HEART OF VIRGINIA COUNCIL
HUGUENOT TRAIL DISTRICT
CUB SCOUT DAY CAMP
JUNE 19-23, 2017
2017 Cub Scout Day Camp
Pack Coordinator Guide
Camp Justis
3825 Little Fighting Creek Road
Powhatan, VA 2313
www.huguenottrail.org
Survivor!
HEART OF VIRGINIA COUNCIL
HUGUENOT TRAIL DISTRICT
2017 CUB SCOUT DAY CAMP
Camp Justis
Dear Pack Coordinators:
It is our pleasure to welcome you to the 2017 Huguenot Trail District Cub Scout Day Camp!
Inside you will find information about the Cub Scout Day Camp program. This packet will
serve as an introduction to those new to the program and a refresher for those who are Day
Camp veterans. PLEASE NOTE THAT THERE SHOULD BE NO INDIVIDUAL
REGISTRATIONS. ALL CAMPERS MUST BE REGISTERED BY THEIR PACK
COORDINATOR UNLESS THEY ARE THE ONLY CAMPERS FROM THEIR PACK THAT
ARE ATTENDING.
Our primary goals for the Day Camp experience are:

To make sure Scouts have fun—our most important objective!

To promote Scouting and the Scout spirit in all our activities.

To promote activities to emphasize the 12 points of the Scout law: A Scout is Trustworthy,
Loyal, Helpful, Friendly, Courteous, Kind, Obedient, Cheerful, Thrifty, Brave, Clean, and
Reverent.

To provide a theme that will serve as a binding thread for our program.

To provide a safe, educational and entertaining environment for Scouts and their parents.
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If you have any questions about this guide or Day Camp in general, please feel free to
contact any one of us.
Thank you for your support and dedication to our Cub Scout Day Camp. We know from
experience how much the boys enjoy themselves and appreciate your involvement.
Yours in Scouting,
Mandy Foster
Camp Director
434-569-5504 (cell)
[email protected]
Eric Johnson
Program Director
804-814-3175 (cell)
[email protected]
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Geoff Angle
Sr. District Executive
434-390-0466 (cell)
[email protected]
Table of Contents
Huguenot Trail Day Camp Calendar ................................................ 1
General Information: Huguenot Trail District Day Camp ............... 2
What is “Day Camp”? ............................................................................... 2
Purpose of Day Camp .............................................................................. 2
Who Can Attend Cub Scout Day Camp? .................................................. 2
National Standards for Cub Scout Day Camps ......................................... 2
Dates and Location .................................................................................. 3
Camp Fees............................................................................................... 3
Schedules ................................................................................................ 4
2017 Day Camp Theme: Survivor! ........................................................... 4
Program Tracks and Den Groups ............................................................. 4
Program Activities ............................................................................. 4
Advancement ........................................................................................... 4
Activity Stations ........................................................................................ 5
Archery............................................................................................................... 5
BBs .................................................................................................................... 5
Sports................................................................................................................. 5
Other Stations .................................................................................................... 5
Other Activities ......................................................................................... 5
Opening and Closing Ceremonies ..................................................................... 5
Lunchtime Programs .......................................................................................... 6
Archery & BBs Staging Activities........................................................................ 6
Friday Campfire.................................................................................................. 6
Camp Rules & Security Policies ...................................................... 6
Buddy System .......................................................................................... 6
Visitors and Strangers .............................................................................. 6
Early Checkout ......................................................................................... 6
“Orphaned” Campers ............................................................................... 7
Absent Campers....................................................................................... 7
Camp Operations .............................................................................. 7
Scout Buddy Campers............................... Error! Bookmark not defined.
