CAMP SCOUTHAVEN 2012
“The Wild Wild West”
CAMP COORDINATOR GUIDE
Greater Niagara Frontier Council, BSA
2860 Genesee Street
Buffalo, NY 14225-3131
The Greater Niagara Frontier Council offers different camping programs each summer for Cub Scouts.
All programs are nationally approved and accredited, and their leadership is trained and certified at
Boy Scout National Camping Schools. The Greater Niagara Frontier Council summer camp programs
provide a great opportunity for packs interested in achieving their Summertime Pack Award.
Camp Scouthaven is located about 6 miles southeast of the Village of Arcade, on Route 98 in
Cattaraugus County. Situated next to beautiful Crystal Lake, the camp encompasses more than 730
acres of rolling hills and trees. It is operated for the benefit of all registered Cub Scouts, Boy Scouts,
Venture’s, Explorers, and Scouters without regard to race, creed, or national origin.
Our council summer camping programs “Give Everyone a Chance” to experience the highlights of the
Cub Scout Resident Camp is held for six sessions; 4 days/3 nights. Cub Scouts attend with their Pack
or a session with a parent. Leaders must accompany the Cub Scouts in a ratio of 1 adult for every 5
2012 Session Dates:
Session 1 July 5th - 8th Session 4 July 26th - 29th
Session 2 July 12 – 15 Session 2 Aug 2nd – 5th
Session 3 July 19th – 22nd Session 3 Aug 9th – 12th
The Cub Scout program provides numerous opportunities for involvement in camping to the benefit
of the Cub Scout, his parents and his Pack leadership. Each year there is a theme. “The Wild Wild
West” is the theme for 2012.
SPECIAL NOTE REGARDING WEBELOS AND NEW CUB SCOUTS: Tiger Cubs who join in spring
2012 may not attend Summer Camp. Webelos who complete the fifth grade in 2012 should attend Boy Scout
Summer Camp Schoellkopf with their new Boy Scout troop. Plan ahead with your local Boy Scout troops to
complete a Webelos to Boy Scout transition that allows boys to meet the ON TIME payments for Boy Scout
Pack Camp Coordinator:
Packs should select an adult leader to coordinate the Pack’s summer camping activities. All deposits,
Camp fees should be made only by the Pack Camp Coordinator. This person is responsible for
collecting the fees, health forms, adult youth protection training and camp registration online. The
Camping Coordinator will act as a contact person for all phone calls and mailings and will gather
information, attend leader’s meetings and perform any additional duties that may concern Camp
Scouthaven Cub Resident Camp.
All Resident Camps have canvas tents over wooden platforms, with 2 cots and mattresses. There are
12 sites available with pit latrines, running water and hand sanitizer. Each site accommodates 30
campers with the exception of site 1, 20 campers. Electrical sites are available for medical purposes
only. We also have handicap accessible tents available. Sites are assigned the day before arrival.
Site assignments are bases on needs and numbers.
CAMP HEALTH SERVICES:
New York State law and BSA policy requires the official BSA Annual Health and Medical Record, Parts
A,B & C & Over the Counter Medication (OTC) forms are kept on file with the Camp Health Officer
during camp participation. Official BSA forms are available online at www.wnyscouting.org. Physical
examinations must be within 1 year. If the OTC form does not have a physician’s signature the
Camp Health Officer cannot administer any OTC medication. The OTC form is for Cub scouts only.
Any Cub Scout or Adult not having a completed and signed medical form will be UNABLE to
participate in any activities in camp. He must have a completed health form within 24 hours of
arrival. A Health Officer is present in camp at all times and a local doctor is on call for emergencies.
All first aid treatment will be given and recorded at the health lodge. Serious cases are sent to local
hospitals. All injuries must be reported to the health officer. All prescribed medications; this
includes any Over the Counter Drugs are to be in their original containers and turned into to the
nurse at check in. The Health Officer will dispense all medications as needed. Exceptions are inhalers
and epi pens.
