ACTIVITY COORDINATOR:
* Will compile and publish camp schedule, as directed by the Camp Committee. The schedule should include grace assignments, as each lodge will lead grace by rotation. Will ensure that copies of the schedule are posted in several areas of the camp, including on the front of each cabin (lodge).
* Will set up a white board or flip-chart in a central location for news bulletins at camp. This would include program changes & reminders.
* Maybe you want to produce, or have produced, a camp theme song?
* Perhaps you can get one of the Colonies to take everyone on a tour of the 40 acres of Camp McLean, as their contribution to the program. It could be a scavenger hunt or another game/activity.
CAMPFIRE CHIEFs:
* Will schedule the various acts submitted and "MC" the Saturday evening campfires. One song/skit & cheer from each Colony is usually enough.
* Dark is not necessary for Beavers.
CRESTS:
* Crest design to be chosen by February planning meeting. Cost of crest to be built into camp fee.
* One crest for each camper & staff member, including parking staff. Campers receive theirs only at the closing.
* Sell previous years' crests at camp for $1 each.
DEPUTY CAMP CHIEF:
Assists Chief as mutually agreed. Will remain ready to assume Camp Chief role as required.
DUTY ROSTER COORDINATOR:
* Will create a poster sized duty roster for display at camp. Include locations of supplies and tools.
* Each parent (leaders too) will print their name & Colony name beside a specific duty at a specific time.
* During the camp the coordinator will help Friday at the sign-in table, then monitor that the work is being done.
* Duties include sweeping, vacuuming, making coffee, set tables, clear & clean tables, set up dishwater, serving food, cleaning kitchen (dishes too) after each meal, washrooms, etc. Washroom duties should be noted as gender specific.
* Camp Committee members should sign up later on, if there are any duties left.
FIRST AID:
* HQ to be well marked & supplies to be well stocked.
* Physical Fitness Certificates are to be pre-sorted & readily available. Have some accident/incident forms handy too.
*Attendants to be identified (arm bands?) & someone should be available at all times.
FOOD ACQUISITION COORDINATOR:
* Purchases food stuffs and arranges delivery & storage.
* Works with Kitchen Staff & Kitchen Liaison.
KITCHEN STAFF:
* Order food and are in charge of all meal/snack related duties and labour.
* Remember to work your volunteer staff into the food budget.
* This crew can be made up of one of our B-P Guilds and/or Venturers & Rovers and/or some parents.
KITCHEN LIAISON:
* Handles communication between the Camp Committee and Kitchen Staff.
* Organizes as many lines as possible for food distribution at meal and snack times. More lines = less waiting.
* Coordinates feeding Night Security with Kitchen, since they miss regular meal-times.
* Enforces the "name tag gets you food" rule.
* Works with Duty Roster Coordinator to organize tables, signs, basins & efficient lines for dish washing.
* Ensures that supplies are purchased/provided: bleach, soap, TP, towels, etc.
* If 1 hour meal shifts are required, reverse the order for Saturday dinner & Sunday breakfast, to be fair. Certain activities may have to be in shifts too.
* There are guilds and other parties who can bring/create outdoor kitchens, if necessary.
* Milk is just too expensive to add into our budget. Campers can bring their own if they wish.
* Real juice must be made available, but at meal times only.
* Responsible for disposing of excess food after camp. Excess food, not sold cheap to campers, can be taken to food bank.
* Food & drink, in some form, should be available all day. "Keep them fed well = Keep them happy".
LOST AND FOUND:
* Large well marked box to be in area of Camp HQ.
* Lost & Found person will keep this box after camp and bring to subsequent Round-Tables.
NAME TAGS:
* Every Beaver & parent & all staff to be clearly identified. Name & Colony are the minimum amounts of information required.
* Name Tags for Everyone can be a Colony's activity contribution.
* Name tags can be used for meal station identification.
* Wrist bands are another tool (beyond name tags) to indicate order at meals and for activity rotations.
PARKING:
* If required, this job could be done by Scouts or Venturers.
PHOTOGRAPHER:
* Will take 100-200 photos during camp. Will ensure that the camp album is circulated at subsequent Round-Table meetings for pre-paid reprint orders.
