Difference between revisions of "Hyack Camp"

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Hyack Camp is a camp in Queens Park on the same weekend as Hyack Festival.  We camp among the trees near the baseball diamond near 1st St. and Vancouver St.  During Hyack Camp many years ago, the Cubs used to camp in Hume Park and have a bonfire there.
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Hyack Camp is a camp in Queens Park on the same weekend as Hyack Festival (late May).  We camp among the trees near the baseball diamond near 1st St. and Vancouver St.   
 
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Scout groups from the lower mainland attend.  Sometimes groups from elsewhere in BC and sometimes Washington State attend.  We host an activity on the Friday night, attend the Hyack Parade on the Saturday, provide entertainment and swimming on Saturday afternoon, have a cooking competition on Saturday evening, have a huge bonfire on Saturday night, and pack up on Sunday morning.
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Scout groups from the lower mainland attend, with typical attendance of about 200 campers in the park.  Sometimes groups from elsewhere in BC and sometimes Washington State attend.  We host an activity on the Friday night, attend the Hyack Parade on the Saturday, provide entertainment on Saturday afternoon (bubble balls, human foosball, foam sword jousting, etc.), have a cooking competition for the [[Awards#Hyack Cooking Competition Trophy| coveted Hyack Cooking Trophy]] on Saturday evening, have a huge bonfire on Saturday night, and pack up on Sunday morning.
 
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Our Cubs and Beavers don’t camp in the park, but can attend on Saturday for lunch, go swimming and the return for the campfire.
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The third year Cubs (Howlers) are invited to join the Troop and attend as participants prior to leap up in June.  This makes for an easy introduction to the patrol method of camping.  The Troop Scouters need to reach out to the Pack Scouters, determine how many Howlers are attending and how they will fit in with the Patrols.  Some linking meetings are encouraged.
 
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The event was historically hosted and organized by the Friends of New Westminster ScoutingIn 2016, 12th New Westminster took over hosting the event with the Friends assisting.  After the Friends were disbanded in 2016, 12th New Westminster ran it with the 50th B.P. Guild assisting.
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The Troop camps together, but operate in Patrols of 6-8 youthThis includes meal planning, food purchase, gear check, cooking, and cleanup.
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Our other Cubs and Beavers don’t camp in the park, but can attend on Saturday for the parade and lunch, and the return for the campfire in the evening.
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The 12th New Westminster Venturer Company runs the Camp, so are not charged to attend. On Friday, the Camp Chief typically buys pizza for the Venturers.
 
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For many years, the main entertainment was the rifle range under the Arenex.  In Dec 2016, it collapsed, so we had to change the big draw to bubble soccer.  In Spring 2017, we invested in 5 bubble balls and have access to 5 more.
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The 10’x20’ tent is borrowed from the Coho Area and is stored at Geoff's house.  The city provides the sand for the fire, turns on the water, provides tables, and does garbage & recycling.
 
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For the last number of years, Mike Upham has been the Camp Chief.
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Some history:
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During Hyack Camp many years ago, the Cubs used to camp in Hume Park and have a bonfire there.
 
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The 12th New Westminster Venturers assist in running the Camp, so are not charged to attendOn Friday, the Camp Chief typically buys pizza for Venturers.
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For many years, the main entertainment was firing .22 rifles at the rifle range under the Arenex.  In December 2016, the Arenex collapsed, so we had to change the big draw to bubble soccerIn Spring 2017, we invested in 5 bubble balls and have access to 5 more.
 
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The 10’x20’ tent from Coho are free (they are stored at the Blue Mountain Scout hall)The swim passes are freeSanda typically orders about 150-175 passes.  The city provides the sand for the fire, turns on the water, provides tables, and does garbage & recycling, all for free.
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The event was historically hosted and organized by the Friends of New Westminster ScoutingIn 2016, 12th New Westminster took over hosting the event with the Friends assistingAfter the Friends were disbanded in 2016, 12th New Westminster ran it with the 50th B.P. Guild assisting.
 
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There are a number of things to do to get this Camp organized as follows:
 
There are a number of things to do to get this Camp organized as follows:
  
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! Item !! Description !! Responsibility !! Status
 
