Troop 575 Camping Coordinator Guidelines

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1.      Please make every effort to begin organizing the outing at least one month prior to the trip.  Some outings, such as those listed below, may require even more advanced planning:

a.       Peaceful Valley and Ben Delatour Summer Camps:  preparations begin no later than November/December the year prior to the trip.  The first step is for reservations/deposits to be sent in to the appropriate Council.

b.      Okpik:  This is a Denver Area Council Event. The council distributes flyers for this in August of the year prior to the trip.  Reservations should be made as soon as possible after the flyers are distributed.

c.       Snow Mountain Ranch (SMR):  The first deposit for the cabin(s) should be made no later than 3 months prior to the trip.  For example, if the Troop is going to SMR in December, a cabin reservation/deposit should be made by September of the year we plan to attend.

d.      Arapahoe Rendezvous and Klondike:  Begin preparations as soon as information is received from the Longs Peak Council. The Scoutmaster and Committee Chair receive this information through Scoutmail, and will pass along to the appropriate trip coordinator.

e.       Scout Show:  Scouts will need to work on a pioneering project.  The idea must be conceived and carried out (practiced) weeks before the show. 

2.      As early as possible, try to determine the number of people going on the campout.  This will make it easier to determine the cost for each participant.  Items to consider in determining the cost of the trip for each person:

a.       Food costs**:  Troop guidelines allow for the following:

                        $4.00 for breakfast

                        $4.00 for lunch

                        $5.00 for dinner 

Let the “grubmaster” (scout(s) in charge of purchasing food for the trip) know that if he exceeds these limits ($13.00/person/day), he will not be totally reimbursed for food costs.  Assure that EVERYONE who is purchasing food and/or supplies for the trip knows that they MUST turn in their receipts in order to get reimbursed. 

If chaperoning adults wish to spend more on food for themselves, this needs to be agreed upon prior to the trip and adults must agree to pay any extra expenses for their food. 

**Certain trips, such as backpacking trips, require dehydrated food. This may end up costing more than the normal daily allowable amount for food.  Please plan for extra food costs if the trip requires dehydrated food.  

b.      Some campouts require that we pay for campsites.  If this is the case, determine how many campsites we will need and then charge participants accordingly.

c.       Miscellaneous Costs:  Someone may need to purchase firewood, garbage bags, propane for tanks, etc for the campout.  Determine what “extra” supplies need to be purchased for the campout, and then divide the cost of these extra supplies among the folks who are going on the campout. (Should normally amount to $1.00-$2.00 per person). 

If any expenses must be paid prior to going on the trip, request a Troop check  from the Troop Treasurer. 

d.      Will there be fuel reimbursement for drivers?  Current Troop guidelines state that trips under 100 miles each way receive no fuel reimbursement.   If fuel reimbursement will occur, current guidelines are 15mpg/current gas price at the time of permission slip completion.  All fuel reimbursements must be fair and equitable.  Work with Troop Treasurer and/or Committee Chair on this.

e.       The Troop pays adult fees for the following campouts, no others:

Council Summer Camps

Klondike

Arapahoe Rendezvous

3.       Permission Slips:  Distribute these with enough time to meet deadlines for any type of reservations that may be required.  Make every attempt to have costs determined prior to sending out slips, so that this can be listed on the permission slip.  Once a completed permission slip is turned in, the Scout has committed to going on the campout and paying for their portion of the costs.  If the Scout has elected to pay for the trip with his Scout account money, check with the Treasurer to assure that there is enough money in the account to cover the costs of the trip.  The Troop does not “float” money for campouts.

4.      Determine whether or not there are any other waivers, forms or permits that must be completed for the trip.  Check with the Scoutmaster or Committee Chair if you are unsure about this.

5.      A “Local Tour Permit” application must be completed at least 2 weeks prior to the campout. Be aware that a Committee member must sign this form.  The completed form must be turned into the Scout office.   Where can you get a permit application?

- Scout office in Lafayette

- Troop Committee Chair

-Online at http://www.longspeakbsa.org/forms/ 

The permit asks for vehicle and insurance information for the designated drivers..  The Troop Committee Chair has this list.  Please ask for this.  You do not have to make a new list for each trip.  

Pay attention to the guidelines for training that are listed on the permit.  For example, if the trip will include swimming or boating, then “Safe Swim Defense” and/or “Safety Afloat” standards are to be followed.  Please consult with the Troop Committee Chair if you have any questions about training requirements for adults who will be going on the trip. 

Per Troop guidelines, at least one adult that is registered with the BSA (either a Committee Member or an Assistant Scoutmaster) must be present on the campout. 

6.      Equipment:  Each patrol has an equipment box.  The Quartermaster needs to assure that all equipment is present, clean and in good working order in advance of the campout.  Assure that this is done and assure that there is enough propane to accommodate stove usage on the campout. 

Work with the Scoutmaster and Senior Patrol Leader (for the campout) to determine arrangements for cooking and tenting on the campout.  For example, will the Scouts and Adults cook separately?  How will the patrols be split up? 

7.      Assure that you have enough drivers for the trip.  Don’t forget to account for transporting equipment as well as people.  Assure that all participants know which vehicle they are riding in.

8.      No pets are allowed on campouts.  This includes family campouts.

9.      The Troop Treasurer will provide a spreadsheet for you to track all information that will be needed for monetary reconciliation.  Document everything that you can, especially if someone is not going to get reimbursed for a purchase.  We need as much information as possible for our permanent record about the trip. 

Collect any receipts for purchases and. complete the spreadsheet.  Attach checks and receipts to spreadsheet and give to the Troop Treasurer within 2 weeks of returning from the trip. 

The Treasurer will forward the spreadsheet to the Scoutmaster and the Advancement Chairperson, so we can track attendance on campouts. 

10.   Ask one of the boys who went on the trip to write an article for the Troop newsletter.

11.  Shred any permission slips that you have.

12. Complete the “Coordinator Assessment Form” and give to the Committee Chair within 2 weeks of campout.  This form can be found on the Troop website (www.troop575.org)

                                                                                                            Version 2.0

                                                                                                            November, 2008