Troop 650 Campmaster

Handbook

4/25/2016

NOTE: this does not apply to Summer Camp

Prepared by B. Kryski (ASM, Troop 650) – revised June 2016

Overview

Thank you for signing up for this helpful duty to the Troop. We are all volunteers and are here to help.

If you have any questions, just ask your fellow Scouters, ASM’s or the Scoutmaster.

Each year, the youth-led Patrol Leaders Council (PLC) determines what types of activities they would like

to do each year. Certain months lend themselves to specific outings, but the requests of the Scouts are

largely accommodated. At one annual Troop Committee meeting, the schedule will be nailed down for

each month. Each campout has a Campmaster. This job is taken on by an adult volunteer (Scouter).

The job of the Campmaster is to ensure that the campout is organized and runs smoothly. This does not

mean that the Campmaster has to do all the work. Recruit help. This is also an excellent opportunity to

involve the youth/Senior Patrol Leader in the planning, organization and execution of the event.

The following outlines the activities involved and the timing. Each will be explained further in the

following pages, but to summarize, he or she should:

• For overall BSA policies regarding activities, please be familiar with The Guide to Safe Scouting:

http://www.scouting.org/filestore/pdf/34416.pdf

• Determine site resources needed and reserve a campground if required. Make sure that proper

paperwork is completed, fees are paid and the campsite meets Safe Scouting requirements.

• Fill out an event cost worksheet (see Troop Website)

• Ensure the details are on the Troop Calendar. The Scoutmaster can help get it on the calendar.

• Create a sign-up/permission form. Include the following:

o A complete summary of the campout agenda and activities.

o Name and location/venue of the event.

o Event Dates and start/end times

o Estimated cost per person (including meals and mileage)

o Sign-up deadline date (normally the Monday before the event.)

• Contact Scoutmaster to get the notices in weekly emails about 5 weeks out.

• If there are any opportunities for completing merit badge requirements, work with the PLC to

get Scouts qualified. (i.e. bicycling, climbing)

• Complete a tour plan, if required.

• Consult Troop Youth Quartermaster regarding gear required. Adult QM will support.

• Schedule departure and arrival times and communicate details to parents and scouts.

• Work with treasurer to finalize numbers of attendees including adults/drivers

• Make sure there are enough seat belts for adults and youth.

• Schedule a time to pack the trailer (if needed) with the SPL and Adult/Youth Quartermasters

• Provide hard copy of directions and cell phone lists to drivers

• Get adult volunteers to:

o Be Grubmaster (shop and cook for the adult patrol).

o Pull the troop trailer (if required).

o Make sure health forms are in order and distribute meds to scouts.

When in doubt, ask Troop Leadership or other adults. Many have done Campmaster duties before.

1. Logistics and site planning:

If attending a BSA property, do you require campsites? If attending a state park, have you booked

campsites/pioneer site? Note that prime or popular campsites could need to be reserved up to 11

months in advance. Backpacking and canoeing trips require planned camping areas. Some campouts

(like Shoebox) can be flexible in where they are planned, yet some campouts might have more specific

site needs based on specific activities. Many state parks have pioneer sites that accommodate groups.

Contact them as soon as possible to get your dates locked down on the calendar. If specific locations

are required, try to lock them down many months out in advance.

Are any reservations required? For some council/district events, the Troop will be required to provide a

rough headcount and possibly funds, to reserve space at an event (example: District Camporee).

Examples of trips done in the past: backpacking, canoeing, shoe-box campout, cycling, district

camporee, caving, rock-climbing, Klondike, climbing lock-in etc, dutch-oven campout, new-scout

campout, water weekend etc.

Seatbelts: Troop 650 typically talks about number of seatbelts when driving. For example, 4 adults and

12 kids need 16 seatbelts. When asking for drivers, make sure they count themselves in the number of

seatbelts they have in their vehicle.

Attendance can often be confirmed the prior Monday troop meeting, so could be as close as 4 days

before departure.

2. Calendar and Info Flyer/Permission slip

Make sure the correct information regarding dates/times and any pertinent details are on the Troop 650

Website. The webmaster can add notes to main page as well. The Scoutmaster can add notes to the

Facebook page.

A couple months out, start planning the information flyer and permission slip. There are many examples

of previous ones if a similar trip has been done in the past. A cost for the trip will be needed and must

include entry fees, gas reimbursement for drivers, food etc. Please see worksheet in this book for ideas.

Often a similar trip can be compared to from the past. The Troop 650 treasurer can help work out the

budget for the trip if required. If a similar trip has been done before, get that flyer for a start.

