Untitled - Girl Scouts Heart Of Central California

Contact Information:
For questions about registration, payment or cancellation, please contact
the Administration Department:
(916) 452-9181
(800) 322-4475
For questions about camp program please contact the camp director:
Program Specialist/Camp Menzies Director
e-mail: campmenzies@girlscoutshcc.org
Phone: (916) 452-9181 - Prior to June 1st
(209) 795-2081 - After June 1st
Emergency Numbers:
Camp maintains a telephone line for business and emergencies. In the
event of a family emergency, a message can be delivered to your camper
upon request.
Monday - Friday 8:00 a.m. – 5:00 p.m.
Council (916) 452-9181 or (800) 322-4475
Monday - Friday after 5:00 p.m. and Saturday - Sunday 24 hours
Camp (209) 795-2081
*Camp Address:
[Camper’s Name]
Camp Menzies
c/o General Delivery
Camp Connell, CA 95223
Session #: [Program Name]
*We CAN NOT receive UPS packages, if you need to get packages to your
camper please contact camp to make arrangements.
Parent Information Hotline
We have a Parent information hotline parents can call for bus information or
to receive a recorded message in case of emergency, such as a fire or other
natural disaster. This hotline will be updated on bus days to include bus
arrival and departure times as well as information about changes or delays.
Please call (916) 453-5233, 45 minutes to an hour before your scheduled
departure or arrival time to check on bus status. We also update the hotline
on the first day of camp, after the buses have arrived in camp, so you can
check when your camper arrived. In the case of an emergency the Parent
Information Hotline will be updated to include information for parents.
Please DO NOT leave phone messages on this line during the summer
because we will not receive them.
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Table of Contents
I. Facts about Menzies .............................................................. 4
II. What is Camp Program? ......................................................... 4
III. Preparing your Camper ........................................................... 4
‣ Camp Counselors ........................................................... 5
‣ Sleeping Accommodations ........................................... 6
‣ Camper Behavior Expectations ..................................... 7
‣ Cell Phones ..................................................................... 8
‣ Camp Guidelines for Campers and the Internet .......... 8
‣ Packing/Equipment List ............................................. 11
‣ Camper Transportation ............................................... 12
‣ What to expect on the first day .................................. 13
‣ A Day in the Life of a Camper ..................................... 14
‣ Health Services and Medications .............................. 17
‣ Mealtimes and Food ................................................... 18
‣ Laundry and Showers ................................................. 19
‣ Animals and Insects .................................................... 19
‣ Mail .............................................................................. 19
‣ eCamp-one-way e-mail and photos ............................ 20
‣ Birthdays ...................................................................... 21
‣ The Last Day-Check-out procedures .......................... 21
IV. CITs/WITs ............................................................................. 21
V. Paperwork and Policies ....................................................... 23
‣ Payment, Refunds and Cancellation .......................... 23
‣ Visiting ......................................................................... 24
‣ Camper Personal Information .................................... 24
‣ Tips on Forms .............................................................. 25
♦ Camper Health History and Exam Record .............. 26
♦ Camper and Parent Letters to Counselors ............. 27
♦ Horseback Riding Release/T-shirt Size Request .... 28
♦ Camp Menzies Release Authorization .................... 28
♦ Handbook Acknowledgement ................................. 29
♦ Camper-Staff Contact Information .......................... 29
‣ Final Mailing ................................................................ 30
♦ Transportation Information & Luggage Tags .......... 30
♦ Release of Liability Forms ........................................ 30
VI. After Camp
‣ Badgework ................................................................... 31
‣ Lost and Found ........................................................... 31
‣ Notes from Camp Staff ............................................... 32
‣ Evaluations .................................................................. 32
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Facts about Menzies
Camp Menzies is located at an elevation of 5,000 feet. The
camp has an ideal summer climate with warm days and cold
nights. The 175 acre wooded site has pine, cedar and fir trees.
We have two waterfront areas, a canoe lake and a swimming
hole; both areas are man-made but mimic natural bodies of
water. We also have an arts and crafts center and a nature hut.