Each pack must have 2 leadership deep and provide at least one adult leader for every five boys for
their resident stay. Under NO circumstances may the Cubs be left unattended. If Pack leadership
changes during the week, please advise the camp leadership. Anyone entering or leaving Camp
Scouthaven during the week must sign-in or sign-out at the camp office.
All adults, registered or non-registered, attending resident camp must have Youth Protection
Training. Proof of training will be requested at time of check in.
If a Pack uses liquid fuels, their must be a leader trained in liquid fuels on sight. Proof of training
must be shown.
Each Pack is assigned tables. The Pack is to assign one waiter per table for every meal to set up and
clean up (one adult leader should accompany the boys). The waiters arrive 10 minutes before the
meal. The dining hall steward will give direction to the set up and clean up.
All meals are served family style. Please review the menu on the camping site. If there are any
dietary concerns, please contact the Camp Director at: firstname.lastname@example.org. We try to
accommodate all diets.
Visitors are always welcome at Camp Scouthaven. However, we ask that parents contact their son’s
Cub master or leader prior to coming out to camp. If a visitor wishes to stay for a meal, they must
make a reservation at least 24 hours in advance. All visitors must sign-in at the camp office
and sign out upon leaving camp. Visitor meal charges are to be paid at the camp Trading Post
and are as follows: Breakfast $4.50, Lunch $6.50, and Dinner $8.50
The last day of each resident camp session is Family Day. Family members and visitors are welcome
to join us for our Family BBQ and closing campfire. BBQ tickets must be purchased at the
Trading Post by the 3rd day of camp. The BBQ cost is $8.50 per person, under 10 yrs.
$6.50, children under five eats free. Hot dogs will be available for children under 10 years if
requested when ordering BBQ tickets.
VISITORS IN CAMP:
For liability and safety reasons, all visitors must sign-in (receive a colored bracelet) and sign-out of
camp at the Camp Office. When the Camp Office is closed, the Sign In/Out Book will be located on
the camp office porch by the mailbox. All visitors and campers are required to wear a colored
bracelet at all times while in camp.
SHOWER AND RESTROOM FACILITIES:
A central, ADA accessible shower house and restroom facility with hot/cold running water, sinks,
private shower stalls, and flush toilets is located within an easy walk from all campsites. Please
remember good conduct and courtesy when using the showers. It is BSA policy that males and
females have separate shower facilities as well as adult and youth. Improper use of this facility
should be brought to the attention of the Camp Director IMMEDIATELY. Each campsite is also
equipped with a pit latrine, cold running water washstand and hand sanitizer for use in site
The trading post is scheduled to be open during all available hours of the day and evening with the
exception of mealtimes, siesta, campfires, and vespers. Its use by your Pack and den is at your own
discretion. Trading Post items for sale include snacks, books, camping gear, camp T-shirt, etc.
Checks are accepted and should be made payable to GNFC. Don’t forget Scout bucks can be used at
the Camp Trading Post. We also accept Master Card and Visa. THEME T-SHIRTS MAY BE PRE-
ORDERED, there is a limited supply at camp.
PETS IN CAMP:
In compliance with the state health and safety codes, no dogs or other pets will be allowed in camp
during the summer camping season.
CAMP TELEPHONE NUMBERS:
The Camp Scouthaven office phone number is (716) 492-0331. This number is available 24 hours a
day. Emergency calls made after 9 PM will be answered by the nurse.
A pay phone is located at the camp office.
Daily postal deliveries and collections are made at camp. Mail will be picked up from the mailbox at
the camp office at 10 AM each day. It would be very helpful if the Cub Scouts could ask their
correspondents to include their Pack number in the address. Mail will be delivered to the Pack at
Siesta. The correct mailing address for the camp is:
10784 Rt. 98
Freedom, NY 14065
DIRECTIONS TO CAMP SCOUTHAVEN
Take Route 400 South to Route 16. Continue south on Route 16 to Route 39 East. Take Route 39
East into Arcade. At Route 98 South turn right (at the red light in Arcade) and travel 6 miles to Camp
Scouthaven on Crystal Lake in Freedom.
