampoo may help to dislodge crawling ticks, but this is not always effective. Any contact with vegetation, even playing in the yard, can result in exposure to ticks. Frequent tick checks should

be followed by a whole-body examination and tick removal each night. This is the single most effective method for prevention of Lyme disease.

How Can I Safely Remove a Tick?

If you DO find a tick attached to your skin, do not panic. Not all ticks are infected, and your risk of Lyme disease is greatly reduced if the tick is removed within the first 36 hours.

To remove a tick:

Use a pair of pointed tweezers to grasp the tick by the head or mouth parts right where they enter the skin. DO NOT grasp the tick by the body.

Pull firmly and steadily outward. DO NOT jerk or twist the tick. Place the tick in a small container of rubbing alcohol to kill it. Clean the bite wound with rubbing alcohol or hydrogen peroxide. Monitor the site of the bite for the next 30 days, for the appearance of a rash. If you develop a rash or flu-like

symptoms, contact your health care provider immediately.

For more information on Lyme disease, contact your local health department or refer to the NYS Department of Health web site at http://www.health.state.ny.us

http://www.health.state.ny.us/

Health and Wellness

Rabies

What is rabies?

Rabies is a viral disease affecting the central nervous system (brain and spinal cord). It is transmitted from infected mammals to man and is almost always fatal once symptoms appear. Fortunately, only a few human cases are reported each year in the United States.

Who gets rabies?

All warm blooded mammals including man can get rabies. Among wild animals, rabies is most often seen in raccoons, bats, skunks and foxes.

How do people get rabies?

People can get rabies if they are exposed to the saliva or nervous tissue of a rabid animal through a bite or scratch. Although rare, exposure can also occur if infected saliva or nervous tissue gets into a fresh wound (one that has bled within 24 hours) or mucous membrane (eyes, nose, mouth). There have also been a few cases of person to person transmission in corneal transplant recipients when it was not known that donors were infected with rabies.

Can people be exposed to rabies and not know it?

Bats have small, sharp teeth that may not leave a visible puncture wound or noticeable pain at the bite site, therefore it is possible to be bitten without knowing it as described in the following scenarios. These scenarios indicate a reasonable probability that an exposure could have occurred:

• contact between a person's bare skin and the bat's head (or any part of the bat while not looking directly at the bat)

• bat found in a room with a sleeping person • bat found in a room with an unattended child • in some circumstances, bat found close to an unattended child outdoors • bat found in a room with a person under the influence of alcohol or drugs or with other sensory or mental

impairment

What should be done if a bat is found indoors?

If the bat is found in any scenarios indicating reasonable probability of exposure, as listed above, it should be captured and tested for rabies. To avoid losing the bat, leave one person in the room watching it with doors and windows closed, while another person goes to get a coffee can, lid, gloves, or similar equipment to capture it. Your county health authority may also be contacted for advice on how to capture the bat and submit it for rabies testing. If it is certain the bat did not have contact with a person or pet, the bat can be allowed to leave through an open window. Do not exit the room until you observe the bat leaving through the window. Close the window when the bat leaves.

What are the symptoms of rabies?

Early symptoms include irritability, headache, fever and sometimes itching or pain at the site of exposure. Within days, the disease progresses to paralysis, spasms of the throat muscles, convulsions, delirium and death.

How soon after exposure do symptoms appear?

The incubation period (time between exposure to the virus and the start of symptoms) is variable but is normally two to eight weeks. Incubation periods of over one year have been reported.

Health and Wellness

What is the treatment for rabies?

First, the wound should be washed with lots of soap and water. Treatment consists of one dose of rabies immune globulin (dosage dependent on body weight) and five doses of rabies vaccine given on days 0, 3, 7, 14 and 28 after exposure. The rabies immune globulin should be given as soon as possible after exposure. The full amount should be put into the wound, if possible. The first dose of vaccine should be given at the same time but in a different site, usually in the upper arm.

What happens if a rabies exposure goes untreated?

Exposure to a rabid animal does not always result in rabies. If treatment is obtained promptly following a rabies exposure, most cases of rabies will be prevented. Untreated cases will invariably result in death.

What can be done to prevent the spread of rabies?

Exposure to rabies may be minimized by:

• removing all stray dogs and cats • having all pets vaccinated and keeping them up-to-date on their vaccinations • avoiding contact with all wild animals, especially those acting abnormally.

To control the spread of rabies in wild animals such as raccoons, the New York State Department of Health oversees projects to distribute special bait containing rabies vaccine. Baits are placed in wooded areas in order to immunize raccoons against rabies - an effort to reduce the spread of rabies in the wildlife population.

For more information on Rabies, contact your local health department or refer to the NYS Department of Health web site at http://www.health.state.ny.us

http://www.health.state.ny.us/

Health and Wellness

CHILD ABUSE REPORTING PROCEDURE

If you suspect a girl is being abused, please follow this outline, beginning with a call to the Child Abuse Report Hotline. If a girl tells you she has been abused: ♦ Believe what she has told you. ♦ Tell her it is not her fault. ♦ Tell her you are sorry about what happened, and... ♦ Tell her you will do your best to support her. (Do not promise her anything you cannot do.) It is important that you react with sensitivity. In most cases, this is a very frightening thing to tell an adult.

WHO REPORTS: REPORTS TO: GIRL

LEADER OR CO-LEADER

LEADER / CO-LEADER / ADULT VOLUNTEER

CALL GSWNY CEO 1-888-837-6410

If this is a situation between a Girl Scout and an adult volunteer or girl to girl

situation at a Girl Scout activity/event, call the Chief Executive Officer at 1-888-837-6410 who will direct you to the next step.

Do not give any written or verbal statements or information to news media or others. Refer them to the council’s spokesperson, Senior Vice President of Communications. If not available, contact Chief Executive Officer.

