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DISTRICT WEBELOS WOODS

LEADER & SCOUT PREPARATION GUIDE

September 19—21, 2014

McIntosh Reserve Park

Carroll County, Whitesburg

Do Your Best! Be Prepared!

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I. INTRODUCTION A. PURPOSE OF THIS GUIDE

Hello! This purpose of the “Leader & Scout Preparation Guide” is to provide most information about this event in order to help

attendees be prepared. The items included in this document will be the following: Event Information, Attendance, Safe Scouting,

Schedule, Activity Periods, Packing, Preparing, Map, and Forms. We hope you find it helpful but things like schedules and activities

may change due to this being a volunteer-led event. Changes and final schedules will be communicated at the Patrol Leader Con-

ferences at the event. You can contact the co-directors anytime for more information.

Joanna LaConto Mike LaConto

joanna.laconto@firstfcc.com mlaconto@eppsaviation.com

678-327-1257 (cell) 770-653-7560 (cell)

B. VISION STATEMENT

The Indian Springs District of the Atlanta Area Council will plan and guide a quality, fun, and safe overnight camping event called

“Webelos Woods” for 1st and 2nd year Webelos Scouts with Boy Scouts hosting and leading Scouting activities which will inspire

both Webelos and Boy Scouts to advance and continue in Boy Scouting.

C. GOALS

1. Webelos & Arrow of Light (“AoL”) Award Scout Advancement

Please see the Webelos Handbook or from a website like www.meritbadge.org for the requirements mentioned herein.

Boy Scouts will lead four 90-minute Activity Periods (similar to Resident Camp at Bert Adams) with 2 in the morning and 2

in the afternoon. Activities during the periods will be Citizen, Forester, Naturalist, and Readyman. All Webelos are ex-

pected to attend, unless the Webelos Leaders has permission from the Directors to substitute the Activity with a 3-mile

hike for Outdoorsman (Req. 9) or AoL (#5). The table below shows suggested requirements during the activity periods in

addition to requirements that will be earned by participating in all the activities at Webelos Woods.

Participating Activity Periods Den (Patrol) Badge

2, 3, 8, and 12 5 (3-mile Hike substitution approved

by Directors.)

5 & 7 (Fri. eve.), 10 or 11 Outdoorsman

8 (beltloop #3) and 10 3 & 4 All other req. @ future den

mtgs.

Citizen

In Activity Period 3, 4, 6, 8, & 2 or 5 N/A Forester

In Activity Period 6, 7, 8, 9, 11 1—Respect (Sat. mtg.) Naturalist

Readyman In Activity Period 2-8 ; 9 or 14; 15 1—Courage (Sat. mtg.)

AoL 4 (1 of the 2 visits)

5 (camp if not for O-man)

3 (activity pins)

5 (Hike, if not camping & with ap-

proval by Directors)

All other req. @ future den

mtgs.

Webelos N/A Jump start Citizen &

Earn the 3rd pin

All other req. @ future den

mtgs.

World Con.

Award

Earn

Outdoorsman

Earn Forester &

Naturalist

Do outdoor conservation

project in future

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I. INTRODUCTION (continued)

C. GOALS (continued)

3. Webelos-to-Scout Transition

Coordinated opportunity to visit (and stay with) a Boy Scout troop at their camp

Interact with the “big guys” and build relationship which may inspire to continue in Scouting

Recruitment opportunity for Boy Scout & Webelos (also Journey to Excellence goal)

4. Boy Scout Advancement

Service hours—earn them for Star and Life Scout rank requirements

Scout Spirit — demonstrate living the Scout Oath, Scout Law and Outdoor Code

Merit Badges—achieve several requirements for the Camping, Cooking, Communication, and First Aid

merit badges that are required for Eagle

Camping

Help a Webelos Scout unit in your area prepare for an actual overnight campout. List assignments for each mem-

ber. Include creating the duty roster, menu planning, equipment needs, general planning and setting up camp.

