IRON HORSE DISTRICT S -...
Transcript of IRON HORSE DISTRICT S -...
IRON HORSE DISTRICT’S
WEBELOS OUTDOOR WEEKEND
2014
TROOP & PACK LEADER’S CHECK-IN PACKET
September 26-28, 2014
Camp James Ray
71 Camp James Ray Rd
Pottsboro, TX 75076
(903) 786-2591
LEADER INFORMATION
A. LEADER MEETING
Attention, all Boy Scout Troops!!
The designated Adult and Scout Leaders at your campsite (preferably the Scoutmaster, SPL, and your Troop’s
Event Staff member) must attend the Leaders Meeting at the cracker barrel at 10:00pm on Friday. At that
time, any questions on check-in materials received or on the schedule of activities may be discussed.
Additional information on activities or schedule changes will also be presented at that time.
B. OPENING
We will have a opening ceremony including flag raising and invocation at 9:30am on Saturday.
There will be quick announcements, a sport’s report and a weather report. Please bring your
Troop and U.S. Flags to make this opening even more dramatic! All Scouts should be in
their full BSA Uniform at the opening ceremony
Attention, all Webelos Leaders!!
Your Webelos Patrols will be joined with several patrols from other Packs and will travel
round robin from one station to another. The Webelos will leave for their first station
after the opening ceremony at 9:30am. Be sure they have water, sun or rain protection (as
needed), a hat, and their Webelos Scout book. Please see the schedule for the times that
EVERYONE should be in their full BSA uniform. The Packs are encouraged to bring
their Patrol, Unit, or American flags to the opening ceremony as well. They can be
returned to your campsite with the Scout’s Webelos shirts after the ceremony.
This year you are invited to come up FRIDAY night if you wish to visit the Troop Campsites and to talk to the
Scouts and Scout Leaders on how you can transition from Webelos to Boy Scouts as seamlessly as possible.
C. EVENT SCHEDULE (tentative – final distributed at check in)
Saturday, September 27th
:
8:30am to 9:30am Check-in and Registration
9:30am to 10:00am Opening Flag Ceremony Official BSA Uniform
10:15am to 12:15pm Activity Sessions (30 minutes long, 3 stations)
12:15pm to 2:15pm Lunch and Campsite setup
2:15pm to 4:15pm Activity Sessions (35 minutes long, 4 stations)
4:15pm to 5:00pm Afternoon Open Activities/Entertainment
5:00pm to 5:15pm Evening Flag Ceremony Official BSA Uniform
5:15pm to 7:45pm Dinner at Campsites
8:00pm to 9:30pm Campfire (8:30pm) & Cracker Barrel (10pm)
11:00pm TAPS – Scouts in tents and quiet
Sunday, September 30th
:
7:00am to 9:00am Reveille & Breakfast
9:00am to 9:30am Opening Flag Ceremony/Awards Official BSA Uniform
9:30am to 10:00am Interfaith Worship Official BSA Uniform
10:00am Closing Flag Ceremony Official BSA Uniform
11:00am Break Camp, Inspections & Checkout
Everyone out of camp and on their way home by 11:00am!!
D. Skit Auditions & Sign Up
Auditions for Patrols wishing to present a skit and/or song at the Campfire will be at the Staff HQ
starting at 6:00pm Saturday. Patrols and Dens that participate will receive special recognition at our
Sunday flag ceremony. We are looking for adult Scouter skits also!
E. MAIN CAMPFIRE
We anticipate another spectacular campfire Saturday evening. We will meet at the flag pole at 8:15pm
and move to the Council ring together. We are requesting that every Troop bring at least one lantern to
help light the way and to be used for illuminating the camp fire program. Please mark your lantern so it
will not be confused with another Troop. There will also be plenty of skits and songs, so bring a chair
and be prepared for a good time! We will not present awards on Saturday night to keep the camp fire
program from running late.
F. SUNDAY SERVICE
Religious services will be held Sunday morning at 9:30am immediately after the Flag Ceremony. At the Council Ring a printed
program will be provided.