Telephone ................................................................................................ 7
Parking ..................................................................................................... 7
Trading Post ............................................................................................. 7
Lost and Found Items ............................................................................... 7
Trash Pickup ............................................................................................ 7
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Emergency Procedures .................................................................... 8
Injury and Illness ...................................................................................... 8
Electrical Storm or Heavy Rain ................................................................. 8
Fire in Camp............................................................................................. 8
Intruder in Camp....................................................................................... 8
Lost Camper or the “Compass Plan” ........................................................ 8
Evacuation Procedures ............................................................................ 9
Pack Day Camp Coordinator .......................................................... 10
One Required for Each Pack .................................................................. 10
Pack Day Camp Coordinator Training .................................................... 10
Pack Roster and Registration Form ........................................................ 10
Designating Chaperones and Staff. ........................................................ 10
Registration and Payment of Fees ......................................................... 10
Training Dates ........................................................................................ 12
Tour Permits ........................................................................................... 11
Chaperones and Staff ..................................................................... 11
One Chaperone for Every Five Scouts Daily .......................................... 11
One Full-Time Staff for Every Ten Scouts .............................................. 11
Chaperone & Staff Training .................................................................... 11
Chaperones............................................................................................ 12
Adult Staff............................................................................................... 13
Youth Staff ............................................................................................. 13
Youth Helpers ........................................................................................ 13
Check-in and Check-out ......................................................................... 13
Uniform................................................................................................... 13
Lunch ..................................................................................................... 14
Medication .............................................................................................. 14
Parent Requirements ............................................................................. 14
What to Bring ......................................................................................... 15
Prohibited Items & Activities ................................................................... 15
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Huguenot Trail Day Camp Calendar
April 7, 2017, Friday 5:00 PM
Pack Day Camp Coordinators Information
Delivery via email
Day Camp Coordinators should be registered by
April 28th with [email protected]
May 15, 2017, Monday, 5:00 PM
Pack Registration Packets due in Council
Office to receive $85 price (if mailing,
postmark by May 11th)
June 18, 2017, Sunday
Deadline to complete Chaperone Training*
(information will be sent via email)
June 18, 2017, Sunday, 2:00 PM
Day Camp Training (staff & volunteers)
June 18, 2017, Sunday, 2-4 PM
Early Check-in available in Camp Justis
parking lot
June 19-23, 2014, 8:00 AM – 4:00 PM
Day Camp Hours
June 20, 2014, Friday, 3:00 PM
Campfire Program (families welcome)
* All chaperones will need to complete all of the training materials that will be
posted on the Day Camp website. More information will be sent out via email
after June 1st.
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General Information: Huguenot Trail District Day Camp
Please read the information in this packet thoroughly.
What is “Day Camp”?
Cub Scout Day Camp is often called “the camp that comes to the boy.” Day Camp is an organized
five-day program for Cub Scouts (Tigers, Wolfs, and Bears) and Webelos Scouts under certified
leadership, at an approved site, during daylight hours. A high-quality program, brought to you by
many dedicated volunteers, is offered at a reasonable cost! Day Camps are conducted in
accordance with established standards as given in the National Standards for Cub Scout Day
Camps.
Purpose of Day Camp
We like to say that Day Camp is “an adventure with a purpose.” There are several purposes of the
Day Camp program which include:
 Having Fun!
 Providing a continuation of the Cub Scout program through the summer.
 Having Fun!
 Helping the boys maintain their interest and needs.
 Having Fun!
 Giving the pack an opportunity to meet a requirement of the Summertime Pack Award.
 Having Fun!
 Assisting in the recruiting and training of present and future Cub Scout leadership.
 Having Fun!
 Strengthening den and pack organizations for a better year-round program.
 Having Fun!
 Aiding in the progress from Cub Scouts to Boy Scouts.
 Having fun!
Who Can Attend Cub Scout Day Camp?
Cub Scout Day Camp is a unique program; it is usually the first major activity for Scouts after
graduation from their previous rank. At Day Camp, boys begin to work toward their next rank in the
Cub Scout program and we use the same ranks to identify age groups as your home pack:


Cub Scout is for boys who have completed kindergarten, first or second grade or are seven,
eight or nine years old (Tigers, Wolves, or Bears)
Webelos Scout is for boys who have completed third or fourth grade or are ten years old
The decision on proper placement of the Scouts is between the parent and the Camp Director. It is
encouraged to place the Scout where he can benefit the most.
National Standards for Cub Scout Day Camps
The Boy Scouts of America take great pride in assuring that all of its day camps meet the
requirements for accreditation. The National Standards are established to:
 Ensure the health, safety, and well-being of every camper, leader, visitor, and staff member
while on camp property.

Ensure that the council takes pride in the high quality of its Day Camp, including the program,
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staff, facilities, and equipment. Regardless of the location of Day Camp, the local council is
responsible for ensuring that the facilities meet these standards. During Day Camp operation,
the accreditation team appraises the camp by:
 Touring the facilities
 Observing the use of equipment, methods of instruction, use of personnel, and any obvious
indication of Scouting ideas in action.
 Preparing a final analysis and rating for the camp, including recommendations and
comments and reporting such to the local BSA Council.
Packs should provide at least one chaperone for every five boys coming to camp and at
least one staff member (14 years old or older) for every ten boys coming to camp. This is
covered in detail in the ‘Pack Coordinator’ section of this document.
The Camp Director, Program Director, and Camp Advisor are required to be certified by the BSA
National Camp School where they are trained to meet the National Standards for Cub Scout Day
Camp.
Dates and Location
The 2017 Huguenot Trail District Day Camp will be held Monday through Friday, June 19-23, 2017, from 8:00-4:00
each day at Camp Justis in Powhatan Court House. (3825 Little Fighting Creek Road Powhatan, VA 23139)
Camp Fees
Each Tiger, Wolf, Bear, Webelos, or Arrow of Light Scout attending camp is charged a fee of $85.
This fee includes five days of program activities, a camp T-shirt, a water bottle and a patch.
