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Summary of Camp Leader Responsibilities

Troop Leaders' Guide

Prior To Camp

1.  Pay $100 site deposit by December 31.  Supply e-mail contact information.  

2.  Promote camp with scouts and parents.  Promotion should be done throughout the year with a specific focus in March and April.  Promotional brochures are available on our web site and from the Council Service Center.

3.  Attend a Summer Camp Leaders’ Orientation Meeting the last week of February/first week in March.  Obtain and read all camp guides and additional information.  

4.  During March, correspond with parent and Scouts on camp details.  Send in per-scout deposits by March 31st so they can take advantage of the early bird discount.  Distribute copies or the link to the website and Leaders’ Guide.  

5.  File scholarship forms with the Council Service Center for any Scouts seeking financial assistance before April 15th, or as soon as possible after that.

6.  April/May – collect camp fees and transmit to the Westchester-Putnam Council using the online system.  Collect funds for other activities that the troop or Scout will be participating in (horsemanship merit badge, caving, whitewater rafting, etc.).  These will need to be paid for as part of their completing the registration process.

7.  Starting April 1st, register those Scouts that have paid deposits for advancement and activities utilizing the system on our web site. Ensure that the required unit roster information is input into the registration system correctly. (For the protection of our Scouts and Leaders, this is a secure system). This information will need to be inputted before registering a scout for advancement or a leader for training/activities.

8.  Register all adults who are staying overnight at least 1 night using web based system. Note properly who is staying full week or partial weeks.  All adults must be registered in the BSA and registered in the online system prior to attending camp so that we may run them through the NY State Sexual Offender Registry as required by the NY Health Department.

9.  Encourage Scouts to read the merit badge booklets and complete any requirements that must be done before camp to complete the badge.

10.  Complete a blue merit badge record card for each badge that each Scout is taking and bring with you to camp.

11.  Arrange transportation for the Scouts to and from the Read Scout Reservation  If Scouts are utilizing the council bus transportation, collect the bus fee for the trip in each direction. Register online at least 10 days prior. 

12.  Check that all necessary paperwork is complete.  Medical Forms: Pay particular attention to the immunization record. Check that all information is complete and physician's signatures provided. Allergies must be identified.  Necessary permission slips are properly completed.  If a Scout is staying more than seven nights, all meningitis paperwork is complete. Finalize advancement and activity registrations by Thursday 6pm.

In Camp

1.  Arrive at Read between 12:15 PM to 2:30 PM on Sunday.

2.  All cars must be parked in designated parking area. No vehicles are allowed in campsites or parked on the roads at any time.

3.  Completed forms, particularly medicals are submitted that were not sent in previously.  Medical forms will be reviewed by the health officer for completeness.

4.  Two deep leadership is on site at all times. In cases where two deep leadership is not available, the camp director will supply a staff member over 18. There will be an extra charge for this.

5.  All leaders attending camp must be registered in the BSA and therefore completed Youth Protection Training.  One on one contact between adults and Scouts is not permitted except between a parent and his/her son. Personal conferences with Scouts must be conducted in view of other scouts and adults.  

6.  Sunday evening: all activities and advancement schedules should be confirmed. Any changes should be agreed upon and communicated.

7.  Scouts and leaders will receive a wristband, which must be worn all week. Late arrivals need to register with the Central Office and receive a wristband and swim test.

8.  Attend scheduled camp leader’s meetings.

9.  Scouts are to be adequately supervised during their stay in camp.  The buddy system must be reviewed and enforced.  At a minimum, Scouts should be accounted for at meal times and at taps.  Scouts should not be left unsupervised in campsites.  Periodic checks should be made throughout the day and evenings to assure the Scouts are where they should be.  The advancement schedule and activity schedule reports from the registration system can be used for this purpose.

10.  Assist the Camp Director or staff, time permitting, with program or service projects.

11.  Visitors other than those on Sunday and Saturday check in with the Central Office and obtain visitors badges.

12.  Visitors participating in meals pay the appropriate fees.

13.  Assist the camp staff to improve our camp by having each unit leader and the senior patrol leader
complete a camp evaluation form.

14.  Be prepared for Friday checkout with the business manager.  Be on time for your appointment.  Bring the troop checkbook or credit card to settle open items.  Have all the appropriate paper work, receipts and any other necessary information with you.

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