(Requirements #4a and & 4b).

Camp a total of at least 20 nights [this counts for 2] as designated Scouting activities or events. (Req. 9a).

Communication

With our counselor’s approval, develop a plan to teach a skill or inform someone about something [Webelos Activ-

ity Pins]. Prepare teaching aids for your plan. Carry out your plan. With your counselor, determine whether the

person has learned what you intended. Requirement 6.

Using desktop publishing to produce a newsletter, brochure, flier, or other printed material for your troop. In-

clude at least one article and one photograph or illustration. Requirement 7.

Plan a campfire program or interfaith worship service. Have the patrol leaders’ council approve it, then write the

script and prepare the program. Serve as master of ceremonies. Requirement 8.

Cooking

In the outdoors, prepare a dessert or snack and serve it to a group of up to 8 youth. Requirement 6e.

First Aid

Teach another Scout a first-aid skill selected by your counselor [Readyman Activity Badge]. Requirement 7.

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II. EVENT INFORMATION

A. LOCATION

Description

McIntosh Reserve Park (“MRP”) is managed by the Carroll County Parks Department. Amenities are 527 acres, frontage along

the Chattahoochee River, hiking and equestrian trails, an splash and spray area, and primitive (tent-only) camping.

Directions

MRP is located at 1046 West McIntosh Circle, Whitesburg, GA 30185. The access road is 2 miles south of the intersection

(traffic circle) of Highway 5 from Douglasville/Roopville and Highway 16 (a/k/a Alt. US Highway 27) from Carrollton/Newnan).

Map

Please refer to the Map and the end of this guide. It is a compilation of several (not so clear) maps from MRP’s website.

Event Activities & Camping Area

The area reserved for this event will be at and around Pavilion #2 and Picnic Shelter #5. This area

has the closest access to water, flushing toilets, electricity, showers, parking & HQ.

Campsites will be “first come, first served” and areas will be marked off in the field for the size of

your unit. Preference will be given to the units in the order that they register.

If you chose to camp in an other area (or there is room in the field), you will need to stake-out a

campsite early in the day.

After unloading gear, vehicles must park in a designated area, not at the campsite.

MRP Rules

Trees—No cutting of trees or wood. No axes or saws allowed at the park. No nailing of anything to a tree. Remove things

tied to trees before leaving.

Travel—No excessive travel at night or shining of wildlife at night.

Fires—Fires are only allowed in fire rings at the campsite or a free-standing pit. You must also have an adequate supply

of water readily available and sand to extinguish the fire. Park regulations may prohibit the use of any open or ground

fire if the season has been too dry.

Dismissal—Anyone may be asked to leave at any time by park staff for violating rules.

Hours/Gated Facility—Hours are 8 AM to 8 PM. Anyone not camping must vacate the park unless prior arrangements have

been made with MRP staff. No unauthorized people may be let in and out of the gate after closing hours. In the event of

an emergency, anyone may ask to leave or utilize any issued keys to vacate the park.

Picnic Tables & Benches—Do not move any from anywhere. Tables can be moved from rented shelters (Pavilion #2 and

Picnic Shelter #5) but must be returned.

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II. EVENT INFORMATION (continued)

B. WEATHER

Forecast

According to some websites, the weather forecast is normal temperatures with highs around 82 and lows of 57 degrees with

mostly sunny skies. Sunrise will be at 7:20 a.m. Sunset will be around 7:35 p.m.

Rain, Severe Weather & Flooding

Events will continue if it rains; so be prepared with rain gear.

If there are thunderstorms, follow BSA policy and go to the safest place which is inside a building or vehicle.

All leaders should have taken Hazardous Weather training at www.scouting.org prior to the event.

Although nice weather is forecasted, this weekend marks the 5th anniversary of the Historic Flood of 2009 in which the

Chattahoochee River damaged areas of MRP.

