CAMP JOY WELCOME PACKAGE

CAMP JOY 2016

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CAMP JOY 2016 – 25+ Years of Joy!

WELCOME PACKAGE

CONTENTS PAGE

Contents Page 1

Welcoming Letter 2

General Information Sample Itinerary 5

Suggested Gear List 6

Camp Information Directions to Camp Harmison 7

Camp Harmison/CAMP JOY Rules 8

Forms to be Submitted to CAMP JOY

Standards Form 9

Disclaimer/Waiver of Responsibility 10

Allergy Form 11

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Dear Participant Church Leader

On behalf of the Board of Directors: Welcome to CAMP JOY 2016! We look forward to renewing old

friendships while at the same time creating new ones. The Board of Directors is busy planning for our 27th

year of active ministry and our excitement is building. Our two weeks in July (10-16 & 17-23) will be here

before we know it. We hope the excitement is building in your group as well.

As always, we need your support to ensure the success of CAMP JOY 2016. In addition to the application

fee, we ask each group to prayerfully consider other ways they can support CAMP JOY. In years past

groups have provided all or portions of the material and supplies required to complete their tasks, as well

as providing additional financial support. You will see all three of these options on the registration form.

This summer our application fee is $90/person. Our application fee covers the cost of food, camping fees,

and t-shirts. Our goal is to keep the application fee per person to a minimum with the hope of keeping

CAMP JOY accessible to everyone.

In addition to the above, we spend on average $16,300 on building materials and supplies. Annually, we

raise an average of $3,200 through our Annual Golf Tournament and need an additional $13,100 to fund

CAMP JOY. In years past these funds have been raised both locally and through your kind giving each

year. Each of you are an important part of the CAMP JOY success story that is “25+ Years of Joy!” Thank

you!

The following information is provided to help you get the planning process started:

Worksites:

We will begin contacting groups in early May with the name(s) of your assigned Site Coordinator(s) and

prospective assigned worksites. Upon learning your site coordinator’s name, please contact them as soon

as possible to coordinate a site visit. SITE VISITS ARE REQUIRED. You and your site coordinator

share the responsibility for estimating and producing a material list for each worksite.

When you meet with your Site Coordinator(s), make sure there is an understanding between all parties as

to the work to be completed and an agreed upon materials list (including all required hardware). If your

group is supplying any of the required materials or hardware, make sure the Site Coordinator(s) is aware of

what you will bring. Your final list will be used to order the necessary materials. Please remember, tools

to complete your work are your responsibility. We do not have tools available for your use. Please take

this into consideration as you complete the application process. If you do not have the tools to complete a

task, you do not have the skills required.

While visiting your worksite take note of the sun’s location. Take time to determine if you will have

sufficient shade for your workers or if you will need to bring canopies to provide shade for your group.

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Please make special note of the following information:

Following the submission of an online registration form, each group is required to submit payment

and a Certificate of Insurance naming Hancock UMC as Additionally Insured. Please note,

Additionally Insured is not the same as Certificate Holder.

Arrival time is between 1pm and 3pm Sunday. Please do not arrive prior to 1pm. There may be

other groups using Camp Harmison prior to your arrival.

A Team Leader’s Meeting will be held upon arrival Sunday evening. It is mandatory for the Team

and Worksite Leaders. Note: Youth are not to be left alone during this meeting, please coordinate

attendees with this in mind.

As Team Leader, please review and sign the CAMP JOY Standards Form and bring it with you to

the Team Leader’s Meeting on Sunday evening. Only one form is to be submitted by each group

Team Leader.

Please have each participant (or guardian) complete and sign the Disclaimer, Hold Harmless, and

Waiver Form, Photo Release Form, and Allergy Form. These forms are to be turned in at the Team

Leader’s Meeting on Sunday evening.

You will be provided Lunch Menu Order forms ahead of your arrival to be completed and turned in

at the Team Leader’s Meeting on Sunday evening.

Remind each participant to bring any necessary medications. Please let us know immediately of

any health conditions or concerns.