The daily rate for those cub Scouts that are unable to attend the entire week is $20 per day. This fee
includes one day of program activities, a camp T-shirt, a water bottle and a patch.
All fees are due with completed registration through doubleknot or delivered to the Council office by
May 15, 2017 at 5:00 pm. Completed registration is as follows:
Tiger Scouts (and their adult partners), Cub Scouts, Webelos Scouts:
 a completed registration form,
 a medical form Health History (parts A & B with copy of insurance card),
 camper fee paid
 Youth Protection Certification for Tiger Cub adult partners
Chaperones & Staff
 a completed registration form,
 a medical form Health History (parts A & B with copy of insurance card),
 Youth Protection certification
 Training completed
The Council office is located at 4015 Fitzhugh Avenue in Richmond and is open Monday through
Friday 9:00 AM – 5:30 PM and Saturday from 9:00 AM – 12:00 NOON. Scouts may register after the
deadline, but a $25 per week or $5 per day late fee will be applied, bringing total fees to $110 per
week or $25 per day.
ALL FEES ARE TRANSFERRABLE, BUT NOT REFUNDABLE.
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Schedules
The daily schedule for the week will be available no later than Sunday, June 18, 2017. You will want
to be at camp by 7:45 AM each day to sign in before the Opening Flag Raising Ceremony that
promptly starts at 8:00 AM each day. Administration will open check-in at 2:00 PM on Sunday, June
18th again at 7:30 AM on Monday. The program provides one hour for lunch. The Closing Flag
Ceremony begins at 3:45 PM. Camp closes at 4:00 PM. ANY PARENT, OR GUARDIAN, WISHING
TO PICK UP THEIR SON EARLY FROM CAMP MUST FIRST REGISTER AT THE
ADMINISTRATION TENT IN THE PARKING LOT.
2017 Camp Theme: “Survivor”
Each year the Heart of Virginia Council’s Day Camp Committee selects a new theme for all district
day camps. This year’s theme is “Survivor”. In addition to day camp traditions of archery, BBs, and
sports, our program areas will be filled with hands on activities following our theme.This theme will be
interpreted as the Program Committee deems fit with the Aims of Cub Scouting. Expect it to be
creative!
Program Tracks and Den Groups
To provide age-appropriate activities for our participants, we split our program into two separate
tracks: one for Cub Scouts (Tiger, Wolf, and Bear) and one for Webelos Scouts (Webelos & Arrow of
Light). Each track is designed to provide age appropriate activities and can provide the boys with
opportunities to complete achievements and electives necessary for rank advancement.
We further divide the Scouts in each track, Cubs or Webelos, into den groups. The den group is the
group that a Scout will travel with from station to station each day. We do our best to place Cubs from
the same pack in the same den group and Webelos from the same pack in the same den group. Cubs
and Webelos from the same pack will be in separate den groups due to the nature of the separate
programs for those levels.
The stations are where the activities take place. Each station program is 40–50 minutes long with 5–
10 minutes set aside for traveling between stations.
Program Activities
Advancement
Advancement is NOT the purpose of our Day Camp. The Huguenot Trail District’s Day Camp program
contains a well-balanced variety of activities that may contribute to a boy's achievements or electives
for their Cub Scout, Webelos, or Arrow of Light ranks. After Day Camp, every effort will be made to
notify each pack coordinator with a worksheet compilation of activities completed at each station on
each day. Parents and den leaders can use this guide as a reminder to determine if each Scout had
“done his best” and completed the requirements to have the work signed off in his book. This same
worksheet will be posted on the district website, www.huguenottrail.org.
Note: The Huguenot Trail Day Camp is under no obligation to provide activities at Day Camp required
for any Cub Scout Advancement nor is the camp required to provide notification of such
advancement. Pack leadership should keep track of activities themselves to obtain a complete
list of earned advancements for their Scouts.
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Activity Stations
For safety reasons, only Scout campers are allowed to participate in our Archery and BBs
programs.
Archery
Our Scout campers are provided with time for archery instruction and bow shooting opportunities.
We maintain our range for both Cub Scouts and Webelos that strictly follows the BSA guidelines
for safety and maintenance. Leaders certified by the BSA in Range Supervision oversee the
archery range. Our archery program is designed to allow each Scout to earn the Archery Sports
patch for their rank.
BBs
Our Scout campers are provided with time for BB instruction and shooting opportunities. We
maintain our range for both Cub Scouts and Webelos that strictly follows the BSA guidelines for
safety and maintenance. Leaders certified by the BSA in Range Supervision oversee the BB
range. Our BB program is designed to allow each Scout to earn the BBs patch for their rank.
Sports
The Cub Scout program puts a lot of emphasis on sports and physical fitness. At Day Camp we
make sure that sports are part of each day’s activities. Emphasis is placed on both individual and
team sports and is structured so every Scout has the maximum opportunity to participate.