Webelos Outdoor Weekend
2014
WEBELOS PROGRAM
Advancement requirements completed during this event are the responsibility of each Webelos Leader to sign
off. We will set up the program as a round robin event with the Boy Scout Troops in charge of their particular
event. Each Den will move from event to event, participate or compete, and then move to their next scheduled
stop. It will be necessary for a minimum of 2 Webelos adult leaders to travel with each Webelos Patrol at all
times. Some of the events the Boy Scout Troops have planned so far are:
Archery Packing for campouts Slingshots
Radio Cooking Flag Retirement
First Aid & Fire Safety Tomahawk Throw
Registration and Check-In Guidelines
Arrive at Camp James Ray parking lot before 8:30am
Send one adult leader to the Registration/Check-in at the Fry Center. Packs who have preregistered will
receive “express service”! Receive your Camp Pass.
Combine all Pack equipment and personal gear into one or two vehicles. (ALL vehicles must park and
remain in the main parking area unless there is a medical requirement).
Place your Camp Pass in the window of your vehicle and move into your campsite and unload it. Return
immediately to the parking area and return your Camp Pass to Registration or to another vehicle if
necessary. Please note that in accordance with BSA policy, no one will be allowed to ride in the back of
an open vehicle, pickup or trailer. Unload all gear and return ALL vehicles to the parking area. Only
emergency vehicles will be permitted to remain in Camp.
Send your Webelos and at least two adult leaders to the 9:30am flag ceremony at the parade field next to
the dining hall. Be sure they are prepared for any weather, have water and are in full uniform. The
other adults may begin to set up your campsite or they can wait until lunch (12:15pm to 2:15pm) to set
up camp with the Webelos at that time.
Please follow all directions of all Staff and Security/Traffic Coordinators. This will facilitate your check
in and getting to your campsite.
Any last moment changes or updates will be given out during Check In.
GENERAL INFORMATION
1. MEMBERSHIP
All participants of the Webelos Outdoor Weekend event must be registered members of the Boy Scouts of America. Each
Den Leader and/or Pack Leader shall present a roster at check-in of all Webelos Scouts attending. Each participating Boy
Scout Troop shall present a roster at check-in of all registered Scouts as well. There is no family camping at Camp James
Ray, so please, no siblings may camp overnight. They may accompany an adult during the day but only with the direct
permission of the Camping Event Chairman.
2. TWO-DEEP LEADERSHIP
All units attending the Webelos Outdoor Weekend must comply with the BSA policy requiring that “two registered adult
leaders or adult and a parent of a participating Scout, one of whom must be at least 21 years of age or older, are required for
all trips and outings”. In addition, there must be a ratio of no more than 5 Webelos per adult.
3. SITE LOCATION
Camp James Ray is a Circle Ten Council approved camp located in Pottsboro. We are responsible for any damage to this
facility so please follow all rules so we may leave it in better condition than when we arrived.
4. OFF-LIMIT AREAS
Some portions of Camp James Ray will be considered OFF-LIMITS and are to be avoided by everyone. These areas will be
clearly stated during our Saturday morning meeting. Anyone found in these areas may be asked to leave the Camp.
5. ALCOHOLIC BEVERAGES/TOBACCO PRODUCTS
Alcoholic beverages are NOT permitted at Scouting functions. Anyone found possessing or consuming alcoholic beverages
will be required to leave the Camp. The use of any tobacco product is discouraged at any time at a BSA event.
6. NON-SCOUTING EQUIPMENT
Guns, sheath knives and other such equipment not accepted by Scouting are prohibited. Any equipment of this kind will be
confiscated and returned to adult leader upon check-out. Fireworks are prohibited as well. Cell-phones, Ipods, GameBoys,
DSI, PSP, portable games of any type, radios, or any electronic games are best left at home and are not part of the camping
experience.