MRP staff may ask people to vacate the premises if Severe Weather or Flooding are threats.

C. COST & PAYMENT

Overnight camping on Friday & Saturday is strongly encouraged. There will be no time on Saturday for a

unit to set up camp; so, all units must arrive on Friday. The fee is $10 whether you camp 1 or 2 nights.

If a Boy Scout or Webelos Scout and Parent cannot camp overnight due to extra-curricular activities, they

may attend daytime activities at a reduced cost of $4.

* The higher the attendance, the more likely we will have sufficient funds to order commemorative patches after the event

for those who attended. We have higher fixed costs with this event due to the pavilion rentals.

Event Fee Cost Description

Daytime Activities &

Camping

$10 Includes Camping cost @$3/person/night (total $6) paid to MRP and

Administrative costs of $4/person (pavilion rent, awards, communication, etc.*)

You are exempt from the vehicle entrance fee.

Daytime Activities only $4 Administrative costs above.

Non-Carroll county residents pay $3/vehicle/day at the gate.

Food TBD Your patrol need will to plan a menu. Depending on ingredients, average cost is $3-

$5 per meal. For 5 meals during the event, cost may be around $15 -$25/person.

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III. ATTENDANCE A. BOY SCOUTS

Only youth registered in a troop on the unit roster turned into Headquarters should be at Webelos Woods.

If a boy arrives on Saturday who is not listed on the roster, he should sign the unit roster in at Headquarters.

If a boy needs to leave sometime on Saturday, he should notify the troop leader.

All adults attending should be listed on the Troop Roster turned into Headquarters.

If the adult is registered with the district or council (not a Troop), they should check-in at Headquarters.

B. YOUTH Webelos

This event is designed for Webelos (4th & 5th graders) and Boy Scouts.

They will be in dens a/k/a patrols for Activity Periods and Meals and preferably camp-

ing with the patrol.

They must be registered in the BSA in a pack and on the Unit Roster to be turned in at

arrival in order to participate.

Siblings

Siblings must be listed on the Unit Roster and pay the $4 or 10 fee.

Siblings cannot sleep/tent at the patrol campsite or attend any activities.

They can attend Opening & Closing Ceremonies and Evening Campfire (but not participate in).

Friends and other youth relatives—cannot attend this event.

C. ADULTS & SUPERVISION

BSA policy states each Webelos Scout will be under the supervision of their Webelos Leader and Parent or Guardian at all

times who share joint responsibility of the Webelos Scout. If a Parent or Guardian can’t or won’t attend, BSA policy allows an

Attending Adult to take the place of the Parent or Guardian with their permission.

Definitions are of Adults are:

Webelos Leader - Adult with a BSA Membership Card who has completed all training (Youth Pro-

tection, This is Scouting, and Webelos-Position Specific)

Parent or Guardian—Adult who has legal custody of the child.

Attending Adult—A person who is (a) 21 years or older; (b) not the Webelos Leader; (c) not be su-

pervising more than 2 Webelos at a time; must not have 1 on 1 contact with the youth, and cannot sleep together in

a tent with the youth. Grandparents, Aunts, Uncles, and other relatives are NOT defined as Parents or Guardians if

the do NOT have legal custody.

Minimum Ratio of Adult to Webelos

There must be 2 Adults (1 Webelos Leader + 1 Parent/Guardian or Attending Adult) for every 6 Webelos. (2:6)

Adults are welcome to attend with their Webelos Scout to all activities as long as they are no supervising a sibling

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IV. SAFE SCOUTING

A. BEHAVIOR

BSA is a value-based youth development organization. All participants (youth, family, adults, leaders, etc.) will re-late to each other and conduct themselves in accordance with the principles embodied in the Scout Oath and Scout law.

Scout Oath: On my honor I will do my duty to God and my county and to obey the Scout Law; to help other people at all times; to keep myself physically strong, mentally awake, and morally straight.

