9/239/19 version

AVIATOR CAMPOUT

CIRCLE TEN COUNCIL October 26-27, 2019

Clements Scout Ranch

Trevor Rees-Jones Camp

Page 1

Table of Contents

Welcome 2

General Rules and Regulations 2

Directions to Clements Scout Ranch, TRJ Camp 3

Event Schedule 4

Event and Activity Details 5

Check-in Procedure 6

General Event Information 7

Contacts, Links, Etc. 8

Checkout Form 9

Event Survey 10

Event EMS / Fire Plan 11

TRJ Map 12

Participant Menu (Appendix A) 13

Sample Individual Equipment Checklist (Appen B) 14

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Welcome all Cub Scouts and Families

Welcome to the 2019 Circle Ten Council, Keeping the Promise – Cub Aviator Campout! This guide contains all the materials your family/unit will require to have a successful and fun filled time including registration forms, a schedule, check-in/out procedures, and more! This fun filled weekend will revolve around an Aviator theme and incorporate lots of fun activities. We, as a staff, greatly look forward to providing a quality program that your unit/family will remember for years to come.

General Rules and Regulations 1. REGISTRATION

a. All Cub Scout packs and families are invited to attend. It is essential that each Cub Scout be under the supervision of an adult, preferably his/her mother or father. a. b. All units/families should plan to register before October 20, 2019.

Registration is open now at https://scoutingevent.com/571-SoutheasternAviator

c. Participant fees if registered prior to October 12, 2019 are $25 per Cub Scout; $20 per sibling; $15 per adult; $5 per staff. This covers 3 meals (dining hall), patches, facilities, awards, etc. (Add $15 for each registrant after October 12, 2019) d. Walk-ins, as space allows, will be accepted at the participant fee rate of $40 per Cub Scout, $35 per sibling, $30 per adult, $20 per staff. Patches and other items will be issued to walk-ins as supply allows.

2. WHAT TO BRING a. Check BSA Scout handbooks for checklists (or see Appendix B for sample) b. Water containers – Running water is available. c. Trash bags - Since the BSA follows the principles of Leave No Trace, all garbage must be packed out or disposed of properly. Please make sure that all trash is put in the proper place before nightfall. Please take your trash to dumpster near dining hall.

3. NOTES a. A short meeting for all adults will be held at 5:00PM in the Dining Hall while your Cubs enjoy the Air Show right next door for some Circle Ten Council information b. Please be mindful of the time and verify that preparations are made to honor the “lights out” time on the schedule. Remember, a Scout is courteous. c. Skits will be performed by our Order of the Arrow Scouts who will be helping us staff this event and will also include a American Indian Activities program.

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4. REFUNDS

a. Due to budgeting, ordering procedures, and money handling procedures, we reserve the right to refuse refunds of fees and payments. However, if a participant is unable to attend the camporee, another participant may take the open slot.

Directions to Clements Scout Ranch/TRJ Scout Camp

From Athens, TX:

• Go South on State Highway (SH) 19 for 3.4 miles

• Turn right on Farm-to-Market (FM) 753 and travel 3.9 miles

• Turn left on FM 2970 and travel 2.4 miles until you come to the ranch

entrance

The TRJ Scout Camp is about 98 miles southeast of Dallas from the John D. Murchison Scout

Center.

For personalized directions the address is:

11217 FM 2970, Athens, TX 75751

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AVIATOR EVENT SCHEDULE

TRJ Scout Camp, October 26-27, 2019 Southeast Service Area, Circle Ten Council

Saturday: Event Sign-In/Campsite setup...…………………07:00 – 09:30 am Opening …………………………………….…….. 09:45 am Session 1 Activities….…………………………… 10:00 am – 11:45 am Lunch…………………………………………........ 12:00 pm – 01:30 pm Session 2 Activities……………………….……… 01:30 pm – 03:00 pm Session 3 Activities………………………………. 03:00 pm – 04:30 pm Corsicana RC Show at Playing Field……………05:00 pm Adult meeting – Circle Ten Council info………...05:00 pm Dinner……………………………………………... 06:00 pm Campfire and Flag Lowering……………………..07:30 pm (Awards and recognitions.) Gate Locks………………………………………... 10:00 pm Lights Out………....………………………………. 11:00 pm

Sunday: Gate Opens…………………………………………06:00 am

Flag Raised…………………………………………07:15 am Breakfast……………………………………………07:30 am Interfaith Worship…………………………………..09:00 am

Campsite Check Out………………………………10:00 am – 11:00 am

All Staff & Campers checked out…………………11:30 am (Go home!)

