Hyack Camp

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.

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.

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.

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.

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.

For the last number of years, Mike Upham has been the Camp Chief.

The 12th New Westminster Venturers assist in running the Camp, so are not charged to attend. On Friday, the Camp Chief typically buys pizza for Venturers.

The 10’x20’ tent is borrowed from the Coho Area and is stored at the Blue Mountain Scout hall. The swim passes are free. We 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.

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	Noted.
Planning	Decide on date.	All	The camp is 25-27 May 2018.
	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. In 2018, we left the camp to the last minute.	All	Complete.
Permissions	Obtain permission from Fire Department. Contact is: Curtis Bremner - Assistant Deputy Chief, (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 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 or Dave Upham	Complete.
	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. In 2018, we had to apply for a park use permit that needed to be signed by Iqbal at the Scout office.	Dave Upham / Geoff Pinkerton	Complete.
	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 called them and let them know.	Dave Upham	Complete.
	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	.
General	Assign Camp Chief.	Geoff Pinkerton	.
	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	Complete.
	Send invitation to past participants in January/February. Invitation was sent out on 31 Jan 2018 with a registration deadline of April 15th. I forgot to ask regarding dietary restrictions as we provide a sandwich lunch on Saturday.	Geoff Pinkerton	Complete.
	Order portable toilets. Contact is: Rhonda Ross at Pit Stop Portables, (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. Review and adjust the numbers based on the number of attendees.	Geoff Pinkerton	Geoff made contact on 6 Feb 2018. Need to confirm numbers. Ordered four (4) toilets on 28 Apr 2018.
	Scouts Own on Sunday.	Camp Chief (Michael Upham)	.
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	.
	Pick up tables from Arena on the Friday of the camp.	Dave McMullen	.
	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.	Graham Ballantyne	Graham will contact Pete and ensure that this material is brought the camp.
	Power for bubble balls. There is no power available at the park.	Geoff Pinkerton	In 2017 Mike Sweet provided a generator that worked great.
	Bring sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket.	Geoff Pinkerton
	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) 941-3806. The only cost is to give him a Hyack Camp badge.	Geoff Pinkerton	Geoff sent a note to reserve the shelter on 6 Feb 2018. Still need to organize to pick it up.
Badges	Design Camp Badges.	Dave Upham	Complete.
	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	Ordered on 24 Apr 2018.
	Pick up badges from Zone West.	Dave Upham	.
Activities	Friday night activity. Bubble Soccer.	Dave McMullen	Bubble balls are in the locker.
	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?	12th Venturers	Material is in the locker.
	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	.
	Pick up swim passes from Canada Games Pool.	Sanda Turner	.
	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	.
	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	.
Campfire	Find and bring firewood. We have lots of hemlock at Stephanie Greaves' house.	Camp Chief	.
	Assign Campfire Chief. In 2017, Michael Pinkerton and Adam Ruggenberg did it.	Camp Chief	.
	Discuss and design magic starting mechanism.	Camp Chief	.
Financial	Set up separate account to track Camp costs/revenue.	12th Treasurer - Cheryl Worden	.
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.
Mug-up	Bring cookies/Wagon Wheels/hot chocolate.	Mary Hausch
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 Yu. Contact is Brunella Battista, Hyack Festival Association Executive Assistant (604) 819-8045, brunellabat@gmail.com. Iqbal will also need a parade safety plan.	Geoff Pinkerton	Complete.
	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
Post event	Return tables to Arena.	Dave McMullen
	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
	Provide financial report.	12th Treasurer - Cheryl Worden

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