* Previous years' albums should be on display all during the camp.
PUBLICITY & Public Relations:
* Submit information to the District Newsletter / Web Master and provide update notices to Colony Roundtable, ADC, DC, and to the Service Team.
* Phone the local newspapers 2 weeks prior to camp, and anything else you can think of.
* At camp, set up table to display Scouting information, posters, pamphlets & camp albums.
REGISTRAR:
* Will prepare registration packages to go out at February planning meeting. Packages should include Colony registration form, camp rules, kit list, committee job list (with phone numbers), camp map? Remember that illustrations (ie. logos) dress up your hand-outs, making them more likely to be read.
* Receives registration monies and physical fitness forms. Ensures that physical fitness forms are at camp, & filed for easy access, including proper documentation for Kitchen Staff, Security, and Parking Staff.
* Will ensure that there are 2 persons handling the sign-in on Friday evening of the camp (6-8pm). Poster at table should say "Sign In Here", as registration was complete back in April.
* Will ensure that all parents print their names and their Colony names on a square of the duty roster poster, as they arrive to camp and sign in. Camp Committee members should sign the duty roster later on, if there are any duties left.
* Name tags are issued as the campers sign in. Name tags are your meal tickets [NO TAG = NO FOOD].
* Ensures limit is set on number of campers allowed to register, if this is required.
* Refunds?.......see "TREASURER".
SCOUTS' OWN:
* Can be done any day, anytime, and for any length of time. It is a spiritual time, for reverence and reflection. 5 or 10 minutes is good. One story and one song can be quite enough. Remember that humour adds a lot.
* There should never be any reference to any specific religion ........unless you plan to mention them all.
SECRETARY:
* Will take minutes and attendance at all planning meetings and will provide copies to all Scouters at the following Round-Table, and to all those who attend the next camp planning meeting.
* Will contact all Colonies to remind them of the January meeting (1 week before).
* Will ongoingly update the Camp Committee job list with names and phone numbers, and distribute this list in the same manner. At the actual camp, this list should be posted on each cabin (coordinate with signage person).
* The Camp Committee job list should include the evaluation meeting time, date & location, welcoming parents to attend. It should also include the list of those parents (1 per Colony/lodge) who are committed to helping until the very end of clean-up on the last day. There will be one parent per Colony, or if the Colonies have been combined into lodges, one per lodge.
* The Secretary will send letters of thanks to any benefactors (before camp whenever possible).
* Will ensure that camp permit is applied for through the ADC.
* Do you want to provide campers with an evaluation form or maybe a suggestion box?
SECURITY:
* Night patrol 11pm-6am both nights. Interested Scouts, Venturers or Rovers can accumulate "service hours".
* Coordinate these off-schedule meals with the Kitchen Liaison.
SHIRT DESIGN:
* One interested Colony could take charge of silk screening the camp logo onto T-shirts, or pillow cases. Another option is sponge painting with fabric paint and templates. This could be their activity/craft contribution to the camp.
SIGNAGE:
* Signs needed: direction to the property, parking, Camp HQ, First Aid HQ, Camp Chief's quarters, out-of-bounds, smoking area, registration and "Sign in Here", etc.
* Will mount on cabin fronts: Cabin #s & Lodge name, individual Colony names, camp schedule, on-site rules & Camp Committee job list.
* Remember to bring banners & flags too.
TREASURER:
* A camp budget must be submitted to Langley Scouting Council at least one month before the actual camp. Remember to work your volunteer staff into the food budget.
* A financial report is to be turned in within 3 weeks after camp.
* All monies (including advances) shall be processed through the Council accounts via our Council Treasurer.
* Every camper pays the set fee. The only exceptions are hardship cases & staff without Beavers.
* All expense receipts should be turned in before or at the actual camp.
* All surplus monies, realized after the camp is financially closed, belong to Langley Scouting Council. Our Council is financially responsible whether we lose or make money.
* Any refund requests are decided upon by the Camp Committee at the evaluation meeting. Medical problems and extenuating circumstances are given priority. The only way to get a refund before this time is by selling spots to other Beavers and parents.