Fishing
One of the reasons we chose to conduct Day Camp at this location is because there is a lake
containing fish on the premises. Each boy may have the opportunity to fish during the week.
Please note that we will be using a “catch-and-release” policy. Also, while we encourage adults to
assist the boys with their fishing, we request that the adults refrain from fishing…this is a time for
the boys to learn and experience fishing.
Other Stations
The remaining stations will concentrate on various skills and fun activities like crafts, Scout skills,
and theme oriented ideas. We make sure that the emphasis is placed on the Cub Scout Motto,
“Do Your Best”, so that all the boys can participate.
Other Activities
Opening and Closing Ceremonies
Every morning we will begin our day of activities at the amphitheater with a special flag raising
ceremony. We will also talk about where we are on our expedition and what to expect for the day.
Likewise, our day finishes with a discussion of the day’s events and what we have accomplished.
We then lower the flag to close camp for the day.
One of the goals of Scouting is to encourage good citizenship. Day Camp provides excellent
opportunities for this during our daily opening and closing exercises. Our goal is to teach proper
respect and etiquette for the flag of the United States of America. We ask that EVERYONE
within sight of the flagpole in camp stop what they are doing and face the flag during
opening and closing exercises. This includes ALL staff, Scouts, and parents. We ask you
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to support our efforts by standing still and facing the flag during this time and remain that way until
the flag ceremony is complete.
Lunchtime Programs
In the middle of each day of camp we set aside an hour for lunch and “quiet time.” This is time set
aside for the Scouts to eat and rest. We understand that keeping boys of this age group sitting still
is a difficult task, but it is a National Standards Requirement to provide this time as per OSHA
standards and BSA regulations. We ask that pack leadership help us adhere to this requirement
for the safety of the Scouts. Letter writing, reading, board games, cards, or just loafing are some
of the inactive things boys can do while “resting” after lunch.
Friday Campfire
We invite all families to come and join us for our closing campfire on Friday starting at 3:00 PM.
The campfire will include songs, skits, and special recognitions.
Camp Rules & Security Policies
Buddy System
Day Camp runs on the buddy system. At the beginning of each day, before the den moves to their first
program station, the chaperones must ensure that every Scout camper is paired with a buddy. Where
it is necessary, three Scouts may be grouped together as buddies. Each Scout should know where his
buddy is at all times and should not leave his buddy for any reason. This includes traveling to the
restrooms, trading post, lunchtime, and program activities. Chaperones and staff should immediately
question any Scout found by himself to ask where his buddy is and stay with the Scout until the buddy
is found.
Visitors and Strangers
ALL VISITORS MUST FIRST REGISTER AT THE ADMINISTRATION TENT IN THE PARKING
LOT.
Huguenot Trail District’s Day Camp is held at a private camp facility. No one without a daily wrist band
should be on the property. Staff and chaperones are encouraged to be aware of the environment and
to report, to the camp administration, any suspicious person or activity they observe. In a youth camp
environment, it is always better to err on the side of caution.
Early Checkout
ANY PARENT OR GUARDIAN WISHING TO PICK UP THEIR SON EARLY FROM CAMP
MUST FIRST REGISTER AT THE ADMINISTRATION TENT IN THE PARKING LOT where
he or she will need to present proper identification and be confirmed as a person allowed to pick up
the camper. They will then be directed to the station where the boy’s den is currently located and
presented to the den leader. Den leaders will not release any child to an adult who does not have
prior written permission the pick up the camper. Den leaders may contact the Administration staff for
confirmation if they are unsure of the validity of any adult. If someone other than the parent will
be coming to pick up the child, a permission slip needs to be on file in the camp office
prior to pick up.
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“Orphaned” Campers
Each pack must have an adult chaperone stay until all of their boys have been picked up. Do
not leave your Scouts under the supervision of another parent in your den group. A staff member will
remain to provide two-deep leadership. If a Scout is still remaining 15 minutes after the designated
checkout time, the chaperone should notify the camp administration so that contact with parents,
guardians, or other emergency contacts can be attempted.
Absent Campers
It is the policy of the BSA that all registered campers must be accounted for during all camp hours. If a
registered camper is absent, the camp administration will attempt to call parents or guardians at home
to ensure that they are aware that the Scout is not at camp. If a parent or guardian knows that their
son(s) will not be able to attend on a particular day, it would assist the staff greatly if they would notify
their Pack’s Day Camp Coordinator or the camp directors directly.
Camp Operations
Telephone
The Camp Director and First Aid Officer have access to cell phones in the Administration area which
may be used in emergencies. They are not to be used for personal calls.
Parking
All vehicles must park in the designated parking lot. All campers, chaperones, staff, and parents must
walk into camp after checking in with their Camp Den Leader or the staff member working at the
administration tent.
Trading Post
The camp maintains a trading post to allow Scouts and parents to purchase craft items, snacks,
drinks, apparel, patches, and theme items. The trading post is open from 8:15 AM until 3:45 PM, and
Scouts may visit it with permission of their den leader and in the company of their designated buddy.