Scout Law: A Scout is Trustworthy, Loyal, Helpful, Friendly, Courteous, Kind, Obedient, Cheerful, Thrifty, Brave, Clean, and Reverent.

Outdoor Code: As an American, I will do my best to: Be clean in my outdoor manners; Be careful with Fire; Be considerate in the outdoors; and, Be conservation-minded.

One of the development tasks of childhood is to learn appropriate behavior. Children are not born with an innate sense of proprie-ty and they need guidance and direction. The example set by positive adult role models is a powerful tool for shaping behavior and a tool that is stressed in Scouting. Misbehavior by a single youth member in a Scouting unit may constitute a threat to the safety of the individual who misbehaves as well as to the safety of other unit members. Such misbehavior constitutes an unreasonable bur-den on a Scout unit and cannot be ignored. Adult leaders of Scouting units are responsible for monitoring the behavior of youth members and interceding when necessary. Parents of youth members who misbehave should be informed and asked for assis-tance.

B. BUDDY SYSTEM

Boys must always travel in at least pairs. No boy should ever be alone.

No boy should be permitted to leave the activity without the permission and knowledge of the Scout

If an adult is escorting the boy who is not the Parent or Legal Guardian, there must be another person with the adult. No one-on-one situations! Youth Protection rules apply!

C. SMOKING

This is discouraged at Scouting events. If necessary the adult must do it in an area away and not visible to Scouts.

D. SLEEPING & TENTING

Webelos Scout has these Acceptable Options where to sleep:

1. At the Patrol Campsite (Webelos with Webelos Leaders) within or adjacent to a troop’s campsite

(a) With 1 or 2 Webelos in the same tent

(b) Alone if a small tent is provided

(c) In the tent of his Parent (as defined above) who is also the Webelos Leader

2. Next to his Parent

(a) Inside the same tent with a 1 Parent, or 2 Parents married to each other of opposite sex

(b) In a small, separate tent alone or with a same sex youth

3. In a separate tent adjacent to his Accompanying Adult—Alone or with a same sex youth.

Siblings must follow #2 or #3 above.

Boy Scouts must tent with other Boy Scouts at the patrol campsite (not with Webelos—even if they are brothers)

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V. TENTATIVE SCHEDULE

BEG. END ACTIVITY COMMENTS

FRIDAY

5:00 6:00 Arrival & Set-Up Camp Outdoorsman (O-man) #3.

6:00 7:00 Dinner Order of the Arrow may be selling dinner.

7:00 8:00 Patrol Campfire Prior to having a campfire in an above-ground pit, Webelos & Leaders

8:00 9:00 PATROL LEADERS CONFERENCE At least 1 Adult and 1 Patrol Leader from all units must attend. Turn-in flags

for retirement, roster, and make payment. Get FINAL SCHEDULE. Q&A.

8:00 9:30 Patrol Meeting

Boys & Adults at the patrol campsites finish preparations (activities, duty

roster, etc.). When leaders return from PLC at 9:00, huddle.

10:00 Quiet Hours (until 7 am)

SATURDAY

7:00 7:15 Wake Up Gates open at 8:00. Patrols dress in unit t-shirt (Class B).

7:15 8:00 Breakfast & Clean-Up Camp Prepare for Campsite Inspection during Activity Periods

8:00 8:15 Patrol Assembly Have patrol flag, yell, and daypacks (see What to Bring section).

8:15 8:45 OPENING CEREMONY Flags. Bring your patrol flags and shout outs. Community Leader visit.

8:45 12:00 ACTIVITY PERIODS 1 & 2 See Activities Section—90 minutes each - Break 10:15 to 10:30

12:00 1:30 Lunch Patrols should prepare, cook & clean-up (O-man #8)

1:30 4:45 ACTIVITY PERIODS 3 & 4 See Activities Section—90 minutes each - Break 3:00 to 3:15

4:45 5:15 Patrol Meeting Provide feedback to leaders going to Patrol Leaders Conference.