! Item !! Description !! Responsibility !! Status
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| Responsibility || Financial and Organization perspective, 12th New Westminster is responsible with support from the 50th B.P. Guild and the members of the Friends of New Westminster Scouting. || 12th || Noted.
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| Responsibility || Financial and Organization perspective, 12th New Westminster is responsible with support from the 50th B.P. Guild. || 12th New Westminster || Noted.
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| Planning|| Decide on date. || All || The camp is 26-28 May 2017.
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| Planning|| Decide on date. || All || The camp is 22-24 May 2020.
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|-
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| || In November, make contact with the Parks Department.  In January or February have a meeting to discuss details and have a follow-up meeting in April to finalize plans. || All ||  
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| || In January or February have a meeting to discuss details and have a follow-up meeting in April to finalize plans. In 2018, we left the camp to the last minute.|| All ||  
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|-
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| Permissions || Obtain permission from Parks Department. Request garbage/recycling/food waste bins, 3 tables and 4 chairs (we pick them up and drop them off at the Arena), access to water tap, sand for campfire, and the upper field lighting for Friday night until 11:00PM, ensuring the water is turned off to the sprinklers in the garden at the entrence (all from the Parks Department).  In 2018, we had to apply for a park use permit that needed to be signed by the Scout office (Doug Smith is the new contact).  In 2019, it is an on-line application.|| Geoff Pinkerton || Application made to the City, but no response yet.
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|-
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| || Obtain permission from Fire Department. Contact is: Curtis Bremner - Assistant Deputy Chief, (604) 636-4453, cbremner@newwestcity.ca.  We need to write a letter to the Fire Department requesting a fire or burning permit and we need to have a laminated copy of the Fire Safety Plan.  New Westminster only issues one fire permit a year - to us.  On the Saturday evening, the Fire Department comes by the park to talk to us and inspect the fire.  In 2018, they needed to see the Parks Department permit before issuing the fire permit. || Geoff Pinkerton || Part of City application.
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| || Obtain permission from Police Department. Contact is: Dave Jones at (604)___________, djones@nwpolice.org  This is not really permission, but rather simply advising them what is going on.  Sometimes they put on additional patrols. In 2018, Dave called them and let them know.|| Dave Upham || To do.
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|-
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| || Advise the City Clerk of our plans.  At the same time, request a City Flag to fly at the event and drop off the finances from the Apple Day. || Geoff Pinkerton || Sam Killawee has the flag but we should let them know what we are doing.
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|-
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| Permissions || Obtain permission from Fire Department. Contact is: ___________at (604)___________.  We need to write a letter to the Fire Department requesting a fire or burning permit and we need to have a laminated copy of the Fire Safety Plan. New Westminster only issues one fire permit a year - to usOn the Saturday evening, the Fire Department comes by the park to talk to us and inspect the fire.|| Dave Upham || Dave has made contact with the Fire Department and received a fire permit. The Fire Safety Plan plan has been updated.
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| General || Assign someone to be the Camp Chief. || Dave McMullen / Sam Killawee. || Complete.
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|-
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| || Create large display board for HQ detailing schedule. || Amy McMullen || To do.
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|-
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| || Obtain permission from Parks Department. Contact is: James Doan at (604)___________Request tables (we pick them up and drop them off at the Arena) garbage bins, tables, access to water tap, sand for campfire, and the upper field lighting for Friday night until 11:00PM (all from the Parks Department)Need to contact the Parks Department at budget time (November) and remind them that the Camp will be on and that all of this was agreed to by past Mayor Betty Toporowski (1988-1996).  In March, call them again to confirm.|| Sanda Turner || Sanda has made contact all is in order.
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| || Decide on the maximum size of the Camp and the  costIn 2017, we kept the cost at $15.00 for campers and $5.00 for day participantsIn the past, we typically we have 150-200 participants and this was limited because of the capacity of the rifle range.  In 2018, we did not set a limit and kept the cost the same as last year.  .|| All ||  
 
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| || Obtain permission from Police Department. Contact is: Dave Jones at (604)___________, djones@nwpolice.org  This is not really permission, but rather simply advising them what is going on.  Sometimes they put on additional patrols. || Dave Upham || Dave has advised them by email.
 
