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Steps
to a successful campout:
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1)
Be Prepared.
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2)
Cheerfully take the blame for the inevitable problems.
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3)
Always have enough drivers, and be sure to keep a couple of spare
seats in reserve.
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4)
The camping coordinator is NOT responsible for the weather.
The weather is the responsibility of the Scoutmaster.
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Task
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Done
by
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Done
when
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Comments
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Determine
the event: what, when and where
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PLC
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Troop
planning weekend and PLC meetings
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The
boys run the troop, and the Scoutmaster assists
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Research
the event (where to stay, etc.)
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Planner
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10
weeks before
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This
will vary depending upon the event.
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Estimate
the cost
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Planner
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10
weeks before
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Make
reservations
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Planner
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10
weeks before
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This
will vary depending upon the event.
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Prepare
a flyer and signup sheet
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Planner
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4-8
weeks before
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Earlier
is better
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At
troop meeting: announce event, route signup sheet, and hand out flyers
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Planner
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Each
meeting leading up to campout
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Encourage
parents to attend
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Recruit
scouts to attend
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Planner
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Each
meeting leading up to campout
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Begin
recruiting adults and drivers if necessary
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Planner
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4
weeks before
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Fill
out and submit a tour permit
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Planner
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2
weeks before
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The
tour leader and a member of the troop committee need to sign the form.
Typically we have used the Committee Chair as the committee signer.
The form is then faxed in to the Scout office.
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At
troop meeting: announce event, route signup sheet, and hand out flyers
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Planner
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Meeting
before campout
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Encourage
parents to attend
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Recruit
scouts to attend
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Planner
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Meeting
before campout
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Last
chance to sign up
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Get
the necessary health forms
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Planner
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Meeting
before campout
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Rick
Rausch is the keeper of the health forms
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Talk
to quartermaster about any special equipment needs
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Planner
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Meeting
before campout
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Quartermaster
is Rick Rausch. Generally
always the same needs.
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Scouts
plan the campout:
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Select
a cook and food buyer for the weekend
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Scouts
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Meeting
before campout
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Scout
who needs for rank advancement
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Plan
menus: budget is $10 per
person, (we have been running closer to $15)
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Scouts
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Meeting
before campout
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Divide
into patrols, prepare duty roster
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Scouts
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Meeting
before campout
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Check
driving arrangements (enough seats for Scouts and gear?) SEE NOTES BELOW
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Planner
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Days
before campout
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Recruit
adults and drivers if necessary
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Planner
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Days
before campout
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Ensure
someone can pull the trailer
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Planner
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Days
before campout
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See
Towing Requirements below
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Check
certifications (Safe Swim, CPR, Safety afloat, Youth protection, etc.)
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Planner
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Days
before campout
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Depends
on the nature of the campout
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Roster,
duty roster, schedule, directions, etc., printed and copied for each adult
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Planner
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Evening
before campout
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Do
the night before and hand out at departure point
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Go
Camping. Have fun.
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Planner
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Weekend
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Meet
at departure point. Take roll.
Let the boys run the campout, but oversee them.
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Turn
in one copy of final roster to recordkeeper
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Planner
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Next
troop meeting
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John
DeMay
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Turn
in another copy of final roster to Treasurer
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Planner
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Next
troop meeting
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Ken
Rowe -- advise on who to charge
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Ensure
all parents know how to get reimbursed for any campout expenses
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Planner
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Next
troop meeting
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Receipts
go to Treasurer (Ken Rowe)
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Authorize
driving reimbursement, if appropriate.
SEE NOTES
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Planner
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Next
troop meeting
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Tell
Treasurer (Ken Rowe)
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Return
health forms to keeper
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Planner
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Next
troop meeting
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Rick
Rausch is the keeper of the forms
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DRIVERS
GENERAL GUIDELINES
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Towing
requirements
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Suburban/Yukon 5 people
(including driver) with gear, 6 if you squeeze.
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It
is best if the driver has some trailering
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Mini-van 4 people with
gear, 5 is tight.
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experience,
the tow package on the
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Mid-size SUV (explorer,
Durango
) 4 people with gear, 5 is a
squeeze.
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vehicle
needs to be in good condition
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BIG
Sedan
: 4 with gear, 3 would be
better.
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(hitch,
tranny cooler, oil cooler, etc).
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Standard sedan: 3 with gear.
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White
trailer is best towed by a full size
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Little car: Why bother?
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truck
or SUV. Gray trailer can be
pulled
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Who tows trailer? SEE NOTE AT RIGHT
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by a
mini-van in a pinch, but otherwise at
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least
a mid-size SUV or a rear-wheel
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MILEAGE
REIMBURSEMENT GUIDELINES
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drive
mini-van.
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Mileage
reimbursement: at the option
of the coordinator.
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Define
rules. (based upon number of
scouts carried?)
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If
there is any official reimbursement, the mileage cannot be claimed on a
tax
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return
(for some trips, it may be better to just waive the camp fee for certain
drivers).
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Do
not reimburse for someone who only hauls his/her son up.
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Consider
special reimbursement for hauling trailer.
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Generally,
the mileage reimbursement only creates headaches and
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does
not adequately compensate the driver anyway. |