5:15 5:45 PATROL LEADERS CONFERENCE At least 1 Adult and 1 Patrol Leader (Boy Scout and Webelos) must attend.

5:15 7:15 Dinner Patrols should prepare, cook & clean-up. Submit dessert to judges.

7:15 8:15 Dessert Tour& Contest Visit Boy Scout Troop Campsites and have dessert. (O-man #12)

8:30 9:30 EVENING PROGRAM Boy Scout lead. Wear Scout Uniform. Campfire. Flag retirement ceremony.

10:00 Quiet Hours

SUNDAY

7:00 7:15 Wake-Up

7:15 8:00 Breakfast

8:00 9:00 CLOSING CEREMONY A Scout is Reverent. This will be an interfaith worship service led by the

Scouts. Following the service will be Awards Presentation.

9:00 Camp Breakdown

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VI. ACTIVITIES

ACTIVITY PERIODS

Activity Periods will be set-up as a Round Robin as shown in the table above. See Introduction Section for description.

Webelos

Webelos will travel together in their Patrol and with other Patrols from their Pack. For example, if 100 Webelos, each group

will have 25 scouts. Smaller units will combine with other units.

Group names are from the Outdoor Code (Clean, Careful, Considerate and Conservation-Minded). Placement will be an-

nounced at Opening Ceremony.

There will be 4 activities (Citizen, Forester, Naturalist, and Readyman) offered during each of the 4 activity periods.

Requirements to be covered are listed on page 2 of the guide.

Boy Scouts Responsibilities

Leaders—Having enough boys and leaders to break-down the Groups into smaller groups, if

needed, to effectively teach specific skills

Materials—Providing equipment and supplies for the activity.

AWARDS

To encourage Scout Spirit we will have awards for Webelos and Boy Scout Patrols by judging:

TIME CITIZEN FORESTER NATURALIST READYMAN PERIOD

8:45 -10:15 CLEAN CAREFUL CONSIDERATE CONSERVATION-

MINDED 1

10:30- 12:00 CONSERVATION-

MINDED CLEAN CAREFUL CONSIDERATE 2

1:30— 3:00 CONSIDERATE

CONSERVATION-

MINDED CLEAN CAREFUL 3

4 3:15— 4:45 CAREFUL CONSIDERATE CONSERVATION-

MINDED CLEAN

Category Webelos Boy Scouts Criteria

Patrol Flag √ n/a Use of materials, visibility, symbol representing members

Campsite √ n/a Inspection Checklist—highest score

Desserts n/a √ Best Taste, Authenticity, Having enough for guests

Activity Period √ √ Best behavior (Boys Scouts rate Group)

Best activity (Groups rate Boy Scouts)

Leadership Scout Spirit, volunteering to lead Activity Periods, Campfire, Scouts Own Service, n/a √

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VII. PACKING A. WHAT TO BRING

1. Unit Leader / Coordinator

This Guide

Final Roster and Check for Payment

Completed BSA Medical Parts A & B

Completed Activity & Consent Forms

2. Unit Equipment / Food Manager

General: Stakes or posts to rope off area, canopy, tables, chairs, gateway, Unit Flag

Sleep: Tents, tent stakes, stake pounder, and waterproof ground cloths

Food: All meals, storage to keep dry, cool, and critter-free, ice, dessert contest items

Cooking: Utensils, pots, charcoal grill, propane-powered stoves, propane, table

Water: 5-gallon containers for hauling and holding water

Cleaning: Trash bags, paper towels, dish soap, 3 dishwashing tubs, hand soap/sanitizer

First Aid: Unit Kit and visible signage of location

Fire: Chopped wood, buckets with sand & for filling water, shovel Webelos groups do not need to go out and buy this equipment. Pull resources with families. Contact directors to see if

equipment can be borrowed. 3. Webelos Leader (for each den/patrol)