What is Camp Program?
Campers are placed in units based on the program they are
registered for. Units have between 6 to 24 girls depending on
the program. The ratio of staff to campers is two staff members
to every 12 girls entering grades 2-3, two staff members to
every 16 girls entering grades 4-6, two staff members to every
20 girls entering grades 7-9, and two staff members to every 24
girls entering grades 10-12. At camp, campers will have the
opportunity to meet girls from all over Northern and Central
California. They will have a chance to be independent, to live in
harmony with nature, and to share activities they will remember
for years. Throughout camp, girls will learn new skills under the
guidance of trained staff. Possible activities, planned with the
campers, include archery (girls 4th grade and older), hiking,
cooking, crafts, nature study, swimming (water temperature
permitting), and canoeing (water level permitting).
Preparing your Camper
We are delighted that your camper has decided to join us this
summer. Here are some tips to help make camp a positive
experience:
• Help your camper prepare for this big ADVENTURE by
sharing in her excitement. She will make many new friends,
live in a beautiful setting, and learn many new interesting
things. Even though many girls wish it was......camp is NOT
FOREVER!
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• If she has never been away from home, discuss it with her.
Give her a chance to stay overnight at a friend’s house or at
Grandma’s. Be supportive; listen to her fears and write her
often at camp. Send a few items to make her sleeping area
familiar – a small stuffed animal can work wonders! The
American Camp Association has designed a free website
specifically for parents and families,
http://www.CampParents.org, which includes some great
articles and tips on getting your camper ready for camp and
dealing with homesickness.
• Your camper is your treasure - and we try to treat her as
such! If she has any medical, dietary, or behavioral needs,
please let us know. The more we know about her, the more
comfortable we can make her feel.
Camp Counselors
Camp staff members are enthusiastic, talented and caring
adults, who are selected on the basis of their experience, ability
to serve as role models and their genuine desire to work with
children. Camp staff members include international staff as
well as staff members from California and other states. The
ratio of counselors to girls varies with the age of the campers.
Camp units with younger girls have the greatest ratio of
counselors to campers.
Camp staff receive extensive on-site training prior to the arrival
of all campers. Training includes activity programming and
outdoor skills, songs, games, first aid and safety, team building,
age level characteristics, how to deal with homesickness and
more. Staff who supervise high adventure activities are
required to have additional training and qualifications.
Camp staff are hired because they enjoy working with children.
It is council policy that staff are not allowed to receive money or
gifts of monetary value from campers or parents.
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Sleeping Accommodations
Unit placement is dependent on the type of program and the
age of the girls. Depending on the unit, girls will stay in sleeping
cabins, platform tents, under the stars or in a tent they have
brought from home. Sleeping cabins are 16 x 20 cabins with
screen doors and windows. Platform tents are 16 x 20 wooden
frames with a canvas tent over the top of them. Both sleeping
cabins and platform tents sleep 6 to 8 girls. Girls sleeping
under the stars can choose to bring their own tent from home or
to sleep out. Campers sleeping out under the stars often share
their living area with other programs of the same age. All units,
including those sleeping under the stars, have metal beds and
mattresses for campers to use. The type of sleeping
accommodation is noted in the camp brochure at the end of
each program description.
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Camper Behavior Expectations
All of our camp rules, policies and safety regulations are in
place to protect the safety and well being of our campers.
Please take some time to review these behavior expectations
with your camper so that they understand what is expected of
them at camp. If you or your camper has any questions please
feel free to contact the camp director.
• Campers will be respectful, at all times, of themselves and
others.
• Campers will be respectful, at all times, of others’ personal
property.
• The use of alcohol, non-prescribed drugs and tobacco is
strictly prohibited.
• Campers will be respectful, at all times, of all camp property
and equipment.
• Campers are supervised at all times by the camp staff, and
are expected to listen and pay attention to their
counselors.