Parents should decide with the boys ahead of time how much money is appropriate to spend. The
trading post will be open 15 minutes after camp closing on Friday to allow parents to purchase items
themselves. The trading post accepts cash only.
Lost and Found Items
A “Lost and Found” box is kept in the Administration area for items that are discovered at program
stations or elsewhere on the camp grounds. Administration staff will make every effort to return items
to the proper Scout. Labeling items with the Scout’s name, pack number, and den group name will
assist in the rapid return of missing items. Unlabeled or unidentifiable items will be kept in
Administration and Scouts or their parents may go through it at any time. Items not retrieved at the
end of the week will be kept and made available at the September District Roundtable meeting after
which they will be discarded.
Trash Pickup
We are extremely fortunate to have Camp Justis made available to us again this year for our day
camp and we want to do whatever we can to assist them in the upkeep of the property. Each den is
given a trash bag in their Chaperone Bag each morning and the Scouts are encouraged to not only
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put their trash in these bags but also actively look for trash anywhere it can be found. We want to
leave the property better than we found it, and this is also a great way to demonstrate to our Scouts
the importance of keeping our community clean.
Emergency Procedures
The Camp Director should be notified of ANY CAMP EMERGENCY. She, or her
designee, will take any necessary steps to handle the emergency including making
any appropriate phone calls.
Injury and Illness
The first aid station for the camp will be located near the Administration area. A list of all first aid
certified individuals in the camp will be kept at the first aid station. At no time will the First Aid
Manager leave camp without first securing a replacement with the skills required by the BSA National
Standards. In the event of an injury or illness the Station Leader will immediately notify the Camp
Director or First Aid Manager by radio.
ALL INJURIES MUST BE REPORTED REGARDLESS OF THE SEVERITY!
THERE IS NO EXCEPTION TO THIS RULE.
In the event a Camper must be transported to a hospital or other facility, camp personnel will notify
the parents. Camp will have a vehicle in Camp at all times for Emergency Transportation, as required
by BSA National Standards.
Electrical Storm or Heavy Rain
Camp activities will continue to take place even in light or moderate rain. In case of heavy rain or
electrical storms the dens will move to shelters based on the emergency plan that will be in the staff
manual and in the chaperone notebook in each den group.
Fire in Camp
Fire is a real possibility during this time of the summer. All permitted fires will be in designated areas
only, and all usual and customary fire safety precautions and rules will be followed.
In the event of an uncontrolled fire, campers will be evacuated to a safe location and the emergency
plan procedures in the staff manual and in the chaperone notebook in each den group will be
followed.
Intruder in Camp
Our camp is held on private property but is within walking distance of a neighborhood. Each staff
member and chaperone is asked to err on the side of caution and report any suspicious person and/or
activity to the Station Leader or other Camp Staff member. The camp has staff dedicated to
investigating suspicious activity and will follow-up on any reports. If required, staff has
communications pre-arranged with local authorities. To assist staff, visitors are reminded that they
must register at the Administration tent in the parking lot before entering camp program areas.
Lost Camper or the “Compass Plan”
While every precaution is made and many procedures are put in place, it remains a possibility that
Scouts will get lost or separated from their group. The Huguenot Trail Day camp has a plan designed
to quickly locate the missing Scout and return him to his proper den location. It also includes
escalation steps to follow if a Scout continues to remain lost. This plan is located in the staff manual
and in the chaperone notebook in each den group.
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Evacuation Procedures

In the event an evacuation is required, the Camp Director will make the decision to
evacuate and camp staff will contact pack coordinators to inform parents of the
evacuation and to implement the pack plan for getting Scouts home.
 EACH PACK SHOULD HAVE
o A PHONE TREE IN PLACE!
o A TRANSPORTATION PLAN IN PLACE (should camp close early)




Campers and Chaperones will remain in camp until they are dismissed by the Camp
Director. Check out is still required.
Camp Staff will remain in camp until they are dismissed by the Camp Director. Check out
is still required.
The on-site evacuation plan routes everyone to the Dining Hall, Craft Hut, or other
location based upon the particular emergency. In the event of an emergency, dismissal
from camp will occur from the emergency shelters.
The Camp Director, or her designee, will make any appropriate phone calls and may
regulate the use of cell phones during an emergency for the safety of all involved.
Pond
Climbing Tower
Climbing Office
Porta John
Zip Wire Take Off
To Parking Lot
Camp Justis
Repelling Tower
Volleyball
Lower Camp Trail
Managed By BSA Troop 800
Tomahawk Range
Archery Range
Fire
Ring
Water Tank
Stage
Flag Pole
Upper Camp Trail
Panther
Wash Sta.