Den (patrol) name, cheer, yell, and flags

Knowledge of any medical or allergy alerts of the youth & adults in your den (patrol)

Everything on the Scout Overnight Checklist

4. Scout (each person) See Checklist on next page. This form is also available on the B.S.A. website.

5. Boy Scouts (specific) 1 & 2 above; 4 (most applies for Boy Scouts); Materials for activities; Dessert ingredients & recipes

B. WHAT NOT TO BRING

1. Alcoholic Beverages —Alcoholic beverages are never permitted at Scouting functions or at McIntosh Reserve. Anyone found possessing or consuming alcoholic beverages will be required to leave camp immediately.

2. Electronics — We like to think that we can keep our Scouts busy enough that they don’t need to have electronic toys alone with them for amusement. Let’s keep the “Outing” in Scouting. Please keep them at home. They will survive and learn to play and communicate in person rather than in front of a screen and not distract others who want to sleep.

3. Horses, Dogs, and other Pets — Although allowed at McIntosh, please do not bring them to this event. We have enough

to take care of with just the Scouts.

4. Knives — Sheath knives and other similar gear (larger than a pocket knife) are not acceptable for Scouting activities and are prohibited. Any equipment will be held by the camp staff and returned to the Den Leader upon checkout.

5. Flames into a Tent—There should never by any open flames in a tent. Tent light should be provided where necessary by flashlight or battery-powered lanterns only.

6. Axes, machetes, saws—Not allowed at the park. No trees can be cut and no wood chopped.

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VII. PACKING (continued)

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VIII. PLANNING & PREPARING

A. CALENDAR (Aug. 24—Sep. 19)

B. SUGGESTED ACTION PLAN / TIMELINE

SUN MON TUE WED THUR FRI SAT

24 25 26 27 28 29 30

31 1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

Date Description Unit Leaders, Webelos & Boy Scouts

8/25-8/27 Meeting “1” Review guide, promote event

9/01 Labor Day Units with meetings on Mondays but not meeting due to the holiday may need to

schedule a “make-up” meeting later.

9/02-9/03 Meeting “2” Determine if attending & notify directors. This will be very helpful!

Boy Scouts pick activities to lead and notify directors.

Start collecting flags in the community.

Prepare for campout (menu, duty roster, packing needs)

Webelos dens form patrols for name, flag, yell

9/08-9/10 Meeting “3” Distribute BSA Activity Consent Forms

Distribute Medical Form A&B (if not current).

Webelos Leader complete roster and patrols work on flags and campout plans.

Boy Scouts prepare for activities.

Registration deadline is 9/10/14 at 10:00 pm.

9/15-09/17 Meeting #4” Collect forms above

Complete roster spreadsheet

Get a check from treasurer

Gather “What to Bring Items”

9/18 District Roundtable Last chance to ask directors in person

9/19-9/21 Event Ready or Not— It’s here!

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VIII. PLANNING & PREPARING (continued)

C. FORMS & DOCUMENTS

Registration is on the district website www.indianspringsbsa.org. Payment is not

required until check-in. So, no credit card is needed.

The following documents will be on the district website or can be e-mailed to you:

1. Leader & Scout Preparation Guide

2. Roster—for Webelos (Excel Workbook version on website, pdf is included on following pages)

3. Roster—for Boy Scouts (Excel Workbook version on website, pdf is included on following pages)

The following documents are available from the B.S.A. website:

1. Activity Consent Form and Approval by Parents or Legal Guardian (2012 printing)

http://www.scouting.org/licensing/sitecore/content/home/healthandsafety/forms.aspx

2. Annual Health Medical Record (2014 downloadable version on “Scouting Safely” page)

http://www.scouting.org/scoutsource/HealthandSafety/ahmr.aspx

3. Webelos Scout Overnight Checklist

http://www.scouting.org/filestore/CubScoutMeetingGuide/PDF/Appendix/511-818.pdf

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MCINTOSH RESERVE PARK MAP