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Event and Activity Details

Opening ceremony will take place at the Flag Poles by the Dining Hall at 9:45AM Saturday.

We will have a flag ceremony and be given instructions for the day.

At Check In, each Pack Unit/Registrant will be assigned to be in 1 of 3 famous flying

squadrons: Thunderbirds, Blue Angels or Red Tails. During the day, each squadron will

visit 3 different destinations (Lunar Landing, Defenders and Martian Marsh) that will

have activities for that squadron to participate in. Please keep your squadron in the

assigned destination during your rotation. You will hear a cannon shot to tell you it is time

to rotate. This will eliminate waiting lines. Rotations are as follows:

Session 1 (10:00AM – 11:45AM) Thunderbirds – Lunar Landing (Indian Village & Nature) Blue Angels – Defenders (Shooting Sports & Sports Field) Red Tails – Martian Marsh (Lower Corral and HQ by Lake)

Session 2 (1:30PM – 3:00PM) Thunderbirds – Defenders (Shooting Sports & Sports Field) Blue Angels – Martian Marsh (Lower Corral and HQ by Lake) Red Tails - Lunar Landing (Indian Village & Nature)

Session 3 (3:00PM – 4:30PM) Thunderbirds – Martian Marsh (Lower Corral and HQ by Lake) Blue Angels – Lunar Landing (Indian Village & Nature) Red Tails - Defenders (Shooting Sports & Sports Field)

At 5:00PM, COR-MAC (Corsicana Miniature Aircraft Club) will be putting on an Airshow for

you! Parents and leaders, at this time we would like for you to attend a brief meeting in the

Dining Hall about the Scouting Community.

At 7:30PM, congregate by the Flag Pole as we lower the flag for the day and walk as a group

to the OA Field North of the Dining Hall to participate in our Campfire Activities! If the

conditions are right, we may even get to see a Balloon Glow! As always, bring your water

bottles and maybe a blanket or camping chairs!

Sunday at 9:00AM, please join us in an Interfaith Worship Service to be held at the Chapel

(weather permitting) or in the Dining Hall. Announcements will be made regarding any

location changes.

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Thank you and HAVE FUN!!!

Check-In Procedure

Summary:

1. Drive to pre-designated parking area. 2. Go to Check-In desk in main office. 3. Turn in paperwork (BSA medical forms, rosters, etc.) 4. Set up tents in designated campsite.

Details:

1. Drive to camp and follow the road to Trevor Rees-Jones Scout Camp. Have your current BSA medical forms and unit rosters ready to turn in. Staff will help to direct you to the appropriate parking area.

2. A Check-In desk will be located in the Headquarters building. Please meet the registrars at the in the office.

3. At the Check-In desk, you will turn in your BSA medical forms, unit roster for all members attending the event, YPT certificates (for those currently registered with BSA).

a. All individuals: BSA Medical form (parts A & B) https://www.scouting.org/health-and-safety/ahmr/ b. All BSA registered adults: Youth Protection Training certificate https://www.scouting.org/training/youth-protection/

4. If your unit plans to leave the camp Saturday night, you must inform the registrars at the Check-In desk at this time. Failure to inform the registrars may result in the unit’s forfeiture of their event patches.

5. After Check-In, please go to (the designated campsite) and set up your tents and equipment for the night. You will be allowed to drive one (1) vehicle with a trailer to your campsite, so plan accordingly.

Note: Scouts are responsible for stowing personal equipment properly. Staff are NOT responsible for any loss of personal equipment. Label! Label! Label! This may help you reclaim lost items!

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Event Information

1. CAMPSITES will be assigned according to the headcount submitted. Each unit is responsible for providing their own tents and camping equipment. While the event will have medical personal on staff, but you are expected to have first-aid supplies for your unit. There are multiple picnic tables in each site. Please share. Campfires in the campsites will not be allowed for this event. There will be a campfire program on Saturday evening.

