Boarding Manual / Leader's Guide

Arrival

Units should arrive on Friday between 1800-2200. Saturday check is available upon request by contacting the event chair.

Check-in

during check-in, medical forms and any required forms will be collected, and campsites will be assigned.

Sunday Specifics

Because we are leaving camp on Sunday, we need your help cleaning up. After you’ve left for the day, there should be no evidence you were ever there: let’s practice Leave No Trace. Specifics about unit duties and procedures will be communicated during Sunday morning at flags. 

Two-Deep Leadership

"Two registered adult leaders 21 years of age or over are required at all Scouting activities, including meetings. There must be a registered female adult leader 21 years of age or over in every unit serving females. A registered female adult leader 21 years of age or over must be present for any activity involving female youth. Notwithstanding the minimum leader requirements, age- and program-appropriate supervision must always be provided." (Source)

"One-on-one contact between adult leaders and youth members is prohibited both inside and outside of Scouting." (Youth Protection and Barriers to Abuse FAQs)

The BSA's Commitment to Safety is ongoing and we want you to know that the safety of our youth, volunteers, staff, and employees cannot be compromised. The Boy Scouts of America puts the utmost importance on the safe and healthy environments for its youth membership. The Sam Houston Area Council takes great strides to ensure the safety of its youth as well as the adult volunteer leadership that interacts with them. 

BSA Guide to Safe Scouting policies must be followed. All participants must follow Youth Protection Guidelines at all Scouting events. Highlights include:

• Two-deep leadership on all outings required.  
• One-on-one contact between adults and youth members is prohibited. 
• The buddy system should be used at all times. 
• Discipline must be constructive.

Health and safety must be integrated into everything we do, to the point that no injuries are acceptable beyond those that are readily treatable by Scout-rendered first aid. As an aid in the continuing effort to protect participants in a Scout activity, the BSA National Health and Safety Committee and the Council Services Division of the BSA National Council have developed the "Sweet Sixteen" of BSA safety procedures for physical activity. These 16 points, which embody good judgment and common sense, are applicable to all activities.

Youth Protection Guidelines  Guide to Safe Scouting  Sweet Sixteen  Enterprise Risk Management

Buddy System

All Scouts should adhere to the buddy system throughout the camp. Scouting’s buddy system calls for Scouts to pair up with a friend or two for all activities. This helps ensure safety and accountability and teaches Scouts to have responsibility for others. No Scout should ever be found wandering through camp alone.

BSA Annual Health and Medical Record

All persons coming to the Spring Sail, whether youth or adult and regardless of the amount of time spent in camp, must have a completed BSA Annual Health and Medical Record (AHMR) consisting of Parts A, B. The form must be completed in its entirety and must contain all applicable signatures. Forms can be downloaded at www.scouting.org/scoutsource/healthandsafety/ahmr.aspx.

BSA Health and Medical Record

At check-in, the unit is to provide two copies of the BSA Annual Health and Medical Record (Parts A, B) signed by a physician for every camper (youth and adult). Parts A and B should be stapled for one person. One copy should be placed in a 3-ring binder and labeled with unit number with all forms alphabetized to be kept in the health lodge. Do not provide original forms; it is best to provide copies. The unit will keep the second copy at the campsite. The unit can pick up the binder before leaving camp. Any forms left at camp will be destroyed. 

• FAQs about the Annual Health and Medical Record
• Read about important medical risk factors

Prescription and Over-the-Counter Medication

Scouts and adults who require medication should bring enough of the medication to last throughout camp, but only the amount of medication needed at camp. If requested, pharmacists will provide a second labeled container for medications so only the needed prescription can be sent to camp and the remainder can be kept at home.

The taking of prescription medication and over-the-counter (OTC) is the responsibility of the individual taking the medication and/or that individual’s parent or guardian. Unit leaders should ensure that prescription medications for their Scouts are properly stored and administered. 

Swim Checks

All participants participating in boating activities must complete a swim check. Buddy tags will be issued based on the level of swimming proficiency.

Swim Checks Prior to Camp. Units may complete their swim checks locally prior to the event following the Swim Classification Procedures. The unit-level swim check must be conducted by one of the following certified people: Aquatics Instructor, BSA; Aquatics Cub Supervisor; BSA Lifeguard; BSA Swimming & Water Rescue; or other lifeguard, swimming instructor, etc. When swim tests are conducted prior to camp, the camp staff shall reserve the authority to review or retest all participants to ensure that standards have been maintained for the safety of everyone. 

Swim Classification Procedures Record and Classifications

Health Lodge

The Health Lodge is located in the Headquarters Building. The Health Lodge at camp is available 24 hours a day and is prepared to handle minor injuries and illnesses. The buddy system should be followed at all times.