7. CRITTERS AND PLANTS
Be prepared to defend yourselves against mosquitoes, chiggers, and ticks. Be careful to avoid any fire ants, snakes and
poison ivy. Bring your personal first aid kits for temporary treatment. All Dens should have a large, properly labeled and
visible First Aid kit available in their campsites at all times during the Campout.
8. WEATHER
Everyone must be fully prepared for conditions at this time of year. Temperature
ranges over the weekends could be quite cold to quite warm (this is Texas!). Scouts
are encouraged to bring necessary clothing to be as comfortable as possible at both of
these extremes. Appropriate personal rain protection is also an excellent idea, as it has
been known to (occasionally) rain during scouting events in the past. To help with this,
we will prepare a “Weather Rock” station to help us forecast the weather!
9. FIRST AID
There will be a First Aid station staffed 24 hours per day for any Scout or Scouter needing assistance. The First Aid Station
will be centrally located and marked with a Red Cross Flag. Please be sure to advise your patrol members of its location, to
be announced at the Friday Night Cracker Barrel and the Saturday morning Flag ceremony.
10. EMERGENCY CONTACT INFORMATION
In cases of emergency, the telephone number for
Camp James Ray is:
Camp James Ray
71 Camp James Ray Rd Pottsboro, TX 75076
(903) 786-2591
Your Iron Horse District Contact will be Clint Tennill at 214-850-1745
CAMPING
1. CAMPSITES
Each Den will be assigned a campsite adequate for the number of Scouts indicated on your Den Registration form. Last
minute additions to your Den Roster may result in overcrowding of campsites so please to have an accurate attendance count
for registration.
2. COOKING AND SANITATION
Each Den and Patrol will cook by the Patrol Method, and must furnish its own food, ice, stove fuel, wood or charcoal. There
may be a Burn Ban at Camp James Ray. If that is the case, the only campfire permitted will be the one built by the
WEBELOS OUTDOOR WEEKEND staff on Saturday Evening. You will have to cook off the ground in this event. Be
Prepared!
All Patrols/Teams/Dens are encouraged to use charcoal or stoves (liquid or propane). BSA rules for handling of liquid or gas
fuels should be followed (Guide to Safe Scouting).
3. GARBAGE
There will be a dumpster available for your trash next to the Dining Hall where you can
leave on Sunday as you depart. You will be responsible for the cleanup of your campsite
and camping area.
4. AMPSITE INSPECTION
Each campsite will be inspected and rated during daylight hours on Saturday. A
checklist for this inspection will be included in your Check-In Packet at registration.
This is for your Unit’s information and is not for competition. We will use BSA’s Low
Impact Camping Guidelines.
5. FIRE SAFETY
Each patrol is to provide its own chemical fire extinguisher per Den or Patrol cooking area.
You do not need cans of dirt or water available.
6. WATER
Abundant fresh water is available at Camp James Ray; HOWEVER, it may be several hundred yards from your Camping
areas. All Dens should bring their own water and containers to transport the water to their campsites as needed.
7. VEHICLES AND PARKING
No motorized vehicles are to be parked in the campsites at any time. Good road access will allow all equipment to be
unloaded as quickly as possible at the campsite, and the vehicles moved to the designated parking area to allow everyone a
chance to approach their campsite. Unauthorized vehicles will be towed. Owners will be skinned and tanned.
Only properly marked Medical or Handicapped vehicles will be permitted in camp.
Webelos Outdoor Weekend
2014
PACK LEADERS “HOW TO” FOR 2014 WEBELOS OUTDOOR WEEKEND Remind your parents that Webelos Outdoor Weekend 2014 is an exciting overnight campout, especially put together for the Webelos
and their parents. Plus, it is a great way to complete the camping requirements, as well as portions of various activity pins. Your
boys will get a taste of Boy Scouting as they “Discover Scouting”. You as an adult, will also get a chance to learn new skills that are
used by the Boy Scouts so you are better prepared when your son crosses over into scouting!