2. VEHICLES IN CAMP: Driving is not permitted in camp except for load/unloading of gear. You will be allowed to drive 1 vehicle with a trailer to campsites. Upon unloading all vehicles are to be parked in designated parking lot. Trailers may remain in camp. Persons with disabilities may request a special permit from the camp medical officer. Speed limit is 10 mph (no dust should trail the vehicle).

3. PARTICIPANTS are expected to obey the Scout Oath and Law. Scouts will be allowed to demonstrate their leadership skills. Misconduct and/or unsportsman-like conduct may be cause for asking a Scout and/or unit to leave the event.

4. A Scout is Trustworthy. A Scout’s honor is to be trusted. Cub Scouts and families, attending the camporee are encouraged to have a good time, but at all times all attendees are expected to set a good example and to put their best foot forward.

5. Two-Deep Leadership: This is required by National directive. Please ensure that you have a minimum of two leaders (one adult must be over 21) with your unit. Leaders must camp with their units.

6. First Aid needs for minor injuries are the responsibility of the unit. Any serious injuries must be brought to the attention of the event staff. Ensure your unit has a BSA medical form on file with event staff that has a parental release for all participants in your unit.

7. MEALS: Lunch and dinner on Saturday, breakfast on Sunday is served in the main dining hall per the posted schedule. Meals are served cafeteria style. See Menu in Appendix A. DIETARY NEEDS/RESTRICTIONS please contact Judy Johnson - Phone: 214-770-3135 or JKKita@gmail.com.

8. CHECK OUT: Any unit not officially signing out with a staff member and having their campsite inspected may forfeit their camporee patches.

9. SATURDAY CHECK OUT: Any unit checking out Saturday must make prior arrangements with the event registrars at Check-In. This will insure that a proper campsite inspection takes place before that unit's departure. Failure to follow this procedure may result in that unit's forfeiture of their event patches. Those departing units must clear their campsite before the start of the evening campfire.

10. HELP: If help is needed, the event staff will help as much as we are able. Ask for help at any time to help solve any misunderstandings or conflict.

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11. GUESTS: If you encounter someone who is not affiliated with the event, please treat them with respect and courtesy. All staff and attendees must wear all the time the colored wristband issued at check-in. Also, please notify event staff of any suspicious or dangerous behavior.

12. LATRINES: The shared shower house/latrines are to be kept clean during the event. They will be inspected prior to checkout. Please be as respectful with them as you are in your own home. There is no housekeeping service, cleanliness is everyone’s responsibility.

13. LOST AND FOUND: The event lost and found will be at event HQ. Be sure to mark your equipment and clothing, and please turn in any stray items that you may find.

14. DEPARTURE: Prior to each unit’s departure from camp, a staff member will inspect campsites to approve site condition. Remember to leave it better than you found it

15. MEDICAL/DISABILITES: Please notify the camp medical officer through the event chair if there are any needs that should be addressed in advance such as a CPAP machine or limited mobility, etc.

16. For QUESTIONS that are not answered within this guide, the following contacts are available: Cub Aviator Chair: Adriana Garza, adriana_garza@verizon.net Event Advisor: Frank Griffin, frank.griffin@scouting.org

17. . NOTICE TO ALL ADULTS! a.“...the use of alcoholic beverages and controlled substances is not permitted at encampments or activities on property owned and/or operated by the Boy Scouts of America, or at any activity involving participation of youth members.” http://www.scouting.org/scoutsource/HealthandSafety/GSS/gss04.aspx b. “Adult leaders should support the attitude that they, as well as youths, are better off without tobacco in any form and may not allow the use of tobacco products at any BSA activity involving youth participants. All Scouting functions, meetings, and activities should be conducted on a smoke-free basis, with smoking areas located away from all participants.” --http://www.scouting.org/scoutsource/HealthandSafety/GSS/gss04.aspx

Links:

b. Registration a. https://scoutingevent.com/571-SoutheasternAviator

b. Google Maps (with TRJ already selected) i. https://www.google.com/maps/place/11217+FM2970,+Athens,+TX+75751/@32.0965437,-95.9011305,17z/data=!3m1!4b1!4m5!3m4!1s0x8648e4cd2e9d1a21:0xb75b39b2e67674e2!8m2!3d32.0965437!4d-95.8989418?hl=en

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UNIT/FAMILY CHECK-OUT SHEET This form must be signed by an event staff member and turned in at the check-out desk

(camp office) prior to your unit's departure from the event site. Failure to follow this procedure could result in forfeiture of your unit's patches. In your preparations to leave, please be mindful of Leave No Trace policies and leave the site better than you found it!