The flyer typically outlines the trip on the top portion, and has a permission slip on the bottom. See

examples at end. The official BSA Activity Consent form can be used as second page:

http://www.scouting.org/filestore/pdf/19-673.pdf

Troop Meetings: Ensure that you talk up the outing at the end of each troop Meeting starting about 6

weeks out. It’s never too early to start talking up the outing, and generating interest among the youth

Bring some paper copies of the permission slip as many of the scouts will never remember to do this.

Weekly emails: Ensure that the Scoutmaster has the information for his weekly newsletter at least a

month or two in advance.

3. Merit Badges / Activities

Some events like Klondike and District Camporee have set activities and schedules, so minimal extra

planning will be required. Be aware of any extra ‘free time’ available for the youth. Structured time

needs to be balanced with unstructured time as well.

On other campouts, are there any opportunities for the youth to earn or work on Merit Badges? For

example, climbing, camping, backpacking etc. Arrange for any Merit Badge Counselors to be aware of

the youths’ efforts, and ensure the scouts know to contact their Merit Badge Counselor. The scouts

should follow the established Merit Badge process. A list of Merit Badge Counselors can be obtained

from the Troop Committee Merit Badge Coordinator, or, if needed, the Troopmaster software

coordinator.

4. Tour Plan and Training

Certain events require Tour Plans, others do not. If the event is sponsored by the Atlanta Area Council

or Button Gwinnett District and takes place on a BSA property, Tour Plans are not typically required. For

any other event, a Tour Plan will be required. Even if a Tour Plan is not mandatory, it is an excellent tool

for collating all the information needed for an event. Work with a Troop leader to get a Tour Plan

completed at least 2 weeks out from the event. You will need to know leadership contact information,

vehicle information (and insurance), description of activity, travel itinerary.

More info and plan: http://www.scouting.org/scoutsource/HealthandSafety/TourPlanFAQ.aspx

To complete a Tour Plan, you will need to identify adults trained in Youth Protection Training (YPT),

Weather Hazards, and CPR/AED. In addition and depending on the campout itinerary, there may be a

requirement for adults to be trained in Safe Swim Defense, Safety Afloat, and Climb On Safely if needed.

Our troop requires that all adults in attendance be up to date on YPT.

5. Troop Gear/Trailers

Troop 650 has an Adult Quartermaster, as well as Youth Troop Quartermaster. The Adult

Quartermaster ensures that the troop property is properly used, maintained and inventoried. He or she

works with the Youth Troop Quartermaster. The Campmaster should discuss any equipment needs with

the Youth Troop Quartermaster. This will allow the Adult to advise the Youth Quartermaster to possibly

arrange a Quartermaster Work Day. This will allow the scouts to get gear ready and replenish any

supplies for the upcoming trip.

If trailers are required, the Troop Quartermaster will need to ensure that they are in full functioning

manner prior to departure. The Campmaster should also ensure that adults capable of towing are

attending the trip. Several adults have trucks and/SUV’s. Trailers tend to be more fully loaded for

summer camp vs a weekend camp. Do you need a specialty type of trailer (to carry bikes for example)?

See Troop Trailer checklist at end of document.

6. Chaplain’s Aid

If possible, the trip should include a Sunday morning Interfaith Service. Advise the Troop 650 Chaplain

so he/she may work with the Troop’s youth Chaplain’s Aide to arrange to have a small appropriate

service. Often, a youth needing a merit badge requirement may fill this need. Please encourage a

youth to take on this role. This will help support the spiritual needs of the troop, as well as provide a

feedback mechanism of the trip.

7. Thorns and Roses:

Troop 650 always tries to wrap up an adventure with a ‘Thorns and Roses’ discussion. Everyone will

circle up before leaving and take turns telling what they liked and, perhaps, did not like. SPL will lead.

8. Health, Safety and Hygiene

For overall BSA policies, please be familiar with The Guide to Safe Scouting:

http://www.scouting.org/filestore/pdf/34416.pdf

The Troop must bring a first aid kit on each campout. The type of outing can change the type of kit

brought. There is a large toolbox style kit (yellow) for car camping outings, but there is also a

backpacking first aid kit for backcountry style trips.

Individual Health Forms are always brought for each trip, and must be complete and in the Troop

Binder. For backcountry trips, the binder can be left in a car. The Troop Medical Forms Coordinator

ensures the Troop Medical Forms Travel Binder is either in the troop closet or brought to the departure.

Medicine: Designate one adult on the trip as Trip Medical Officer to maintain any and all medicines,

schedules and information. Families need to be reminded ahead of time to bring all youth medicines in

baggies, with notes about dosages etc. to the departure meeting and provide to the Trip Medical

Officer. He or she will also oversee first aid kits and medical forms.