Water Drain Valve
Visitors
Water Pump
Eagle
Pole Shed
Water Tank
Storage Trailer
Viking
Porta John
Raven
Visitors
Ruitan Shed
Emergency
Shelters
Porta John
Main Camp Road
Office Trailer
Fuel Tank
Porta John
B B Range
Rifle Range
Wood
Shed
Pavilion
Porta John
Propane
Tanks
Generator Room
Propane Storage
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Elec. Box
Maintenance Shop
Pack Day Camp Coordinator
One Required for Each Pack
Each pack sending Scouts to day camp needs to designate one person to act as their Pack Day
Camp Coordinator. The Pack Day Camp Coordinator is our contact point with your pack.
The Pack Day Camp Coordinator is responsible for creating the roster of Scouts attending,
collecting the fees, and registering the pack at the Council office. The Pack Day Camp
Coordinator also ensures that the pack has the suggested number of staff (1 for every 10 Scouts) and
chaperones (1 for every 5 Scouts) at camp each day. Coordinators from each pack need to be
chosen and should be registered by April 28, 2017 to ensure proper delivery of
important information. Packs should register their Pack Day Camp Coordinators (name, email,
phone, pack number) with the camp director via email at [email protected].
Pack Day Camp Coordinator Information
Coordination of Day Camp registration is not a trivial matter; there are a myriad of details that must
be completed properly in order for a pack to register. Important information for Pack Day Camp
Coordinator that is designed to ensure that each pack has the tools they need to successfully register
on time will be distributed on or before April 6, 2017. It is imperative that packs have registered their
Pack Day Camp Coordinators (name, email, phone, pack number) with the camp director via email at
[email protected].
Pack Roster and Registration Form
The Pack Day Camp Coordinator should distribute the Scout Registration and Agreement Forms and
the Health Forms to all Scouts in the pack and collect completed forms from those Scouts who will be
attending camp.
A Pack Roster and Registration Form should then be used to record the names of Cub Scout and
Webelos Scout groups attending. The form is designed to record Tigers, Cubs, and Webelos groups
separately to ensure proper chaperone coverage. Please list each group on the appropriate form and
attach the corresponding forms behind the group sheet. Multiple forms may be used to record all
Scouts.
There will also be a cover checklist to ensure all steps have been completed before turning in the
registrations to the council office. ALL FORMS must be turned in by the deadline to ensure proper
registration.
Registration and Payment of Fees
The Day Camp Coordinator will need to collect the individual registration fees, Scout
registration forms, chaperone registration forms, and medical forms, and turn them in with
their pack registration form(s) at the Heart of Virginia Council office or at the pack check-in
scheduled for Sunday, June 18, 2017 at 2 pm. Registrations without payment or all proper forms
(registration forms, medical forms for each Scout, staffer, and chaperones) will not be considered fully
registered. Packs registering after May 15, 2017 will have to pay a $25 per Scout late charge for the
week or $5 per day.
The Council Office is open Monday through Friday, 9:00 AM to 5:30 PM and on Saturday from 9:00 AM
until 12:00 NOON. Council office is located at 4015 Fitzhugh Avenue in Richmond near the intersection
of Broad Street and Westwood Avenue. Payment may be made in person at the Council Office or via
doubleknot. Please note that doubleknot registrations will not be considered complete until all forms
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have been turned in. Please keep copies of all paperwork submitted and of all receipts received.
Designating Chaperones and Staff
Day Camp standards require that appropriate staff and chaperone numbers be maintained during the
camp program. The Pack Day Camp Coordinator is responsible for ensuring that the pack has one
chaperone for every five Scouts attending camp each day. The pack registration form includes
spaces next to each group of five Scouts to list the responsible chaperone for each day. The
chaperone to Scout ratio is for each Cubs den group and Webelos den group (e.g., 2 chaperones
should be provided for a pack with 3 Cubs and 2 Webelos, 1 per den group.) Tiger Cubs must have
their Adult Partners as their chaperones, but those adult partners can chaperone 4 other Cub Scouts
(since Tigers, Wolves, and Bears are all in the same den groups).
It is requested that the Day Camp Coordinator also designate one full-time staff person for every
ten Scouts attending camp. This is a person who commits to working at camp all five days. This is
in addition to the chaperone requirement and chaperones that attend all five days do not fulfill this
obligation. There are four spaces on the pack registration form to list staff members, though staff
registration should be processed ahead of time. In order to have sufficient staff on hand (aged 14
years or older), the camp requests that each pack attending camp provide at least one staff member
(preferably one for every ten boys from the pack who will be attending camp).
Tour Permits
Packs are not be required to submit Tour Plans in order to attend day camp, but pack coordinators
should be aware of and have the information of all drivers if their pack is carpooling. This information
will be kept by the packs themselves and does not need to be turned in to the camp administration.