********************************************************************* Please fill in the following information:

Campsite name ____________________

Adult Signature: __________________________________________

Contact Information (in case of lost items):

__________________________________________

********************************************************************* Event Staff Signature:

________________________________________________

Comments: ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

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Event Survey

Please consider filling out this short survey to tell us how we did and what we can improve for next time.

**********************************************************************

Rate the following on a scale of (Very Poor) 1-5 (Excellent): Events _____ Campfire _____ Meals _____ Scheduling/Flow of Events _____ Staff Attitude and Appearance _____ Location/Facilities _____ Advertisement and Communication Prior to Event _____ Registration _____

********************************************************************** While rating the categories above does help us identify areas of the event that need attention, we need some specifics on what to improve. If you rated anything less than a 4 (or a 5), please tell us what we can do to improve that area below. If you run out of space please use the back of this form and note on the front that you have done so.

________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

Can we do anything else to improve the next event? If so, what? ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________

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Event EMS/Fire/Weather Plan

Location:

11217 FM 2970

Athens, TX 75751

Contact TRJ Camp Ranger: Kevin Slater, 903-681-1006 Camp Office: 903-675-0293 Camp Medical Officer: TBD Event Logistics Chair: Chuck Ashby, 972-415-2398 Event Chair: Adriana Garza, 469-831-6925 EMS/Fire/Police: 911 (approximate response time is 16 minutes) Medical Emergency: Prevention: All day events will be supervised and facilitated by competent and able bodied staff. All event staff have been trained in basic safety principles relating to weather and their individual events. If anything prevents the safe administration of events, said events will be postponed or canceled. Reaction: Multiple staff members are certified through American Heart Association or the Emergency Care & Safety Institute to administer basic first-aid and CPR. We have a dedicated camp medical officer who is a Registered Nurse (TBD) who is designated as the event’s medical officer and will be posted at a designated location (TBD). All roads in camp will be monitored throughout the weekend by staff to ensure accessibility by ambulance. If a medical emergency occurs, emergency medical services and the event’s medical officer should be notified immediately. Staff will be dispatched to the gate to ensure the park is ready to receive an ambulance. Another staff member will retrieve the medical documentation for the injured person received at check-in. The subject of the emergency will be cared for by trained able bodied persons until EMS arrives.

Fire Emergency: Prevention: All fires will be made in proper containers (such as fire ring that is provided) and will comply with any policy or ordinance currently in effect, such as burn bans. Stoves and their fuel will be placed in stable and safe locations that are not subjected to extreme heat or sparks. Means to extinguish fires shall be present wherever a fire lay is created. Reaction: In the event of a fire emergency, the local fire department will be notified and evacuation procedures will be initiated. All able staff not helping to direct the evacuation will use available firefighting tools to help retard the spread of fire prior to evacuating. The park gate will be left open by staff on their exit to ensure that the fire department has access to the camp. Unit leaders will be responsible for moving their units to the rally point (dining hall) and counting heads to ensure their entire unit is present. Leaders will notify the event staff of the status of their unit as soon as they are able to ascertain it.

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Extreme Weather Events:

In the event we have extreme weather, the event staff will determine how the program areas will

proceed and communicate this to all unit leaders. Should evacuation be required, able-bodied staff

will go to each campsite/program area and advise the best course of action. Should shelter be

required to avoid tornadic activity, all attendees are to rally in the nearest campsite/program

enclosed structure (latrine/shower house/dining hall) and perform a headcount. Staff will be by

when able to inform unit leaders how to proceed. Rain without lightning in the area is not

considered Extreme Weather.

Trevor Rees-Jones Scout Camp Map

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Appendix A

AVIATOR TRJ – October 26-27, 2019

Participant Menu Saturday:

Lunch:

12:00-01:30 pm Corn Dogs

Tots Cookies

Jell-O

Mini Salad Bar

Dinner:

06:00-06:45 pm Pizza

Salad Bar

Gummy Worm Pie

Sunday:

Breakfast:

7:30-08:45 am Sausage Rolls

Apple Turnovers

Hash Brown Patties

NOTE! For Dietary restrictions please contact Judy Johnson

Phone: 214-770-3135

E Mail: JKKita@gmail.com

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Appendix B