Hygiene: The Campmaster should coordinate with the Quartermaster (youth/adult) to ensure that good

hygiene is covered at a campout. This would include brining a handwashing jug, table, soap, hand

sanitizer, toilet paper and possibly paper towels. Some of this should be in patrol boxes, but it warrants

a double-check to ensure a scout is clean.

9. Travel

As Campmaster, you will schedule departure times and return times. Weekend outings typically leave

from Mt. Carmel on a Friday night (arrive at Mt. Carmel at 6pm, leave at 6:30, for example), but some

events may work better with a Saturday morning departure. Factor in drive times and traffic situations.

Sunday return times are typically after 12:30 to ensure Mt. Carmel Church attendees have largely left

the parking lot. When we arrive back at the church, no one is to leave until all troop equipment is

cleaned up/put away, and the troop is formally dismissed by the trip’s Senior Patrol Leader.

Campmaster will work with adults attending to ensure that enough seatbelts are available for all

attendees (including tow vehicles, if applicable). If not enough adults are staying overnight, additional

drivers should be recruited. The flyer/permission form should have notes about who can drive and who

will be attending. It is not uncommon to recruit drivers for driving up only and/or driving home only.

On departure day, each driver must receive a packet that includes all drivers and Campmaster cell

phone numbers, a roster of attendees and a map or directions to the destination. Have a driver

meeting to discuss any last minute details/changes at the departure point before calling for riders.

Travel rules:

• Each Driver should make sure that cell phones are on and in easy reach. NO texting.

• No eating in cars while driving (driver no, youth at driver’s discretion).

• Travelling in a ‘caravan’ is not recommended by the BSA

• No stopping unless for an emergency, quick coffee/restroom break, or planned in advance

• Youth protection rules must be observed at all times. Ideally, there will be two adults in a car,

but it is sufficient to have multiple scouts with a single driver.

Travel Money: The troop typically arrives at the departure point fed and ready to travel. If they

distance is long enough, there may be food for dinner needed, or lunch on the return needed. If travel

food is required separate from budget, put a note on the flyer/permission slip about needing money for

food.

10. Food

For patrol style campouts, the scouts will determine meals and purchase their own food based on

budgets and food lists. The adults are on their own and typically share meal duties. One suggestion is to

ask for a Grubmaster to oversee all meals, and then ask Scouters to each volunteer for one meal and

provide for the Scouters. If any special equipment is needed (such as Dutch Ovens), this should be

communicated to the Youth Quartermaster (for youth) or Grubmaster/adult QM (for adults). Patrol style

cooking budgets will generally fall into the trip fees.

For backpack style campouts, the adults are each on their own for meals and meal prep equipment. The

youth will pair up as tent-buddies, and share backpacking style meals as a pair. Backpacking food will

not be part of trip fees as the scouts will share meals and costs directly.

11. Water

Water source and filtration should be a consideration. Is the water source readily available? Do you

need water jugs to store/transport? Do you need filters for backcountry situations? Ask attending

adults if they have filters to borrow. Ask other adults in the troop if needed.

Remind everyone about the importance of water bottles and keeping hydrated. It is imperative that

youth have 1-2 32oz water bottles with them at all times on campouts. Stress this repeatedly.

12. Trailer Towing Checklist

*Keys to trailer kept by transporting driver for trip (spare set of keys in Scout Closet)

*Load about 60% in front of axle, about 40% on axle & behind (Note: Drivers pulling trailers are

responsible for ensuring their load is towed correctly)

*Propane tanks stowed in front of trailer on floor

*Heavy items stowed on floor

*Lighter and odd-shaped items stowed on upper layers

*Secure any odd shaped items that may move during transport

*Chains attached crisscross, and won’t drag

*Tongue secured and clipped (clip typically kept on key ring)

*Tongue jack is fully stowed

*Turn signals, stop, driving lights functional

*Tires – no nails or apparent leakage

*Jack stand removed from rear of trailer & stowed

*Wheels un-chocked

*Doors locked

*Black tongue lock stowed for later use

*Double check other trailer hookup (if two are used)

13. Links:

Troop 650 Website: http://www.troop650bsa.org/

Button Gwinnett District Website: http://gwinnettbsa.org/

Atlanta Area Council: http://www.atlantabsa.org/

Boy Scouts of America: http://www.scouting.org/

Guide to Safe Scouting: http://www.scouting.org/filestore/pdf/34416.pdf

SAMPLE CAMPOUT FLYERS:

Sample Duty Roster and Menu Planner (Both available on Troop 650 website)