CHECK-IN DAY PROCEDURE
NO CHECK-IN PROCEDURE MAY BEGIN UNTIL THE ENTIRE PACK ARRIVES. FOR THIS
REASON WE ASK THAT YOU MEET AND CARPOOL TO CAMP
The entire pack must arrive together. Check-in time is between 9 A.M. and 11 A.M. Please
consider carpooling so the entire pack arrives together.
Drive to the main parking lot. A member of the camp staff will greet you. Once your entire group
has arrived, your unit leader can proceed to the Check In table. At the booth your unit leader will
meet your pack guide and begin the Check In process. You will be assigned your Health Lodge, swim
check and Dining Hall times. Remember that no vehicles are allowed into camp. Please bring
wagons or carts to transport your gear to your campsite.
When you arrive at your campsite you will pick your tent(s). Remember, you may be sharing a
campsite. Please be sure to fill each tent with two people (following Youth Protection Guidelines).
Once you have settled on your tents change into your swimsuits (if possible wear your swimsuits to
camp) and get ready for your camp tour.
All campers are required to take the camp tour. This is a BSA standard that must be met. During
the camp tour you will visit each activity area in camp and safety talk at shooting sports.
Your pack is assigned a time to be at the Health Lodge. Your camp tour will adjust so you are on
time to the Health Lodge. All Medical Forms and all Medications will be turned in at this time.
Prescription medication in their original container and label MUST be turned in at the
Health Lodge. This is in accordance with New York Law and BSA mandatory standards.
The only exceptions are Epi Pens and Rescue Inhalers.
Your pack is assigned a time to be at the Waterfront for your swimming ability test. Your pack will
travel to the Waterfront as a group and even if you do not wish to be tested you must remain with
your pack and wait until they are done testing. Keep in mind that without successfully completing a
swim test you will not be permitted to participate in any swimming or boating activities. No pre-camp
swim tests will be accepted for Cub Scouts. Adults may pre-test, watch for dates, place and time.
There is a mandatory Leader and parent meeting at 3:15 P.M. in the Dining Hall on your first day in
camp. Here you will receive any final changes to the camp program and also verify your den
assignments and receive your schedule for the session.
BACK IN SITE:
Once you have completed your camp tour you will be free to head back to your campsite to set up.
On the first and last nights of camp, camp-wide campfires are planned and performed by the camp
staff. Campers are encouraged to work with Pack leaders to develop skits or songs for the final
camp-wide closing campfire. All skits and songs done by campers are subject to approval by the
The Buddy system will be used at all times. A Cub Scout should not go anywhere by himself in
camp. A leader must always accompany a Den.
Packs will be asked to divide into dens, (Wolf, Bear, Webelos 1, Webelos 2) to provide appropriate
age orientated program. Camp staff and pack leadership will be able to work together to make this
happen. Each den will be traveling the path through the adventures of many new and previous
BMX (WEBELOS ONLY)
WEBELOS I PROGRAM
WEBELOS II PROGRAM:
SLEEPING ON THE HILL
IF PAID BY APRIL 27, 2012:
Cub Scout $215.00
IF PAID AFTER APRIL 27, 2012:
Cub Scout $240.00
PAYMENT SCHEDULE: Payments and Roster are to be made online. Payments and rosters
brought into the council service center will be charged a $5.00 pp handling fee.
Due January 20, 2012: Bunk reservation: Number of bunks @ $25.00 (No names)
Bunk deposits are non-refundable. We must commit financial resources to employ staff, purchase
food and program materials to prepare for summer operations. (E.g. If you sign up for 10 bunks =
$250.00 and only 5 bunks are used, the 5 bunks not filled are non-refundable, you will lose the
(IF DEPOSIT IS NOT PAID BY JANUARY 20TH, YOU MAY LOSE YOUR SESSION SPOT)
Please submit the Bunk Reservation form with payment.