Should any participant at Camp Strake require medical treatment beyond the first-aid capabilities provided by camp staff at the health lodge, they will be evacuated to the nearest medical treatment facility. Special arrangements for treatment of more serious cases have been made with physicians and hospitals at the nearest hospital, Conroe Regional Medical Center, 504 Medical Center Blvd, Conroe, TX. If such treatment is required, the camper's parent(s) will be notified by telephone, and their desires concerning further treatment will be respected.

In the event that a camper requires the attention of a doctor or the services of a hospital, the following procedure must be followed:

1. The responsibility of the unit leadership is to provide transportation for unit member(s) requiring services from a doctor or hospital.
2. One adult leader from the unit will accompany the unit member(s) requiring services from a doctor or hospital and is asked to carry insurance forms in for completion. He must obtain the individual's health record from the health officer before going to the doctor or hospital.
3. Parent(s) or guardian(s) will be immediately notified by the camp health officer of any serious illness or injury. If parents will not be at home during the week of camp, have them advise you where they can be located.
4. The camp will provide transportation only when a unit has none available.
5. Directions to doctor's offices and hospitals will be available at the health lodge.
6. All cases requiring outside medical care must be cleared by the camp health officer. This is an agreement with the local health services facilities, insurance company, and a claim procedure.
7. Check back in with health officer upon return to camp and return health form.

Any clarification of the above procedures may be obtained by discussing them with the health officers on duty at the health lodge. 

Emergency Preparedness

The camp has emergency phone numbers posted near all camp office telephones and FM radio communication throughout the camp. In an emergency, the camp director, or designee, will initiate emergency procedures depending upon the situation. During emergencies, adult leaders should supervise their own unit’s response appropriately.

Emergency signals

There are two types of emergency alarms. The first is a solid tone for general emergencies. When you hear the camp alarm (siren), you must immediately assemble with your unit at your campsite, take a headcount, have the boatswain report your attendance to the staff member in charge, and await further instructions. If for whatever reason the campsites are unsafe, the staff will direct people to the grand pavilion as a secondary assembly area. Stay at the assembly area until the all-clear is given.

The second type of alarm will be a pulsing siren. This signifies a weather emergency. This part of Texas is prone to afternoon thunderstorms, with the potential for the formation of tornados. Whenever a serious storm approaches, everyone in the camp should move into the nearest designated shelter. All permanent structures at Camp Strake are suitable shelters during an emergency.

Emergency Evacuation

In the event of a fire or other hazardous condition that requires evacuation of the camp, instructions will be provided by the camp staff at the Grand Pavilion on procedures to follow to exit camp as quickly as possible, while maintaining accountability of staff and campers.

Every person must report to their campsite when the alarm is sounded, drill or no drill!

Each participant is responsible for transportation to and from camp.

BSA National Vehicle Insurance Requirements

Each unit is responsible for safe transportation to and from camp and meets the requirements as laid out in the current version of the Guide to Safe Scouting.

Use of Vehicles / Trailers In Camp

Camp Strake has been designed to minimize driving on the site. There is parking close to each campsite.

Upon arrival at camp, drivers of vehicles will be provided parking passes. Drivers are required to write their name and cell phone number on the parking pass itself and keep it visible on their dashboard at all times the vehicle is present on camp property. The name and phone number on the parking pass will allow the security staff to contact the vehicle owner in the event the vehicle needs to be moved or if any other issues with the vehicle arise. Once personal vehicles have been checked in at the camp entrance, drivers will be directed to the appropriate parking area for their campsite. Vehicles will be parked near the assigned campsite and remain there during the week.

The camp trail system and facility layout affords easy foot traffic to all camp activity locations. It is not necessary, nor permissible, to drive personal vehicles around the camp.

Adults or Scouts with mobility concerns should coordinate with the camp director for assistance in meeting transportation needs. Unit trailers will be parked in the same lot as other vehicles.

Vehicles must stay on roads at all times. Passengers are not permitted to ride in the bed of trucks or in trailers. Vehicles without proper parking permits found on the property may be towed at the owner’s expense. Under no circumstances should a vehicle or trailer enter the campsite itself at any time. The entry of vehicles into the campsite could leave unsightly ruts in the campsite and could possibly damage plumbing located close to the surface. Parking areas are provided at designated locations for leaders who drive vehicles. Only camp vehicles are permitted beyond the parking lot on camp service roads.

Unit trailers are to be parked off of the service road in the available parking areas in front of each campsite.

The speed limit in camp is 20 mph on blacktop roads (unless otherwise posted).

Drivers who continue to violate rules regarding the operation of vehicles in camp will be asked to leave camp immediately.

