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 Washington State attend. We host an activity on the Friday night, attend the Hyack Parade on the Saturday, 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 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.

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 and the members of the Friends of New Westminster Scouting.	12th	Noted.
Planning	Decide on date.	All	The next camp is 26-28 May 2017.
	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	Next meeting is Wednesday, April 15th.
Permissions	Obtain permission from Scouts to have the rifle range s it is a Level 3 event. Contacts are: Alamin Pirani (the Council Executive Director, apirani@scouts.ca), Graham Walters (Council Commissioner, gwalters@scouts.ca) and Kenya Mendoza (Council Youth Commissioner, kenya.mendoza@scouts.ca).	Geoff Pinkerton	Rifle range not available in 2017.
	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.	Dave Upham	Dave has made contact with the Fire Department and made a request for a fire permit. The Fire Safety Plan plan has bee updated. The fire safety plan could be a portion of an overall Camp Safety Plan.
	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, and sand for campfire, 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.
	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.
	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	Michael Upham has volunteered to be Camp Chief again.
	Decide on the maximum size of the Camp and the cost.	All	In 2017, we will keep the cost at $15.00. In the past, we typically we have 150-200 participants and this was limited because of the capacity of the rifle range.
	Send invitation to past participants in January/February.	Geoff Pinkerton	Invitation was sent out on 27 Feb 2017 with a registration deadline of April 15th. I forgot to ask regarding dietary restrictions as we provide a sandwich lunch on Saturday, but this can be clarified at the time of registration.
	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.	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.
	Scouts Own on Sunday.	Camp Chief (Michael Upham)	Hannah Meldrum has offered.
Gear	Gear from locker including Section Flags and flag carriers, crab cooker, large pot with lid, ladle, propane tanks, two juice jugs, mixing spoon, propane trees, lanterns, rope, 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
	Get the watertap rig on a stake and 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.
	Get radios for communication (Mike Upham bought them in 2015).	Geoff Pinkerton	Complete.
	Bring sledgehammer to drive the watertap rig stake, water nozzle, three hoses, shovel and bucket.	Mike Upham
	Arrange and pick up large 10’x20’ shelter for Headquarters and Coho flag 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	George is on board and Geoff will pick up the weekend/week before.
Badges	Design Camp Badges.	Dave Upham	In progress with 'Canada 150' theme.
	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.
	Pick up badges from Zone West.	Dave Upham
Activities	Friday night activity. In the past we have gone to the rifle range at a cost of $200-$300. Contact is: Garth Scott, Sapperton Fish and Game Club. This year, we are planning to do Bubble Soccer. Other ideas were a Nerf gun rifle range.	Dave McMullen	Dave to try and get the Bubble Soccer balls that were purchased for Pacific Jamboree 2015 or rent them through a local company. The cost to rent is $250/hr for first hour and $100/hour after that. It is expected that we need them for 4 hours, so $550. Dave will also bring some regular soccer balls and frisbees. Geoff ordered the Bubble Soccer balls.
	Human Foosball. Need something to contain the court (used snow fencing at PJ with steel posts), PVC pipe sliding on rope for the rails, line and pegs to hold the posts from getting pulled over, soccer balls, and something for the net. A good example is at https://i2.wp.com/alcse.org/wp-content/uploads/2015/05/foosgazi2.jpg?	12th Venturers	need to design and build.
	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.
	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.).	Dave Upham	Dave will look at getting the Police dog.
	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	Decide on secret ingredient. We need to put all of these ingredients into ziplock bags.
	Demonstration. Because of the theme of this year's Hyack Parade, suggest contacting the Qayqayt First Nation Chief Rhonda Larrabee to see if she can attend or recommend a storyteller or to Scouts Own.	Geoff Pinkerton
Campfire	Find and bring firewood.	12th	We have lots of hemlock at Stephanie Greaves' house. We should find some cedar or something fast-burning for the outside.
	Assign Campfire Chief	Mike Upham	Dave McMullen to see if Jessie Wells will help.
	Discuss and design magic starting mechanism.	Mike Upham
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. We also need to discuss with them how many youth are required to carry signs in the parade. Because we carry the signs, they typically gives us an honorarium. 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.	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 2017. The Scout office sent it directly to the Hyack Festival, but we don't have a copy yet.
Post event	Engrave Hyack Trophy (frying pan).	Camp Chief	Put green tape on the pan so we can write the Group name on it right away and we don't forget.
	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.

The 10’x20’ tent from Coho are free (they are stored at the Blue Mountain Scout hall). The swim passes are free. Sanda typically orders about 175 passes. The city provides the sand for the fire, turns on the water, provides tables, and does garbage & recycling, all for free.