If you bring food, please make sure it is all kept in tightly closed containers. Bears, raccoons, and

other “critters” have been sighted in and around the area and food smells will act as an attractive

nuisance.

Each work group will receive ice, bottled water, and lunches each morning. Bring coolers to protect

your lunches from the heat and 5-gallon drink coolers for cold water. Hydration is very important

during the hot summer months.

Vespers, Monday thru Thursday, will be assigned to various church groups. Each group is asked to

use their creativity in preparing a 15 to 20-minute Worship experience. This could include a

devotional, a drama, and/or music, etc. Your planned Worship experience should focus on this

year’s theme, Changing Lives. Vesper assignments will be given out after the registration process

is over.

We encourage your groups to help us lead praise music each evening.

Dinner each evening is provided by local churches and organizations within the community. You

will receive assignments and directions to each location at the Team Leader’s Meeting on Sunday

evening.

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Because of your participation, we can look forward to another 25+ years of CAMP JOY! Should you have

any questions, please feel free to contact me directly. We are excited about your participation in CAMP

JOY 2016! It is our belief, that with your help, God will richly bless our mission this year. We’re so glad

you’re going to be a part of it!

Peace,

Pastor Michael Bynum

CAMP JOY Director

Phone: 240-344-4532

E-mail: pastorbynum@gmail.com

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CAMP JOY 2016 – 25+ Years of Joy!

SAMPLE ITINERARY

SUNDAY 1 – 3pm Arrive, check-in, and set-up camp at Camp Harmison

4:30pm Dinner at Upper Pavilion

5:30 – 7:00pm Team leader’s meeting at Retreat House

8:00pm Welcoming Worship & Celebration at God’s Open Window

10pm Quiet time begins

11pm Lights out!

MONDAY, TUESDAY and THURSDAY 6 – 6:45am Breakfast at Upper Pavilion

7 – 7:30am Pick-up lunches at Retreat House and depart for worksites

5:30pm Dinner at local churches as assigned

8pm Vespers at God’s Open Window *

10pm Quiet time begins

11pm Lights out!

WEDNESDAY 6 – 6: 45am Breakfast at Upper Pavilion

7 – 7: 30am Pick-up lunches at Retreat House and depart for worksites

1pm-5pm Swimming at Cacapon State Park

5:30pm Dinner at Cacapon State Park w/ Vesper immediately following Dinner.

10pm Quiet time begins

11pm Lights out!

FRIDAY 6 – 6: 45am Breakfast at Upper Pavilion

7 – 7: 30am Pick-up lunches at Retreat House and depart for worksites

5 – 8pm Dinner on your own

8:00pm Closing Worship & Celebration at lower level fire ring

11pm Quiet time

12pm Lights out!

SATURDAY 7 – 7:45am Breakfast at Upper Pavilion

10am Depart for home

* NOTE: Except for Wednesday and Friday, Vespers will be at God’s Open Window unless inclement

weather forces us indoors. Groups will be notified each evening during dinner of any changes.

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CAMP JOY 2016 – 25+ Years of Joy! SUGGESTED GEAR LIST

Work clothes – 2 each, pants, shirts, socks, etc. (five work days). These can be short-sleeved shirts and

shorts if they are modest and in good taste. Take your work task into consideration when planning.

Work Shoes/boots.

Work gloves

SIX (6) changes of clothing for afternoon and evening activities. PLEASE BRING ENOUGH – there are

NO laundry facilities at Camp Harmison.

● Warm pajamas (nights can get down into the 40’s).

● Swimsuit and beach towel

● Warm jacket

● Rain gear, poncho + umbrella

● Flashlight + batteries

● Sleeping bag + air mattress w/pump (if needed) or cot

● Pillow

● Two (2) washcloths and two (2) towels

● Any necessary medicines you need to take

● Toiletries: toothpaste + toothbrush, deodorant, shampoo, soap, comb, brush, etc.

● Sunscreen, a MUST, since most work will be done outside in the sun

● Insect repellant, for ticks, mosquitoes and pesky gnats

● Money for the Camp Store

● Mesh laundry bag, if clothes get odorous.