Trading Post

The trading post is located in camp headquarters and is stocked with an assortment of collectible items, camp essentials, merit badge pamphlets, t-shirts, handicraft supplies, camp patches, mugs, cold drinks, ice cream, and candy. The trading posts accept cash, checks and credit cards (Master Card, Visa, American Express and Discover) for your convenience. Hours for the trading post can be found on the doors to the trading post.

Internet Access

Internet and WiFi are limited at camp. If internet access is required, it is recommended that you provide your own hot spot.

Shower Houses

Each campsite has modern restroom and shower houses within walking distance. Each latrine comes complete with two private modern toilets and a handwashing station. Each shower has individual showers for each Scout or adult. It is the responsibility of the unit leadership to monitor the behavior of the Scouts at the showers.

A schedule will be provided at the leaders' meeting assigning units for cleaning the shower/restroom facility that is nearest their campsite. Cleaning material will be at each facility and additional materials may be obtained for the camp quartermaster.

Wild Animals

Camp is an outdoor experience, and as such, we are visitors to the camp’s natural area. As Scouts, we must remember to live up to the Outdoor Code and be considerate in the outdoors. Throwing rocks at or attempting to catch animals such as rabbits, snakes, armadillos, etc is not only dangerous to the animal, but to campers as well. Please report any troubles with snakes or other animals to the camp staff immediately.

Leave No Trace

Instilling values in young people and preparing them to make moral and ethical choices throughout their lifetime is the mission of the Boy Scouts of America. Leave No Trace helps reinforce that mission, and reminds us to respect the rights of other users of the outdoors as well as future generations. Appreciation for our natural environment and knowledge of the interrelationships of nature bolster our respect and reverence toward the environment and nature. Leave No Trace is an awareness and an attitude rather than a set of rules. It applies in your backyard or local park as much as in the backcountry. We should all practice Leave No Trace in our thinking and actions–wherever we go.

The principles of Leave No Trace might seem unimportant until you consider the combined effects of millions of outdoor visitors. One poorly located campsite or campfire may have little significance, but thousands of such instances seriously degrade the outdoor experience for all. Leaving no trace is everyone’s responsibility. All participants are asked to follow the seven principles of Leave No Trace. 

1. Plan Ahead and Prepare
2. Travel and Camp on Durable Surfaces
3. Dispose of Waste Properly (Pack It In, Pack It Out)
4. Leave What You Find
5. Minimize Campfire Impacts
6. Respect Wildlife
7. Be Considerate of Other Visitors

Smoking / Vaping Policy

Per the Guide to Safe Scouting, smoking or vaping by youth at any Scouting event shall not be tolerated.

"An important way adult leaders can model healthy living is by following the policies on alcohol, tobacco, and drugs. Leaders should support the attitude that they, as well as youths, are better off without tobacco in any form and may not allow the use of tobacco products at any BSA activity involving youth participants. This includes the use of electronic cigarettes, personal vaporizers, or electronic nicotine delivery systems that simulate tobacco smoking. All Scouting functions, meetings, and activities should be conducted on a smoke-free basis, with smoking areas located away from all participants. As outlined in the Scouter Code of Conduct, Scouting activities are not a place to possess, distribute, transport, consume, or use any of the following items prohibited by law or in violation of any Scouting rules, regulations, and policies: alcoholic beverages or controlled substances, including marijuana. In addition, the Code of Conduct specifies that if you are taking prescription medications with the potential of impairing any functioning or judgment, you will not engage in activities that would put Scouts at risk, including driving or operating equipment." Source

Smoking by adults is not permitted in any tent, pavilion or building. Smoking is also not permitted in the dining hall at any time. While we highly discourage smoking while in camp, adults who choose to do so in the designated areas and must not smoke within sight of any youth. Moreover, in the event of a burn ban, smoking may be prohibited on the property. Please check with the camp office to determine whether such a burn ban is in place.

Alcohol, Illegal Drugs or Stimulants

The consumption, possession or use of alcohol or illegal drugs or controlled substances while participating in the program is not permitted. The camp staff will enforce all local, state, and federal laws when a violation involving the above substances is reported. Violators will be asked to leave the camp immediately.

Personal Firearms

Personal firearms, ammunition, bows and arrows, and fireworks are not allowed in camp. Ammunition for Scouts working on the rifle or shotgun shooting merit badges is provided as part of the overall camp fees. Camp Strake is private property and does not allow concealed carry or open carry of firearms.

Fires, Liquid Fuels, and Propane

Depending on conditions, fires may be built in the campsite firering with proper supervision. There may also be a controlled firefighting practice in which every Sea Scout is expected to participate.

Liquid fuels are not permitted. Propane is to be used only under adult supervision. Empty cylinders and cans must be given to the camp quartermaster for disposal. National policy prohibits the use of open flames in tents and includes mosquito coils, catalytic heaters, gas lanterns, stoves, candles, and smoking materials. (Source)