Due April 27, 2012: Final Roster online with names, address, Cub Scout rank at camp and final
payment less bunk fee. No individual payments will be accepted. Final payment is non-transferable
and will only be refunded based on council refund policy.
Families in need of financial assistance should apply for GNFC Campership.
Camperships are based on youth rate. No camperships are available for adults.
Call us at 891-4073 for an application or go online at www.wnyscouting.org. Camperships
are due March 15, 2012.
All refund requests must be submitted on an Official Refund Request Form available at the Council Service Center or
The requests must be:
• Filed & submitted by the parents (WITH SUPPORTING DOCUMENTATION).
• Signed by parent and Unit Leader.
• Received by August 17th.
All requests will be subject to a $25 cancellation fee. After August 17, 2012, refund requests will be subject to a 50 %
cancellation fee. Refund requests received after August 31, 2012 will not be considered. Circumstances under which
refunds will be granted are as follows:
1.) Illness of Scout prevents his attendance at summer camp.
2.) Illness or death in the campers’ immediate family prevents attendance at camp.
3.) Family relocation makes attending camp impractical.
4.) Mandatory attendance at summer school that is verifiable.
If a camper leaves camp for medical reasons (HOME-SICKNESS IS NOT CONSIDERED A REFUNDABLE MEDICAL
REASON.) In such cases, the camper will receive a pro-rated refund for the unused portion of camp
PACK TO DO LIST
SEPTEMBER & OCTOBER 2011
• ATTEND KICK OFF 9/27/2011
o SIGN – UP FOR SESSION
o SIGN – UP FOR CAMP PROMOTION
NOVEMBER & DECEMBER 2011
• ATTEND KICK OFF 11/3/2011 IF YOU MISSED 9/27
• PACK PROMOTION
• NOTIFY PARENTS ABOUT CAMPERSHIP
• COLLECT $25.00 PER PERSON BUNK FEE
• JANUARY 20TH – $25.00 PER PERSON BUNK DEPOSIT DUE
• WATCH ONLINE FOR PARENTS GUIDE, MENU, PRE CAMP SWIM
TEST(FOR ADULTS ONLY)
• PASS OUT HEALTH FORMS
• PASS OUT PRE – ORDER FOR T-SHIRTS
• START PLANING – PICK COMMITTEES FOR:
o SITE DECORATIONS
o CAMPFIRE SNACKS
o WHAT TIME YOUR LEAVING AND WHERE TO MEET
FEBRUARY & MARCH 2012
• CONTINUE PLANNING
• MARCH 15TH CAMPERSHIP APPLICATION DUE
• MARCH 3RD UNIVERSITY OF SCOUTING
• 3/24/12 MAPLE SUGARING AT CAMP SCOUTHAVEN
• FINAL ROSTER AND FINAL PAYMENT DUE 4/27/12 ONLINE
• NOTIFY IN WRITING TO CAMP OFFICE OF ANY SPECIAL NEEDS
o HANDICAP NEEDS
• FINALIZE ALL CAMP PLANS
• T-SHIRT ORDER DUE 5/18/12
• ATTEND PRE CAMP PARENT & LEADERS MEETING 5/22 OR 5/24/12;
7:00PM AT CSC. SIGN UP ONLINE.
• NOTIFY CAMP DIRECTOR OF ANY SPECIAL DIETS.
• LAST MEETING WITH PACK TO FINALIZE PLANS
o CHECK THAT EVERYONE HAS A COMPLETED HEALTH FORM
o MAKE SURE ALL ADULTS ARE YOUTH PROTECTION TRAINED.
COLLECT COPIES OF THE CARDS TO BE TURNED IN AT CHECK-
o PLAN A MEETING PLACE, SO EVERYONE ARRIVES AT CAMP