Chaperones and Staff
One Chaperone for Every Five Scouts Per Den Level (Cubs, Webelos)
Daily
One Full-Time Staff for Every Ten Scouts
The success of our camp is directly related to the commitment of our full time staff and the
chaperones that help our Scouts have the best program available. A good camp leader possesses
certain qualities:
Maturity
Imagination
Patience
Agreeable Personality
Adaptability
Competence
Commitment
Understanding
Sense of Humor
Tact
Good Appearance
Compassion
Loyalty
Sense of Responsibility
Positive Attitude
Chaperone & Staff Training
Mandatory training for chaperones and staff will be provided to ensure that everyone fully
understands their roles, their responsibilities, and the goals of day camp. Training information will be
posted on the district website, www.huguenottrail.org. Trained chaperones who attend the whole
week of camp will be provided with an official camp T-shirt free-of-charge. All chaperones need to
complete training, regardless of how many days they will be attending camp.
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Day Camp & Youth Protection Training Information
Chaperone & staff (youth & adult, part-time & full-time) training is mandatory. Training will be provided
electronically, and information will be distributed after June 1st. There will be two parts to training this
year. One part will be the camp-specific training, and the other part is the Youth Protection course
found at www.myScouting.org. (You do not need to have a BSA Identification Number to take the
online portion, but you will need to print the certificate at the end of the session.) All
chaperones and staff must provide copies of their Youth Protection training certificates to the
camp administration prior to the start of camp (June 19th).
Chaperones
Chaperones are adults age 21 or older, usually parents of an attending Scout that volunteer for one or
more days to help supervise the Scouts in a particular den group. All chaperones assigned to a den
work together to manage all the Scouts in the den…not just the Scouts from their pack.
A “den leader” will be assigned to each den group. The den leader will be responsible for the
notebook that holds the attendance sheet and program information, as well as reviewing the “rules of
the road” before the day gets underway.
Chaperones are responsible to camp administration and have the following responsibilities:
 Take attendance each morning before leaving for the first station. A camp “runner” will pick up
your attendance sheets during the first station.
 Go over your den’s daily schedule with the Scouts at the beginning of each day.
 Ensure each Scout has a “buddy” and that no Scout ever goes off alone. This includes trips to the
bathroom, visits to the trading post, and traveling between stations.
 Conduct a head count at arrival and departure from each station.
 Escort the den from station to station. The chaperones should encourage singing, cheers, games,
and any other activities to keep the Scouts enthusiastic throughout the day.
 Assist the station managers with the program activities so the boys can make the best of the
opportunities available.
 Always watch out for camper safety. Help prevent dangerous activities like rock and stick
throwing, walking with bare feet, and running through camp.
 Heat related injuries are our number one cause of First Aid visits. Please ensure that everyone in
your den (adults included) is drinking lots of water.
 If medical assistance is required, escort the camper and his buddy to the First Aid Station. That
way, when released, the Scout & his buddy can escort each other back to the activity station.
 Maintain crowd control in the den. Use the Scout Sign and do not yell at or touch the Scouts.
Report any problems to the Camp Director.
 Ensure that the parents or guardians sign out their Scouts at the end of the day. When all Scouts
are signed out, return the attendance sheet to the Administration area.
 Keep smiling and HAVE FUN!
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Adult Staff
Adult staff personnel are those persons aged 18 and over who volunteer to help with the camp
administration and/or program execution. Adult staff usually commits to help during all five days of
camp and fill positions such as station leaders, assistants, medical personnel, administration, etc.
Youth Staff
Youth staff personnel are Boy Scouts or Venturers aged 14–17. This staff group also helps with the
camp administration and/or program execution but cannot be in a position to solely supervise Scout
campers. Youth staff usually work as assistants to station managers.
Youth Helpers
Youth helpers are Boy Scouts aged 11–13. These youth are only able to help if a parent or a troop
leader is able to supervise them on site. Youth helpers usually work as quartermaster staff, or with
Camp Director Approval, as a helper or runner for station managers. They, like youth Staff, cannot be
in a position to solely supervise Scout campers.
Scout Campers and Parents
Check-in and Check-out
A Sunday afternoon pack check-in will be provided this year in the parking lot at Camp Justis from 2-4
pm. This will allow for a smoother morning on Monday since paperwork and tee-shirts will already be
in their proper hands.
Check-in each morning is at 7:45 AM. Parents/guardians must escort their Scouts to their proper den
group and sign them in with the den leader. If a den leader is not yet present, you must wait until one
arrives.
Check-in begins at 7:30 AM on Monday morning to allow Scouts extra time to find their den group and
change into the camp T-shirt if not already checked in on Sunday afternoon.
Each Scout and leader will receive a colored wristband to ensure easy identification of those who are
permitted to be on camp grounds. It is expected that these wristbands will be worn all day, each day.
The colors will change daily. Lost or damaged wristbands will be replaced by the camp administration
upon request.
These same procedures apply to “Scout Buddy campers”.