 
|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| || Advise the City Clerk of our plansAt the same time, request a City Flag to fly at the event and drop off the finances from the Apple Day. || Geoff Pinkerton || Flag has been requested and picked up from the Mayor's assistant.
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| || Send invitation to past participants in January/February and ask regarding dietary restrictions as we provide a sandwich lunch on Saturday.  Send out invitations and request that the camp be sent out to others in FVC and on the FVC calendar|| Geoff Pinkerton || Complete, but forgot to ask about dietary restrictions.
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| || Order portable toilets. Contact is: Kari Cousins at Pit Stop Portables, kcousins@pitstopportables.com, (604) 549-6185 or (604) 549-6196 direct or (604) 882-8100.  They should be ordered by April.  The cost is about $100/toilet and there is a $40 charge to drop off and a $40 charge to pick up.  In 2017 we ordered 5 toilets and in 2018 we ordered 4 toilets.  Review and adjust the numbers based on the number of attendees.|| Geoff Pinkerton || To do.
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| || Scouts Own on Sunday before closing.|| Ask Rob Killawee? || To do.
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| Gear || Get gear for Headquarters from the locker including tents/groundsheets for Venturers/Advisors, Venturer Patrol box, Section flags and flag carriers, wooden flag block, crab cooker, large pot with lid, ladle, 20# propane tank, small propane tanks for lanterns, propane tree, two juice jugs, mixing spoons, lanterns, rope, watertap rig on a stake, radios for communication and charge them up!, the old canvas 12th New Westminster banner, knives, cutting boards, knives, latex gloves, serving tools for lunch and mug-up, paddle for mixing hot chocolate, coolers, laminated girls/boys/scouters/headquarters signs, duct tape, clear tape, bucket of cleaning supplies (blue bucket with gloves, sponges, rags, disinfectant), etc.  Also need the 10 blue tubs of bubble balls and all the gear for the human foosball (green fence stakes, rebar, pipes, snowfencing, and yellow bag containing rope, zap straps, rebar caps, gloves, etc.).  Need to borrow a post pounder and sledgehammer (Geoff has these).<br /><br />12th New Westminster will use the pop-up shelters and the banner.|| Dave McMullen || Outstanding.
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|-
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|  || Pick up tables and chairs from Arena on the Friday of the camp.|| Dave McMullen || Outstanding.
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|-
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| || Get the 20' flagpole from Pete Ballantyne at (604) 525-8986.  The flag leans out from the baseball backstop and has the ability to hold the Canadian flag, BC flag, and the US Flag.  The flagpole is stored in Pete's garage and the flags are in the Hyack briefcase.|| Pete Ballantyne. || Need to contact Pete.
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| || Power for bubble balls.  There is no power available at the park.  In 2017 and 2018 Mike Sweet provided a generator that worked great.|| Mike Sweet typically lends us the generator || Need to contact Mike.
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|-
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| || Bring post pounder for Human Foosball posts, sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket.|| Geoff Pinkerton ||Outstanding.
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|- bgcolor="#BEBEBE"
 
|- bgcolor="#BEBEBE"
| General || Assign Camp Chief. || Geoff Pinkerton || Michael Upham has volunteered to be Camp Chief again.
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| || Arrange and pick up the Coho Area Banner and the large 10’x20’ shelter for Headquarters and Coho banner from Coho Area (Blue Mountain Scout Hall). Contact is: George Gouraud (gpgouraud@gmail.com), (604) 941-3806.  The only cost is to give him a Hyack Camp badge.|| Geoff Pinkerton || Complete.  This tent is now stored in Geoff's garage and he has the banner.
|- bgcolor="#BEBEBE"
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| || Decide on the maximum size of the Camp and the cost.|| All || In 2017, we will keep the cost at $15.00In the past, we typically we have 150-200 participants and this was limited because of the capacity of the rifle range.
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|- bgcolor="#BEBEBE"
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| Badges|| Design [[Hyack Camp Badges | Camp Badges]]. || Dave Upham || Need to contact Dave.
| || Send invitation to past participants in January/February.|| Geoff Pinkerton || Invitation was sent out on 27 Feb 2017 with a registration deadline of April 15thI forgot to ask regarding dietary restrictions as we provide a sandwich lunch on Saturday, but this can be clarified at the time of registration.
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|- bgcolor="#BEBEBE"
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| || Order portable toilets. Contact is: Rhonda Ross at Pit Stop Portables, (604) 549-6185 or (604) 549-6196 direct or (604) 882-8100They should be ordered by AprilThe cost is about $100/toilet and there is a $40 charge to drop off and a $40 charge to pick up.  In 2017, we ordered 5 toilesReview and adjust the numbers based on the number of attendees.|| Sanda Turner || 5 toilets have been ordered at a cost of $605.  We sent a second cheque to pay for the GST that was missed on the invoice.
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| || Order badges from Zone West. Contact is: Traci Rehill, Zone West Ltd., traci@zonewest.ca, (604) 460-2828. Design should be done by FebruaryWe need to place the final order and provide final numbers by April 20th, giving them at least 28 days to produce them.|| Geoff || To do.
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|-
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| || Pick up badges from Zone West.|| Geoff Pinkerton || To do.
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|-
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| Activities || Friday night activity.  Bubble Soccer. The ten bubble balls are in the locker. || Dave McMullen || To get.
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|-
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| || Human FoosballSnow fencing, steel post, rope lines, PVC pipe, 3' pieces of rebar to hold the posts from getting pulled over, rebar caps, zip ties, and a soccer ball.  A good example is at https://i2.wp.com/alcse.org/wp-content/uploads/2015/05/foosgazi2.jpg?  The material is in the locker. || 12th Venturers || To get.
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| || Order swim passes from Canada Games Pool for youth to swim on Saturday afternoon. Contact is: Joan ___________ with Parks and Recreation at (604) ___________Make contact in March so they know to bring on extra staffOrder the numbers in May after we have registration numbers and pick them up a few days before the CampWe typically order about 175They are dated so the extras don't need to be returned.|| Sanda Turner || Need to contact pool as the lady who gave them to us in the past has retired.
 