It’s really quite simple!. Here are a few pointers to make your 2014 Webelos Outdoor Weekend a success:
1. Read through this packet. If you have any questions, call Clint Tennill at 214-850-1745 or email at
2. Make copies of the Menu Packet and Equipment List if you want to distribute them to your Webelos Den
Leaders at your Pack Committee Meeting or Pack Night.
3. Make a presentation at your Committee or Pack meeting to your Leaders. Explain that this is a good way to
get a head start on their Webelos Outdoor Program. (Requirement #5 for Arrow of Light for starters).
4. Once you have a commitment from the individual families, turn in a Pack Registration with your registration
check with the check. You will need to have a roster of all those in attendance at check-in. Every unit should
have a Class 1 medical form for every Webelos and/or Boy Scout handy in case of an accident.
5. Use the Pack Attendance Roster to keep track of who is coming and who has already paid. Once you have
your final list of the attendees, make a copy of your roster for your records and turn the other in at check-in.
6. Once you have some interested families, set up a parents meeting to cover the equipment list for the Pack, the
personal equipment list and your menu. Be sure that the parents are aware that there are costs other than the
registration fee for the event. Figure out a menu, calculate approximate costs and decide on when final payment
for foodstuffs will be made. Have a duty roster, that way there are no misunderstandings as to who is
responsible for what and when. Decide to arrive as group or individually. Have a plan.
7. Make a deadline and stick to it. Make sure you get registered in advance. Walk up registration is accepted
but we cannot guarantee that there will be patches for every scout. Make sure you register on the Circle Ten
Council Campmaster website.
Webelos Outdoor Weekend
2014
SUGGESTED EQUIPMENT LIST
This is a suggested equipment list to help your units get started for 2014:
PERSONAL GEAR:
Tent
2 drop cloths (any kind of plastic) 1 for under tent and 1 for inside floor of tent
Sleeping bag (pillow optional)
Foam pad or air mattress (optional for under sleeping bag)
Flashlight with extra batteries
Personal mess kit (cup, plate and utensils)
Camp chair
Webelos Book
Toiletries
Insect repellant
Sun screen
Toilet paper
Canteen or water bottle
Uniform Shirt and Neckerchief (for flags, religious service and campfire)
Personal clothes
Rain Gear – just in case
Extra sweatshirt or light jacket
Class 1 Medical Form for each Scout
PACK GEAR:
Dining Fly (due to the probability of more than one unit sharing a campsite, it
may be necessary to set up only one fly per campsite.)
Portable Grill
Charcoal, charcoal chimney and matches – PLEASE DO NOT USE LIGHTER
FLUID!
Fire Extinguisher, one per cooking area.
Garbage bags
Lantern (preferably battery for Webelos)
Cooking gear
Portable tables if you have them (there are never enough at the sites)
Wagons or carts (if you have to pack your gear in)
Webelos Outdoor Weekend
2014
PACK ATTENDANCE ROSTER
Please keep one copy for your records and turn one copy in at check-in
PACK #________ Contact Name_______________________________ Patrol Name: _______________________ Cell Phone:______________________________ E-mail address _________________________________________ (Someone we can call who will be at camp)
*Registration $10.00 per Scout or Scouter.
Family Name # of
Adults # of
Scouts Total #
Attending Total Paid
EX: Adams Family 1 2 3 $10*
Total
1ST
2ND
Day Sat Date 09/21 Day Sun Date 09/22
BREAKFAST Main item ________________
Meat ________________
Bread ________________
Fruit ________________
Drink ________________
Other ________________
LUNCH Main item ________________
Vegetable ________________
Bread ________________
Fruit ________________
Drink ________________
Dessert ________________
Other ________________
SUPPER Main item ________________
Vegetable ________________
Bread ________________
Fruit ________________
Drink ________________
Dessert ________________
Other ________________
Other ________________
Webelos Outdoor Weekend 2014
PATROL MENU PLANNING SHEET
PATROL/DEN _____________________________ PACK/TROOP___________________________
PATROL DUTY ROSTER
Head Assistant Fire Water Kitchen Asst Kit
Cook Cook Man Man Clean-Up Clean-UP
FRI SUPPER
SAT BRKFST
LUNCH
SAT SUPPER
SUN BRKFST
Iron Horse District
Webelos Outdoor Weekend
CAMPSITE INSPECTION
Troop: Patrol:
Possible Points Points awarded
20 ALL motor vehicles moved to parking lot?
15 American Flag properly displayed at Campsite?
15 Troop Flag properly displayed at Campsite?
5 Unit site perimeter properly marked
10 Entire Campsite free of litter?
10 Patrol boxes off of the ground?
10 First Aid Kit available and ready in case of emergencies?
10 Troop cooking gear properly stored and clean when not in use?
(Equipment inside Patrol boxes may be checked for cleanliness)
10 Patrol food properly stored and a Troop or Patrol menu posted?
(A menu must be posted by Troop or Patrol, but the Troop must be
consistent throughout the Campsite)
10 Cooking area proper distance from tents/Fire extinguishers?
5 Hand washing basin available for cooks?
10 Wash stations for mess kits and cooking utensils
10 Adequate water supply evident?
10 Charcoal/Liquid Fuel safely and properly stored?
10 Tents pitched orderly by Patrol and ready for rain?
10 Personal gear clean and properly stored?
10 Troop or Patrol Duty Roster posted in Campsite?
10 Troop or Patrol Membership Roster posted in Campsite?
10 Garbage in bags or cans and protected from animals?
10 Recyclable items in separate disposal for return
10 Compostable garbage collected for return
10 Scoutcraft projects visible?
5 Bonus – Campsite “Hospitality” Offered?
Special Merit
Total (230 max)
Webelos Outdoor Weekend
IRON HORSE DISTRICT – CIRCLE 10 COUNCIL
Troop Questions for Webelos Parents
Dear Parents of Webelos Scouts,
This event is designed for the Webelos to experience Boy Scouting first hand. It is also the opportunity for you,
the parent, to interview prospective Boy Scout Troops to join once it is time for your Webelos Scout to cross
over into Boy Scouting.
Choosing the right Boy Scout troop for you is an individual decision. Troops vary in their focus and the
personalities in each troop differ. You need to think about what will make scouting a fun, rewarding experience
for you and then find a troop that appears to best fulfill your needs.
If you're a Webelos scout, having completed five years of Cub Scouts, you may feel that you've experienced all
there is in the program. But Boy Scouts is a very different program full of new experiences. Make a
commitment to try it for a year to observe the differences and then decide if you want to continue on or not.
A boy needs to visit at least one troop meeting before joining Boy Scouts. You really should visit several troops
to learn the uniqueness of each. Select a troop that fits the needs of your family.
When you visit troops, try to get answers to these important questions to help you decide on a home troop:
How many registered scouts? (30-50 is generally recognized as a good troop size, but there are many
larger and smaller troops)
How many of those registered scouts are active? (some troops have lots of names on the roster, but the
scouts don't participate. Count how many are at the meeting you visit and if it doesn't match what you
are told, visit again before deciding to join.)
How many assistant Scoutmasters, Committee members, other troop positions? (a strong troop
committee supports the plans created by the scouts. Assistant Scoutmasters are needed to support scout
advancement and troop events. One assistant Scoutmaster for every 8-10 scouts is good.)
What would a chart of the age distribution of the 'active' scouts look like? (a few older and lots of 11-12
year olds indicates a troop that is either recently growing or is having problems keeping scouts active.
More older scouts indicates there's something for them to stay for.)
How many scouts have earned Eagle in the past few years and how many are still active in the troop?
(often scouts reach Eagle and stop participating. Hearing that scouts stay in the troop until the age out at
18 indicates a strong program.)
How are the patrols organized? (new scouts should be kept together to start, but then either continue on
as their own patrol or get integrated into existing multi-age patrols.)
