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 for the coveted Hyack Cooking Trophy 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 in the evening.

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 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 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 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 New Westminster	Noted.
Planning	Decide on date.	All	The camp is 24-26 May 2019.
	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 (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	Complete.
	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	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. In 2018, Dave called them and let them know.	Geoff Pinkerton or Dave Upham	Outstanding.
	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 will pick it up.
General	Assign someone to be the Camp Chief.	Geoff Pinkerton	Outstanding.		Create large display board for HQ detailing schedule.	Amy McMullen	Outstanding.
	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. Send out invitations and request that the camp be sent out to others in FVC and on the FVC calendar.	All	Complete. Invitations sent on 13 Jan 2019. Requested to be sent to FVC on 7 Mar 2019.
	Send invitation to past participants in January/February and ask regarding dietary restrictions as we provide a sandwich lunch on Saturday.	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	Complete.
	Scouts Own on Sunday before closing.	Camp Chief	Outstanding.
Gear	Get gear for Headquarters from the 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, 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, etc. Also need the 10 blue tubs of bubble balls and all the gear for the human foosball (stakes, rebar, rope, pipes, snowfencing, zap straps, rebar caps). 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.	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. In 2017 and 2018 Mike Sweet provided a generator that worked great.	Geoff Pinkerton	Mike will lend us the generator.
	Bring sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket.	Geoff Pinkerton	Outstanding.
	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	Complete. This tent is now stored in Geoff's garage.
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	200 ordered on 4 Apr 2019. Will need to order more (outstanding).
	Pick up badges from Zone West.	Geoff Pinkerton	Outstanding.
Activities	Friday night activity. Bubble Soccer. The ten bubble balls are in the locker.	Dave McMullen	Complete.
	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	Complete.
	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	Outstanding.
	Pick up swim passes from Canada Games Pool.	Sanda Turner	Outstanding.
	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 has booked the Police dogs.
	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	We have a bunch in the trailer, but need to pick up some from Stephanie or Dave's house.
	Assign Campfire Chief. In 2017, Michael Pinkerton and Adam Ruggenberg did it. In 2018, Derek and Christian did it.	Camp Chief	Derek and Amy offered to do it. They need to plan it in detail.
	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	Outstanding.
Mug-up	Bring cookies/Wagon Wheels/hot chocolate. Need mug-up for 100+.	Mary Hausch	Outstanding.
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	Complete.
	Scouts carry signs in the Hyack 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	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.	Camp Chief	Outstanding.
	Send thank-you notes to people who helped, including City, Parks, food sponsors, etc..	Geoff Pinkerton	Outstanding.
	Provide financial report.	12th Treasurer	Outstanding.

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