Check-out each evening is at 4:00 PM. Only approved parents/guardians will be permitted to sign out
their Scout with the den leader. Parents should wait until the closing ceremony is completed before
signing out their Scouts. Each Pack must have an adult chaperone stay until all of their boys
have been picked up. Do not leave your Scouts under the supervision of another pack in your den
group. A staff member will remain to provide two-deep leadership.
Uniform
The official day camp uniform consists of the camp T-shirt (handed out Sunday afternoon or on the
first day of camp), shorts, hat or visor, socks, and closed-toe shoes (no sandals or
“crocks”)…sneakers are preferred. The camp T-shirt must be worn every day and at all times while
the Scout is in camp. The distinctive shirt aids the staff in identifying campers. We understand that this
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may entail washing the shirt nightly but it is extremely important that it be worn.
Please remember to label all belongings brought to camp with name and Pack number to
assist us in returning any lost items.
Lunch
There are no dining hall facilities at camp. Scout campers, chaperones, and staff members must bring
their own sack lunch each day to camp, including a drink. Please send lunches that are completely
disposable and do not need to be heated. Exercise caution when preparing these lunches as salad
dressings, mayonnaise, and certain kinds of meat will spoil in warm humid conditions.
Campers may bring individual coolers or packs may decide to bring large coolers for their entire
group.
Packs may also want to supply a wagon for the week to transport items from station to station.
Water is provided at stations throughout camp all day long and Scouts are encouraged to drink lots
and lots of water.
Medication
All medications (with the exception of inhalers, diabetes kits, and emergency epinephrine kits) must
be turned over to the camp’s First Aid Officer for distribution during the day. Each medication must be
in the original prescription bottle with only enough medication for the week, clearly labeled with the
Scout’s name, dosage, and specific time(s) medication should be taken. Medications that need to be
distributed at camp should also be clearly noted on the Scout’s Health History (Medical Form parts A
& B) that is turned in with their registration.
Scouts requiring medication should notify their den leader and be escorted to and from the First Aid
Station at the appropriate time. A schedule for medication of every camper will be kept by the First Aid
Officer to ensure proper dispensing.
THE FIRST AID OFFICER MAY NOT ADMINISTER MEDICATIONS OF ANY KIND UNLESS
SUPPLIED BY THE FAMILY AND PRESCRIBED IN THE CAMPER’S NAME, WITH WRITTEN
DIRECTIONS FROM A PHYSICIAN.
Parent Requirements
Day Camp cannot run without dedicated volunteers. In order to make the Day Camp experience a fun
and safe one for every boy, each parent is asked to chaperone for one day during the week OR
volunteer as a full-time staff person for the entire week. The ratios that should be maintained for
safety are 5-to-1 Scout-to-chaperone within each den group and 10-to-1 Scout-to-staff within the
camp. Please contact your pack’s Pack Day Camp Coordinator for chaperone scheduling.
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What to Bring
Each day campers should bring:
 Camp uniform (see above)
 Hat/Cap—for protection from the sun
 Water bottle—you will be able to refill
 Sack lunch with a drink (see above)
 Sunscreen
 Insect repellent
 Small Backpack or fanny pack to carry lunch/supplies
 Small Towel to sit on
 Poncho, in case of rain
 Chaperones will want to bring a tarp to lay down for all the boys to sit on for lunch
 Chaperones may wish to bring an easily transportable camp chair (optional)
 Chaperones may wish to bring a wagon for moving lunches/coolers during the day (optional)
 Please label all items brought to camp with name and pack number to help retrieve
items in the event they get lost.
NOTE: The Huguenot Trail Day Camp will not be held responsible for any damage to personal
equipment brought to camp.
Prohibited Items & Activities
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No boy is allowed to wander on his own … always stay with a buddy!
No boy may leave camp during the day without the permission of the Camp Director.
No one, youth or adult, may ride in the back of a pickup truck, even with a shell.
Vehicles may only park in the designated parking areas. The only vehicles allowed in the camp
area are the camp service vehicle and the designated emergency vehicle.
No sandals, flip-flops, “crocks”, or open toe footwear allowed.
No throwing of objects except as part of a program station activity.
The use of foul, profane, or abusive language will not be tolerated.
No electronics allowed for campers. They are here to experience the outdoors! (e.g., handheld
games, PSP, DS, iPods, mp3 players, etc.)
Cell phones brought by adults are strongly discouraged. However, we understand if you need to
keep in touch with work or family outside of camp. Please step away from activity stations before
using your phone so as not to disrupt the activities.
Drugs, alcohol, and firearms are not permitted on camp property.
Use of tobacco products is prohibited in front of youth AT ANY TIME and is prohibited in buildings,
tents, or program areas.
No knives, axes, or hatchets should be brought into camp (even if the boy has the Whittling Chip).
No open flames, matches, or fireworks are permitted except as part of a station’s program.
No speeding…obey all posted speed limits. The life you save may be your son’s.
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