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| || Scouts Own on Sunday.|| Camp Chief (Michael Upham) || Mike to figure out.
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| || Pick up swim passes from Canada Games Pool.|| Sanda Turner || To do.
|- bgcolor="#BEBEBE"
 
| Gear || Gear from locker including Section flags and flag carriers, crab cooker, large pot with lid, ladle, propane tank, propane tree, two juice jugs, mixing spoon, lanterns, rope, watertap rig on a stake, radios for communication, 12th New Westminster banner, knives, cutting boards, knives, latex gloves, serving tools for lunch and mug-up, paddle for mixing hot chocolate, coolers, etc.  12th New Westminster will use the pop-up shelters.|| Dave McMullen || Gear was picked up and put in trailer.
 
|- bgcolor="#BEBEBE"
 
|| Pick up tables from Arena.|| Mike Upham ||
 
 
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| || Get the 20' flagpole from Pete Ballantyne at ((604) 525-8986. The flag leans out from the baseball backstop and has the ability to hold the Canadian flag, BC flag, and the US Flag.|| Graham || Graham will contact Pete and ensure that this material is brought the camp.
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|- bgcolor="#BEBEBE"
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| || Demonstration on Saturday afternoon (e.g. Police dog, Fire Department to come with the their trucks, Fire Department with Jaws of Life, Badge Collector guy, tour of the Justice Institute, etc.). in 2017, we had the Police dogs. In 2018, we had the Fire Department.|| Jennifer Meldrum || Jennifer is investigating.
| || Power for bubble balls.  There is no power available at the park.|| Geoff Pinkerton || Geoff has an inverter that he is trying to get working and Mike Sweet provided a generator that worked great.
 
 
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| || Bring sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket.|| Mike Upham ||
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| || Cooking CompetitionDetermine and buy the secret ingredientIn 2018 it was Garlic and MangoIdeas from the past included Bannock (to make 8 small pieces, all you need is 2cups flour, 2tblsp of baking powder and 1tsp salt)The cooking theme and secret ingredient is announced on Saturday afternoon. Decide on and purchase secret ingredient.  Make sure the details of the competition are known to the participants. || Camp Chief || Outstanding.
|- bgcolor="#BEBEBE"
 
| || Arrange and pick up large 10’x20’ shelter for Headquarters and Coho banner from Coho Area (Blue Mountain Scout Hall). Contact is: George Gouraud (gpgouraud@gmail.com), (604) 941-3806The only cost is to give him a Hyack Camp badge.|| Geoff Pinkerton || Complete.
 
|- bgcolor="#BEBEBE"
 
| Badges|| Design [[Hyack Camp Badges | Camp Badges]]|| Dave Upham || In progress with 'Canada 150' theme.
 
|- bgcolor="#BEBEBE"
 
| || Order badges from Zone West. Contact is: Traci Rehill, Zone West Ltd., traci@zonewest.ca, (604) 460-2828.  Design should be done by February.  We need to place the final order and provide final numbers by April 20th, giving them at least 28 days to produce them.|| Dave Upham || Numbers indicated 150 are required, so Dave ordered 200.  If you need 164, you may as well order 200 as it is the same price.
 
|- bgcolor="#BEBEBE"
 
| || Pick up badges from Zone West.|| Dave Upham || Complete.
 
|- bgcolor="#BEBEBE"
 
| Activities || Friday night activity.  Bubble Soccer. || Dave McMullen || Bubble balls have arrived.
 
|- bgcolor="#BEBEBE"
 
| || Human Foosball.  Snow fencing, steel post, rope lines, PVC pipe, 3' pieces of rebar to hold the posts from getting pulled over, rebar caps, zip ties, and a soccer ballA good example is at https://i2.wp.com/alcse.org/wp-content/uploads/2015/05/foosgazi2.jpg? || 12th Venturers || We have the fenceposts, snowfencing, 1/2" PVC pipe, 200' of rope, rebar, and rebar caps.
 
|- bgcolor="#BEBEBE"
 
| || Order swim passes from Canada Games Pool for youth to swim on Saturday afternoon. Contact is: Joan ___________ with Parks and Recreation at (604) ___________.  Make contact in March so they know to bring on extra staff.  Order the numbers in May after we have registration numbers and pick them up a few days before the Camp.  We typically order about 175 and give any extras back.|| Sanda Turner || Sanda has ordered 150 passes.
 