Health and Wellness

Girl Scouts Western New York, Inc.


www.gswny.org Summary of Mutual of Omaha Accident Insurance Plans

Basic Plan Plan 1 This plan provides basic insurance protection for every registered girl and adult member of the Girl Scouts of the USA. Upon registration and payment of dues, new members are covered by this insurance. The coverage is for any approved, supervised Girl Scout Activity lasting two consecutive nights or less (three nights when one of the nights is a federal holiday).This coverage is also for travel DIRECTLY TO and FROM the covered activity. Plan 2 This plan provides MEMBERS accident insurance protection for any activity/event lasting more than two nights (three nights when one of the nights is an official federal holiday). It covers NON-MEMBERS as participants regardless of the length of the activity. In order to receive coverage, non-members must be old enough to participate in the activity…5 years of age or in Kindergarten. The cost is calculated at a rate of $0.11/person/day. Example: You are taking 10 non- Girl Scouts camping with you for the weekend. The day of departure and the day of return are considered full days when figuring the fee due. Therefore: 10 people x 3 days x $.011 = $3.30 Plan 3E (coordinates with any family health plan) This plan provides accident and sickness coverage for any participant, MEMBER or NON-MEMBER while participating in any approved, supervised Girl Scout activity lasting longer than two consecutive nights. This coverage is also for travel DIRECTLY TO and FROM the covered activity. The cost is calculated at a rate of $0.29/person/day. This insurance is ideal if your troop is going to Washington, DC or Boston, etc. Plan 3P (primary coverage) This plan provides accident and sickness coverage for any participant, MEMBER or NON-MEMBER while participating in any approved, supervised Girl Scout activity lasting longer than two consecutive nights. This coverage is also for travel DIRECTLY TO and FROM the covered activity. The cost is calculated at a rate of $0.70/person/day. This plan provides accident and sickness coverage for any participant, MEMBER or NON-MEMBER while participating in any approved, supervised Girl Scout activity lasting longer than two consecutive nights. This coverage is also for travel DIRECTLY TO and FROM the covered activity. The cost is calculated at a rate of $0.67/person/day.


Health and Wellness

Plan 3PI This plan provides primary accident and sickness coverage for any participant, MEMBER or NON-MEMBER while participating in any approved, supervised Girl Scout activity lasting longer than two consecutive nights, AND a travel assistance services “safety net” feature. Should a medical or other emergency occur while abroad, the council or group leader is a free telephone call away from mobilizing AXA Assistance resources to provide hands-on assistance. This coverage is also for travel DIRECTLY TO and FROM the covered activity. This plan is designed for groups involved in international travel. The cost is calculated at a rate of $1.17/person/day. Council Procedure The troop leader completes an Enrollment Form for optional insurance and sends it to the Service Center, 3332 Walden Ave. Suite 106, Depew, NY 14043 along with a check or money order (made out to Mutual of Omaha) for the premium as computed on the Enrollment Form no later than two weeks before the event. More than one event may be listed on the Enrollment Form. Liability Insurance When transporting Girl Scouts or non-Girl Scouts to an approved, supervised Girl Scout Activity, the insurance carried by the owner of the vehicle is the primary applicable insurance (New York State Law). When leasing or renting vehicles, check with the Service Center to ensure adequate coverage. (See Safety Wise; Planning Trips with Girl Scouts). Emergency Telephone Number: In the event of a serious accident or illness, defined by NY State Code as, “Any event which results in a death, required resuscitation or admission to a hospital for more than 48 hours,” contact the Service Center at (888) 837-6410. After business hours, call the emergency number at (800) 882-9268 How to File a Claim Form: In the event that anyone is injured at an approved, supervised Girl Scout event, please use the following procedures:

• File a claim with your own insurance carrier. • File a claim using the Girl Scouts of the USA Claim Form from Mutual of Omaha. This form is

to be completed by the injured adult or the parent of the injured child with the aid of the Troop Leader. The Troop Leader retains the third copy; the top two are mailed to the Service Center for validating and forwarding to Mutual of Omaha.

• Due to HIPAA Privacy Legislation the Claimant Address section on the claim form must reflect the Claimant’s Home Address, not the Council or Resident Camp address or the address where the covered event was held.

*Please note: The reverse side of the top page of Claim Form is to be completed and signed by the attending physician. Permission and Health Forms Permission slips and Health Forms are a requirement. A sample health form is in the back of this section. These records must be maintained in accordance with New York State Department of Health regulations. Medical Log

A bound book must be purchased for this specific reason. A composition book works best. This bound book is to be used for both adult and camper medical issues. At the end of the service unit

camp-out, the medical log, all of the permission slips and all of the health cards need to be left given to the SUCO director. The forms need to be in an envelope, clearly marked with the service unit name and dates of the event. It is the responsibility of the SUCO director to deliver these forms to the nearest service center at the attention of the Camp Manager. These records will be stored in a secured area and all information will remain confidential. Medications Medications must be kept with the Service Unit Camp-Out Health Supervisor. Medications must be brought to camp in their original pharmacy bottle with dosage instructions intact. Epi Pens and inhalers may be kept with the campers if the camper brings a written statement from her physician stating she may self-administer the medication. This is a New York State Department of Health Regulation. All medication must be returned to the parent or the troop leader. If there is any left over medication is the responsibility of the SUCO Health Supervisor to properly dispose of the medication. Accidents In the case of an injury/accident, a Council accident report form needs to be completed. This needs to be returned to Janet DePetrillo, Camp Manager. Insurance Mutual of Omaha insurance forms should be on site. Non-Scout Insurance should be purchased for the service unit camp-out. See Volunteer Essentials for more information and instructions.

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