• Electronic devices such as: cell phones, pagers, portable
TVs, iPods, CD players, hand held video games etc., as
well as weapons of any kind, are strictly prohibited.
• During their camp session, campers will have the
opportunity to participate in a variety of program activities
(i.e., arts & crafts, nature, archery (4th grade and up),
swimming, canoeing, horseback riding, etc.). Campers are
expected to challenge themselves but will always have a
choice in their level of participation.
• Campers are required to participate in all camp safety
discussions, emergency drills, meals, unit and all-camp
Kapers.
If a camper should have difficulty with these rules to the extent
that the camp environment is no longer safe for her, other
campers or the staff, she will be sent home. It is the
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esponsibility of the parents/guardians (or emergency contact,
if parents/guardians cannot be reached) to pick up the camper
from camp. In this situation no refund will be granted.
Cell Phones
As you know we have a “no-cell phone” rule at camp. Aside
from the fact that cell phones are expensive and can get lost or
stolen and that the physical camp environment is not kind to
such items, there is a fundamental problem with campers
having cell phones at camp, and that is trust. When children
come to camp they—and you—are making a leap of faith,
transferring their primary care from you as their parents to us
and their counselors. This is one of the growth-producing, yet
challenging aspects of camp. As children learn to trust other
caring adults, they grow and learn, little by little, to solve some
of their own challenges. We believe this emerging
independence is one of the greatest benefits of camp. It is one
important way your children learn to become resilient.
Contacting you by phone essentially means they have not made
this transition. It prevents us from getting to problems that may
arise and addressing them quickly. Sending a cell phone to
camp is like saying to your child that you as the parent haven’t
truly come to peace with the notion of them being in our care.
We agree to tell you if your child is experiencing a challenge
with her adjustment to camp. You can help by talking with your
child before she leaves for camp and telling that there is always
someone she can reach out to, whether it is her counselor, a
trusted activity leader, the Head Counselor, the Camp Director
or camp health care provider. We are all here to help, but if you
don’t trust us she certainly won’t.
Camp Guidelines for Campers and the Internet
As parents, we ask you to go over with your camper some
guidelines we have developed about the Internet and other
important issues so that everyone has the best experience at
camp as possible.
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1) We view e-mail, IM and social networking sites, like
Facebook.com and MySpace.com, as positive ways for
you to express yourself and keep in touch with your
friends. As a camper you have the right to exchange e-
mails or IMs with other campers and invite other
campers to be on your “friends” list in any way that you
and your parents see fit.
2) When it comes to exchanging contact with anyone on our
staff, however, your parents must take full responsibility
for you to do that. This includes giving or getting an e-
mail or IM address, cell phone number, social
networking profile, weblog or any other Internet contact.
(We tell this to the staff during orientation). It’s not that
we don’t think your relationships with your counselors
are important. They are! It’s just that, once they leave
camp, we can’t take responsibility for what happens
between you and them—only your parents can. We have
enclosed a parent communication permission form
which your parents must sign before a counselor can
give you any contact information or take any contact
information from you. We recommend you look it over
with them so you aren’t surprised by what it says.
3) Regarding e-mails, IMs and comments you might make
to other campers on their social networking site, we ask
you:
a) to keep what you say positive and respectful of
staff and campers alike;
b) not to use obscenities, vulgar or sexual language;
c) not to say mean or threatening things to or about
other campers or staff;
d) not to post pictures online that would embarrass
or violate anyone’s privacy;
e) not to pose as another camper online or spread
false information about anyone or say damaging
or threatening things to or about anyone;
f) not to use a website or blog or e-mail to talk
about things that are against camp policy, like
using drugs or alcohol or bullying or sexual things.
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4) Most Internet communication is positive, and that’s
great! In the rare case where there might be any
negative messages to other campers or staff, our policy
is to call the parents of campers who send those
messages and share the content with them.
5) We will use any legal means available, including
contacting the police and the FBI, to track the source of
any offending or threatening Internet communication if
we need to.