 
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| || Pick up swim passes from Canada Games Pool.|| Sanda Turner || Ordered, but not picked up yet.
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| Campfire || Find and bring firewood.  We have lots of hemlock at Stephanie Greaves' house.  Finding some long boards allows us to build a tall and impressive fire.|| Camp Chief || need to source some.
 
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| || Demonstration on Saturday afternoon (e.g. Police dog, Fire Department to come with the their trucks, Fire Department with Jaws of Life, Badge Collector guy, tour of the Justice Institute, etc.)in 2017, we had the Police Dogs.|| Dave Upham || Dave will look at getting the Police dog.
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| || Assign Campfire Chief. In 2017, Michael Pinkerton and Adam Ruggenberg did itIn 2018, Derek and Christian did it. || Camp Chief || to figure out. They need to plan it in detail, not just wing it.
 
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| || Cooking Competition.  This year the Hyack Parade theme is "First Nations. First Cities: Telling Out Story. Together.", so the suggestion was to make Bannock (to make 8 small pieces, all you need is 2cups flower, 2tblsp of baking powder and 1tsp salt).  The cooking theme and secret ingredient is announced on Saturday morning. || Camp Chief || Mike Upham to decide on secret ingredient.  Mike will put all of these ingredients into ziplock bags.
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| || Discuss and design magic starting mechanism.|| Camp Chief || Outstanding.
|- bgcolor="#BEBEBE"
 
| Campfire || Find and bring firewood.|| 12th || Geoff and Mike picked up a bunch.  If we need more, we have lots of hemlock at Stephanie Greaves' house.
 
 
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| || Assign Campfire Chief.  In 2017, Michael Pinkerton and Adam Ruggenberg did it. || Mike Upham || Dave McMullen to see if Jessie Wells will help.
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| Financial || Set up separate account to track Camp costs/revenue.|| 12th Treasurer || Outstanding.
 
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| || Discuss and design magic starting mechanism.|| Mike Upham || not done.
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| Saturday lunch|| Bring buns, lunch meat, tomatoes, pickles, onions, ketchup, mustard, mayo, napkins, juice mix, eggs, tuna for vegetarians, etc. Recently, 12th has been getting deals from Save-on Foods in Sapperton.  In the past, the buns come from Bunsmaster and the meat comes from the Holland Shop. Contact is: Bunsmaster Contact is: Holland Shop, (604) 522 8333, 141 E. Columbia Street, www.hollandshop.com. Need lunch for 150 and will consider 1.5-2 buns per person. || Mary Hausch. || Mary has agreed to do this, but we need to supply her numbers.
|- bgcolor="#BEBEBE"
 
| Financial || Set up separate account to track Camp costs/revenue.|| 12th Treasurer - Cheryl Worden ||
 
 
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| Saturday lunch|| Bring buns, lunch meat, tomatoes, pickles, onions, ketchup, mustard, mayo, napkins, juice mix, eggs, tuna for vegetarians, etc. Recently, 12th has been getting deals from Save-on Foods in Sapperton.  In the past, the buns come from Bunsmaster and the meat comes from the Holland Shop. Contact is: Bunsmaster Contact is: Holland Shop, (604) 522 8333, 141 E. Columbia Street, www.hollandshop.com. || Mary Hausch || Mary needs to know the numbers a few days ahead.
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| Mug-up|| Bring cookies/Wagon Wheels/hot chocolate. Need mug-up for 100+.|| Mary Hausch. || Mary will take care of this.
 
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| Mug-up|| Bring cookies/Wagon Wheels/hot chocolate.|| Mary Hausch ||  
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| Parade || Register Scouts with the Hyack Festival.  The parade registration form has a waiver that needs to be signed by Doug Smith and a certificate of insurance needs to be provided by Michelle Yu.  Contact is Brunella Battista, Hyack Festival Association Executive Assistant (604) 819-8045, brunellabat@gmail.com. Doug will also need a parade safety plan (simply update last year's plan).|| Geoff Pinkerton || Registration in progress but not complete.
 
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| Parade || Register Scouts with Hyack Parade.  The parade registration form has a waiver that needs to be signed by Iqbal Lalany and a certificate of insurance needs to be provided by Michelle YuContact is Brunella Battista, Hyack Festival Association Executive Assistant (604) 819-8045, brunellabat@gmail.com. || Geoff Pinkerton || The application form, including the preparation of a Parade Safety Plan for the Scout Office, has been completed and was submitted to the Scout Office for approval on 28 Feb 2017The Scout office sent it directly to the Hyack Festival (the confirmed receipt), but we don't have a copy yet.
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| || Scouts carry signs in the Hyack Parade.  In 2017, they requested 32 Scouts (and a couple of Scouters) to meet Gloria at the Esso Station at 10:00AM for instructions and assignments.  The Scouts will be asked to go in pairs in the parade.  2 will be at the front carrying a banner for the paradeWe also have 15 signs (light coroplast) on wooden sticks that will go in front of the floats that win awards, again 2 Scouts together. Need 2 Scouts in the dispersal area in Queen's Park between the arena and stadium at 11AM to assist with recovering signs (meet Craig Matthews who is in charge).|| Camp Chief || In progressI told Rick Molstad we will be available.
 