● Foldable camping chair

● Games you play during the evening (badminton, UNO, cards, board games, etc.)

● First Aid kit

● Lantern

● Small fan

DON’T BRING

Inappropriate reading material

Boom Boxes or the like

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CAMP JOY 2016 – 25+ Years of Joy!

DIRECTIONS TO CAMP HARMISON

TO GET TO CAMP HARMISON: Take I70 to Hancock, MD. At EXIT1 (a left exit), take Rte 522 South,

across the Potomac River to Berkeley Springs, WV. Travel to the third traffic light and turn Left (at the

Sheetz store) on to WV Rte 9 East towards Martinsburg, WV. After traveling on Rte 9 approximately 5

miles, you will see Mt. Zion UMC on the Left (white church with cemetery just past the “S” curve in the

road). Approximately 100 yards after passing the church, look for the Camp Harmison sign on the right

side of the road. Turn Right on Camp Harmison Lane. DRIVE SLOWLY AND CAUTIOUSLY, speed

limit is 25 mph. As you travel the lane, you will see the Camp Harmison sign with the Methodist cross

and flame behind some bushes. The next building on the left, just past there is the Retreat House. Continue

traveling straight-ahead, winding around and down the hill. You will come to a fork in the road with a gate

on the Left. Proceed Left through the gate on to the campground. PLEASE NOTE: The speed limit

throughout the camp is 15 mph.

Someone will meet you and direct you from there as you come up the hill.

Arrival time that Sunday afternoon is between 1 pm and 3 pm.

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CAMP JOY 2016 – 25+ Years of Joy! CAMP JOY and Camp Harmison RULES

Camp Harmison Rules

1. Please observe the speed limit while driving to and from camp. The road from WV route 9 to the

Camp is posted at 25 mph.

2. The posted speed limit for driving on Camp Harmison property is 15 mph.

3. The use or possession of firearms, alcohol, fireworks, illegal drugs or controlled substances is

strictly prohibited. 4. Please enjoy the sounds of nature and allow your neighbors to do the same. Noise should be kept

at a minimum, especially in the early morning and evening.

5. Open fires should be built only in provided areas. Fires must not be left unattended and must be

completely extinguished before leaving camp.

6. Camp property and equipment should be clean and tidy upon departure. Cleaning supplies should

be available in the kitchens and bathrooms. Floors should be swept and litter gathered from your

campsite. Trash must be removed or stowed in garbage cans.

7. Riding in the back of pick-up trucks is strictly prohibited on Camp Harmison property.

CAMP JOY Rules

CAMP JOY supports all of the Camp Harmison rules, in addition to the following:

1. The use or possession of firearms, alcohol, fireworks, illegal drugs or controlled substances is

strictly prohibited on all worksites in addition to the Camp Harmison property.

2. Anyone using the Retreat House facility must be 18 years of age or older.

3. Inappropriate behavior (by any participant), as determined by the CAMP JOY Board of Directors,

can result in immediate expulsion from CAMP JOY and ALL of its activities.

4. Quiet time begins at 10:00pm.

5. Lights out for all participants will begin at 11:00pm except for Friday evening, when it will be

midnight.

6. In case of all accidents, participants shall notify their group leader immediately who shall also

immediately report the accident to the appropriate Site Coordinator or CAMP JOY Committee

member.

7. Be cautious with your food, leaving nothing out overnight or during the day when you are away

from your campsite.

8. Adults are expected to demonstrate proper behavior and to serve as Christian role models.

9. A female and male Adult Leader must remain with their respective groups during the evening

activities and throughout the night in the assigned tent/camper areas.

10. All participants shall have Adult Leaders present and supervising them at all times. Adult Leaders

are expected to know where their youth participants are at all times.

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CAMP JOY 2016 – 25+ Years of Joy! Standards Form

Youth Group Leaders are to read, understand, and sign the CAMP JOY Standards Form.

1. We have read and shared the Camp Harmison and CAMP JOY rules with all participants in our

group.

2. We will submit all required forms in a timely manner as requested by the CAMP JOY Board of

Directors.