What goes on in troop meetings? (you should see this when you visit. Some troops spend most troop
meetings doing merit badge work - this is not the BSA model for merit badges. Some troops run around
in chaos at meetings. The agenda for each meeting should be prepared and run by the Senior Patrol
Leader. Meetings should have an opening, time for scout skills, fun time, planning for events, a
scoutmaster minute, and closing. The key thing is that you should see the troop being run by the scouts,
not the scoutmaster or other adults - even if it seems inefficient.)
What service projects does the troop do? (service is a key part of scouting. There should be many
opportunities for service throughout the year.)
How is the rank advancement managed? (There should be support in place for new scouts to advance up
to First Class. The most important thing you should hear is that the troop has good Troop Guides for the
new scouts. These are helpful scouts in a leadership position tasked with guiding new scouts in their first
year. Some troops force-feed advancement up to First Class in a new scout's first year while others let
the scout flounder with no direction - both tend to lose scouts.)
How are Merit Badges managed? (the BSA merit badge program is intended for scouts to seek out and
complete merit badges that interest them, as well as 12 required badges for Eagle rank. A troop that
schedules merit badges and scouts just attend similar to school is not following the program. A troop
that spends their troop meeting time on merit badges is not following the program. Scouts need to take
responsibility to select merit badges and complete them with a merit badge counselor advising and
guiding them.)
How is troop leadership managed? (The troop should really be 'boy-led'. Every troop will say it is 'boy-
run' or 'boy-led', but you need to see if that is true. Who is in front of the troop? Who is corraling the
scouts to start the next activity? Who is teaching? What are the older scouts doing? These should all be
scouts in leadership roles. A Senior Patrol Leader runs the meetings with assistance from his Assistant
Senior Patrol Leader. Every patrol has a Patrol Leader responsible for leading his group of 5-9 scouts.
These scouts should meet every month to plan upcoming activities. There should be an annual
scheduling session where the scouts plan campouts, high adventure trips, and other events for the
future.)
When and how often does the troop meet? (A troop should have an outing scheduled for every month.
Troop meetings should occur on a regular schedule at least twice a month, and preferably three times.
Troops should not stop meeting for the summer.
How is family communication handled? (email, phone trees, web site - depending on the type of
communication and your preferences, any can work. A troop roster should be kept updated and
distributed to all scouts.)
What camping has the troop done and is planned? (This is probably the big question that will effect your
choice since you can relate to the answer with no prior BSA background. There should be a wide range
of outing themes, not the same 12 events every year. There should be a week-long summer camp, and an
outing every month.)
What high adventure trips have been done recently and are planned? (many troops will rattle off
Philmont, Seabase, Northern Tier, and National Jamboree as their high adventures - these are all great
trips, but they are very expensive and pretty much a pre-packaged deal. If a troop tells you their scouts
are planning a trek in the Rockies, or whitewater rafting, or hiking the Grand Canyon, or some other
self-directed high adventure, that shows a broader view of scouting. Ask if the scouts or adults are
planning those outings - scouts CAN do pretty much all of it, with just guidance as needed.)
What participation and training is expected of parents? (You should expect that parents are needed to
make the troop's plans succeed. The most important thing a parent can do is ask the scout how a meeting
or outing was and to support him in scouting. Many troops would like each family to help with
transportation to 2 or 3 campouts each year, some require less. You should hear that adults are required
to complete Youth Protection Training before interacting with the scouts. Troops also need a few adults
to take on troop roles each year, such as Asst. Scoutmaster or Committee member - these are required to
offer a complete scouting program. They should be expected to complete training for their position.)
What fundraising is done?
How are the funds managed? Does each scout have his own account?
What equipment is provided by the troop and the scout?
How often are Roundtables attended and by who? (district roundtable meetings should be held each
month and the adult troop leaders should attend to find out district and council information.)
What district and council events has the troop attended recently or planning to attend?
How will new scouts learn what to do as Boy Scouts?
How much will a year of scouting cost?
How are conflicts between scouting and sports/theater/music/... handled?