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| || Scouts carry signs in the parade.  In 2017, they requested 26 Scouts (and Scouters) to meet Gloria at the Esso Station at 10:00AM for instructions and assignments.  The Scouts will be asked to go in pairs in the parade.  2 will be at the front, carrying a banner for the parade.  We also have 12 signs (light coroplast) on wooden sticks that will go in front of the floats that win awards, again 2 Scouts together.  Need 2 Scouts in the dispersal area in Queen's Park between the arena and stadium at 11AM to assist with recovering signs (meet Craig Matthews who is in charge).|| Camp Chief ||  
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| Post event|| Return tables and chairs to the Arena.|| Dave McMullen || Outstanding.
 
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| Post event|| Return tables to Arena.|| Mike Upham ||  
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| || Engrave the [[Awards#Hyack Cooking Competition Trophy]] (frying pan).  Put green tape on the pan so we can write the Group name on it right away and we don't forget. || Geoff Pinkerton || Outstanding.
 
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| || Engrave Hyack Trophy (frying pan).  Put green tape on the pan so we can write the Group name on it right away and we don't forget. || Camp Chief ||
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| || Send thank-you notes to people who helped, including City, Parks, food sponsors, etc. || 12th Group Secretary || Outstanding.
 
|-
 
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| || Provide financial report. || 12th Treasurer - Cheryl Worden ||
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| || Provide financial report to the Group. || 12th Group Treasurer || Outstanding.
 
|}
 
|}
  

Latest revision as of 12:02, 24 April 2023

Hyack Camp is a camp in Queens Park on the same weekend as Hyack Festival (late May). We camp among the trees near the baseball diamond near 1st St. and Vancouver St.

Scout groups from the lower mainland attend, with typical attendance of about 200 campers in the park. Sometimes groups from elsewhere in BC and sometimes Washington State attend. We host an activity on the Friday night, attend the Hyack Parade on the Saturday, provide entertainment on Saturday afternoon (bubble balls, human foosball, foam sword jousting, etc.), have a cooking competition for the coveted Hyack Cooking Trophy on Saturday evening, have a huge bonfire on Saturday night, and pack up on Sunday morning.

The third year Cubs (Howlers) are invited to join the Troop and attend as participants prior to leap up in June. This makes for an easy introduction to the patrol method of camping. The Troop Scouters need to reach out to the Pack Scouters, determine how many Howlers are attending and how they will fit in with the Patrols. Some linking meetings are encouraged.

The Troop camps together, but operate in Patrols of 6-8 youth. This includes meal planning, food purchase, gear check, cooking, and cleanup.

Our other Cubs and Beavers don’t camp in the park, but can attend on Saturday for the parade and lunch, and the return for the campfire in the evening.

The 12th New Westminster Venturer Company runs the Camp, so are not charged to attend. On Friday, the Camp Chief typically buys pizza for the Venturers.

The 10’x20’ tent is borrowed from the Coho Area and is stored at Geoff's house. The city provides the sand for the fire, turns on the water, provides tables, and does garbage & recycling.

Some history: During Hyack Camp many years ago, the Cubs used to camp in Hume Park and have a bonfire there.

For many years, the main entertainment was firing .22 rifles at the rifle range under the Arenex. In December 2016, the Arenex collapsed, so we had to change the big draw to bubble soccer. In Spring 2017, we invested in 5 bubble balls and have access to 5 more.

The event was historically hosted and organized by the Friends of New Westminster Scouting. In 2016, 12th New Westminster took over hosting the event with the Friends assisting. After the Friends were disbanded in 2016, 12th New Westminster ran it with the 50th B.P. Guild assisting.

There are a number of things to do to get this Camp organized as follows:

Item Description Responsibility Status
Responsibility Financial and Organization perspective, 12th New Westminster is responsible with support from the 50th B.P. Guild. 12th New Westminster Noted.
Planning Decide on date. All The camp is 22-24 May 2020.
In January or February have a meeting to discuss details and have a follow-up meeting in April to finalize plans. In 2018, we left the camp to the last minute. All
Permissions Obtain permission from Parks Department. Request garbage/recycling/food waste bins, 3 tables and 4 chairs (we pick them up and drop them off at the Arena), access to water tap, sand for campfire, and the upper field lighting for Friday night until 11:00PM, ensuring the water is turned off to the sprinklers in the garden at the entrence (all from the Parks Department). In 2018, we had to apply for a park use permit that needed to be signed by the Scout office (Doug Smith is the new contact). In 2019, it is an on-line application. Geoff Pinkerton Application made to the City, but no response yet.
Obtain permission from Fire Department. Contact is: Curtis Bremner - Assistant Deputy Chief, (604) 636-4453, cbremner@newwestcity.ca. We need to write a letter to the Fire Department requesting a fire or burning permit and we need to have a laminated copy of the Fire Safety Plan. New Westminster only issues one fire permit a year - to us. On the Saturday evening, the Fire Department comes by the park to talk to us and inspect the fire. In 2018, they needed to see the Parks Department permit before issuing the fire permit. Geoff Pinkerton Part of City application.
Obtain permission from Police Department. Contact is: Dave Jones at (604)___________, djones@nwpolice.org This is not really permission, but rather simply advising them what is going on. Sometimes they put on additional patrols. In 2018, Dave called them and let them know. Dave Upham To do.
Advise the City Clerk of our plans. At the same time, request a City Flag to fly at the event and drop off the finances from the Apple Day. Geoff Pinkerton Sam Killawee has the flag but we should let them know what we are doing.
General Assign someone to be the Camp Chief. Dave McMullen / Sam Killawee. Complete.
Create large display board for HQ detailing schedule. Amy McMullen To do.
Decide on the maximum size of the Camp and the cost. In 2017, we kept the cost at $15.00 for campers and $5.00 for day participants. In the past, we typically we have 150-200 participants and this was limited because of the capacity of the rifle range. In 2018, we did not set a limit and kept the cost the same as last year. . All
Send invitation to past participants in January/February and ask regarding dietary restrictions as we provide a sandwich lunch on Saturday. Send out invitations and request that the camp be sent out to others in FVC and on the FVC calendar. Geoff Pinkerton Complete, but forgot to ask about dietary restrictions.
Order portable toilets. Contact is: Kari Cousins at Pit Stop Portables, kcousins@pitstopportables.com, (604) 549-6185 or (604) 549-6196 direct or (604) 882-8100. They should be ordered by April. The cost is about $100/toilet and there is a $40 charge to drop off and a $40 charge to pick up. In 2017 we ordered 5 toilets and in 2018 we ordered 4 toilets. Review and adjust the numbers based on the number of attendees. Geoff Pinkerton To do.
Scouts Own on Sunday before closing. Ask Rob Killawee? To do.
Gear Get gear for Headquarters from the locker including tents/groundsheets for Venturers/Advisors, Venturer Patrol box, Section flags and flag carriers, wooden flag block, crab cooker, large pot with lid, ladle, 20# propane tank, small propane tanks for lanterns, propane tree, two juice jugs, mixing spoons, lanterns, rope, watertap rig on a stake, radios for communication and charge them up!, the old canvas 12th New Westminster banner, knives, cutting boards, knives, latex gloves, serving tools for lunch and mug-up, paddle for mixing hot chocolate, coolers, laminated girls/boys/scouters/headquarters signs, duct tape, clear tape, bucket of cleaning supplies (blue bucket with gloves, sponges, rags, disinfectant), etc. Also need the 10 blue tubs of bubble balls and all the gear for the human foosball (green fence stakes, rebar, pipes, snowfencing, and yellow bag containing rope, zap straps, rebar caps, gloves, etc.). Need to borrow a post pounder and sledgehammer (Geoff has these).