3. We will obey all rules of Camp Harmison and CAMP JOY.

4. We will attend all functions during the week, including Vespers, scheduled dinners, and any called

Team Leader meetings.

5. We will maintain the cleanliness of Camp Harmison by keeping our areas free of debris and

disposing of all trash responsibly.

6. We will be respectful of other groups who retire early.

7. We will do our utmost to produce quality work at each of our worksites. We will be in constant

communication with our Site Coordinator(s) regarding any questions or problems that arise,

including any concerns with completing the assigned work.

8. We will seek approval for additional materials to be purchased through CAMP JOY and coordinate

with our Site Coordinator.

9. We will arrive Sunday afternoon and not leave until Saturday morning, unless we make prior

arrangements with the CAMP JOY Board of Directors.

10. We will work with the CAMP JOY Board of Directors to enforce the Camp Harmison and CAMP

JOY standards.

Failure to comply with the above standards may result in our group’s inability to participate in the future

with CAMP JOY.

__________________________ ___________

Youth Group Leader Date

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CAMP JOY 2016 – 25+ Years of Joy! DISCLAIMER, HOLD HARMLESS AND WAIVER FORM

**NOTE: If the participant is a minor, his/her parent or guardian agrees to the following: I hereby waive any and all rights and claims for damages that I or my spouse may have against Hancock United Methodist

Church, CAMP JOY, and the CAMP JOY Board of Directors for any and all injury, damage or loss sustained by the participant

arising either directly or indirectly, out of his/her participation in CAMP JOY; I further agree that, in the event that I, my spouse, the participant, or another child in my care, should make any claim against

Hancock United Methodist Church, CAMP JOY, or the CAMP JOY Board of Directors, for damages, injury or loss arising out

of his/her participation in CAMP JOY, I will personally indemnify, defend and hold harmless the aforementioned against any

and all such damages, injury or loss, and; I hereby authorize CAMP JOY, or its representative, to obtain any medical treatment for the participant that should appear to

be necessary during the mission trip, and I will be responsible for the payment of expenses relating to such illness and/or injury. I affirm that I have the right to authorize and agree to the foregoing. I have carefully read and understand this agreement,

and have willingly placed my signature as evidence of my acceptance of all of the conditions contained herein.

_______________________________________________ ____________________

Signature of Parent or Guardian Date

**: If the participant is an adult, they agree to the following: I hereby waive any and all rights and claims for damages that I or my spouse may have against Hancock United Methodist

Church, CAMP JOY, or the CAMP JOY Board of Directors for any and all damages, injury or loss sustained by the participant,

arising either directly or indirectly, out of his/her participation in CAMP JOY. I further agree that, in the event that I, my spouse, the participant, or another child in my care, should make any claim against

Hancock United Methodist Church, CAMP JOY, or the CAMP JOY Board of Directors for damages, injury or loss arising either

directly or indirectly, out of his/her participation in CAMP JOY, I will personally indemnify, defend and hold harmless the

aforementioned against any and all such damages, injury or loss and; I affirm that I have the right to authorize and agree to the foregoing. I have carefully read and understand this agreement,

and have willingly placed my signature as evidence of my acceptance of all of the conditions contained herein.

_______________________________________________ ____________________

Signature of Participant Date

PHOTO RELEASE

Participation in CAMP JOY programs and events constitutes consent to be photographed for use in print and/or electronic

publicity for CAMP JOY. To protect the privacy of individuals and children, images will not be identified using full names or

personal identifying information. _______ I give permission for photos to be used by CAMP JOY for promotional purposes. _______ I do not give permission for photos to be used by CAMP JOY for promotional purposes.

_______________________________________________ ____________________

Signature of Parent or Guardian/ Participant (if adult) Date

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CAMP JOY 2016 – 25+ Years of Joy!

ALLERGY FORM

Please indicate below the names of those participants that have allergies of any form.

This information is very important for planning purposes. ATTEND WEEK NAME: DATES: 1 2

FOOD:

MEDICAL:

OTHER:

SIGNATURE:___________________________________________ DATE:______________________________