12th New Westminster will use the pop-up shelters and the banner.
Dave McMullen Outstanding.
Pick up tables and chairs from Arena on the Friday of the camp. Dave McMullen Outstanding.
Get the 20' flagpole from Pete Ballantyne at (604) 525-8986. The flag leans out from the baseball backstop and has the ability to hold the Canadian flag, BC flag, and the US Flag. The flagpole is stored in Pete's garage and the flags are in the Hyack briefcase. Pete Ballantyne. Need to contact Pete.
Power for bubble balls. There is no power available at the park. In 2017 and 2018 Mike Sweet provided a generator that worked great. Mike Sweet typically lends us the generator Need to contact Mike.
Bring post pounder for Human Foosball posts, sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket. Geoff Pinkerton Outstanding.
Arrange and pick up the Coho Area Banner and the large 10’x20’ shelter for Headquarters and Coho banner from Coho Area (Blue Mountain Scout Hall). Contact is: George Gouraud (gpgouraud@gmail.com), (604) 941-3806. The only cost is to give him a Hyack Camp badge. Geoff Pinkerton Complete. This tent is now stored in Geoff's garage and he has the banner.
Badges Design Camp Badges. Dave Upham Need to contact Dave.
Order badges from Zone West. Contact is: Traci Rehill, Zone West Ltd., traci@zonewest.ca, (604) 460-2828. Design should be done by February. We need to place the final order and provide final numbers by April 20th, giving them at least 28 days to produce them. Geoff To do.
Pick up badges from Zone West. Geoff Pinkerton To do.
Activities Friday night activity. Bubble Soccer. The ten bubble balls are in the locker. Dave McMullen To get.
Human Foosball. Snow fencing, steel post, rope lines, PVC pipe, 3' pieces of rebar to hold the posts from getting pulled over, rebar caps, zip ties, and a soccer ball. A good example is at https://i2.wp.com/alcse.org/wp-content/uploads/2015/05/foosgazi2.jpg? The material is in the locker. 12th Venturers To get.
Order swim passes from Canada Games Pool for youth to swim on Saturday afternoon. Contact is: Joan ___________ with Parks and Recreation at (604) ___________. Make contact in March so they know to bring on extra staff. Order the numbers in May after we have registration numbers and pick them up a few days before the Camp. We typically order about 175. They are dated so the extras don't need to be returned. Sanda Turner Need to contact pool as the lady who gave them to us in the past has retired.
Pick up swim passes from Canada Games Pool. Sanda Turner To do.
Demonstration on Saturday afternoon (e.g. Police dog, Fire Department to come with the their trucks, Fire Department with Jaws of Life, Badge Collector guy, tour of the Justice Institute, etc.). in 2017, we had the Police dogs. In 2018, we had the Fire Department. Jennifer Meldrum Jennifer is investigating.
Cooking Competition. Determine and buy the secret ingredient. In 2018 it was Garlic and Mango. Ideas from the past included Bannock (to make 8 small pieces, all you need is 2cups flour, 2tblsp of baking powder and 1tsp salt). The cooking theme and secret ingredient is announced on Saturday afternoon. Decide on and purchase secret ingredient. Make sure the details of the competition are known to the participants. Camp Chief Outstanding.
Campfire Find and bring firewood. We have lots of hemlock at Stephanie Greaves' house. Finding some long boards allows us to build a tall and impressive fire. Camp Chief need to source some.
Assign Campfire Chief. In 2017, Michael Pinkerton and Adam Ruggenberg did it. In 2018, Derek and Christian did it. Camp Chief to figure out. They need to plan it in detail, not just wing it.
Discuss and design magic starting mechanism. Camp Chief Outstanding.
Financial Set up separate account to track Camp costs/revenue. 12th Treasurer Outstanding.
Saturday lunch Bring buns, lunch meat, tomatoes, pickles, onions, ketchup, mustard, mayo, napkins, juice mix, eggs, tuna for vegetarians, etc. Recently, 12th has been getting deals from Save-on Foods in Sapperton. In the past, the buns come from Bunsmaster and the meat comes from the Holland Shop. Contact is: Bunsmaster Contact is: Holland Shop, (604) 522 8333, 141 E. Columbia Street, www.hollandshop.com. Need lunch for 150 and will consider 1.5-2 buns per person. Mary Hausch. Mary has agreed to do this, but we need to supply her numbers.
Mug-up Bring cookies/Wagon Wheels/hot chocolate. Need mug-up for 100+. Mary Hausch. Mary will take care of this.
Parade Register Scouts with the Hyack Festival. The parade registration form has a waiver that needs to be signed by Doug Smith and a certificate of insurance needs to be provided by Michelle Yu. Contact is Brunella Battista, Hyack Festival Association Executive Assistant (604) 819-8045, brunellabat@gmail.com. Doug will also need a parade safety plan (simply update last year's plan). Geoff Pinkerton Registration in progress but not complete.
Scouts carry signs in the Hyack Parade. In 2017, they requested 32 Scouts (and a couple of Scouters) to meet Gloria at the Esso Station at 10:00AM for instructions and assignments. The Scouts will be asked to go in pairs in the parade. 2 will be at the front carrying a banner for the parade. We also have 15 signs (light coroplast) on wooden sticks that will go in front of the floats that win awards, again 2 Scouts together. Need 2 Scouts in the dispersal area in Queen's Park between the arena and stadium at 11AM to assist with recovering signs (meet Craig Matthews who is in charge). Camp Chief In progress. I told Rick Molstad we will be available.
Post event Return tables and chairs to the Arena. Dave McMullen Outstanding.
Engrave the Awards#Hyack Cooking Competition Trophy (frying pan). Put green tape on the pan so we can write the Group name on it right away and we don't forget. Geoff Pinkerton Outstanding.
Send thank-you notes to people who helped, including City, Parks, food sponsors, etc. 12th Group Secretary Outstanding.
Provide financial report to the Group. 12th Group Treasurer Outstanding.

There is an honorarium from the Hyack Parade for our assistance holding signs. This usually amounts to about $350.