6) We want you to be safe on the Internet. If you receive a
threatening e-mail, IM or message on your personal
website—one that is mocking, uses vulgar or harassing
language—here is what you should do:
a) Do not respond to the message or retaliate,
because it might encourage the sender or get you
into trouble.
b) If possible, record the message onto your hard
drive.
c) Print out a copy of the message, then close it but
do not delete it.
d) Tell your parents about it and have them notify
the local police or, if necessary, contact your
Internet service provider (like yahoo, aol,
earthlink, g-mail, etc.)
e) If you suspect that the sender is from camp, call
us immediately.
f) Parents can also contact Pedowatch
(www.pedowatch.com) or the National Center for
Missing and Exploited Children (www.nemec.org).
Camp is meant to be a fun, safe and happy place for all of
us. We need your help to keep the way people from camp
communicate with one another positive and in the spirit of
camp—a way that makes everyone feel safe.
© Copyright Bob Ditter, 2007. All Rights reserved. This letter may not be
reproduced without the permission of the author. www.bobditter.com
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Clothing Guidelines
For Safety Reasons: We require campers to wear sleeved shirts
to prevent sunburn; please DO NOT send halter tops or tank
tops. Campers are required to wear sturdy closed-toe shoes
with a back at all times except when sleeping, grooming or at
waterfront areas. We recommend hiking boots or tennis shoes.
Campers MAY NOT wear Crocs, clogs, etc.
Packing
The equipment list (CM 24) can be found in the Preparing for
Camp section on the girl side of our Web site
www.girlscoutshcc.org. Amounts should be adjusted according to
the number of days and the time of summer. The nights in June
and early July can be cold. Please limit luggage to:
THREE PIECES:
1. One suitcase, backpack or duffel bag
2. One sleeping bag
3. One small bag or daypack
Girls sleeping under the stars can bring their own tent in
addition to the other pieces of luggage. It is recommended that
you and your camper set up the tent once at home so she
understands how it is put up. Camp counselors will also be on
hand to help them set it up in camp. Gear for girls sleeping
under the stars is kept under their bed or in their tent. They
may wish to bring a small tarp to set their bag on under the bed.
In the event of rain we will set up additional tents or move girls
into sheltered areas.
Mark all items with your camper’s name. Clothing should be
made of sturdy and washable fabric. Girls and their clothes will
get quite dirty, so old clothes are best. As hard as one tries,
camp dirt never seems to come out. To assist your camper in
returning home with the same belongings she brings to camp,
you may wish to tape an equipment list inside her bag.
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Please leave the following at home:
Cell phones
Spray cans
Glass bottles
Valuable jewelry,
watches, rings, necklaces
Pets
Food, snacks, and gum
Expensive cameras
Halter, sleeveless or tank tops
Sandals or backless shoes
Foot lockers
Money (we have no camp store to
purchase items)
Televisions and radios
Hand held video games
CD’s, DVD’s, MP-3 players, and
iPods
We do not have the capability of storing these items for safe
keeping at camp.
Camper Transportation
Riding the bus to camp is an enjoyable part of the camp
experience. The ride provides an opportunity for the campers
to start meeting new friends. For camper safety, all buses are
chaperoned by camp or Girl Scout council staff. This service,
which is included in the camp fees, is provided by a reputable
and fully insured bus company. If we do not have enough
campers to warrant using a bus and/or if we are over full at a
certain bus stop campers may be transported in the camp’s 7,
8 or 12-passenger vehicles (all camp drivers’ have a current
driver’s license and have completed a special driver’s training
in camp; 12-passenger vehicle drivers have a Class B,
commercial drivers’ license with passenger endorsement).
There is always one staff member in addition to the driver
riding in the vehicles with the girls. Arrival and departure will
be from the Girl Scouts HCC Program Center (6601 Elvas
Avenue, Sacramento, 95819), the Stockton Office (7475
Murray Dr, Suite 3 Stockton, 95210), the Modesto Office
(3621 Forest Glenn Dr Modesto, 95355) or Angels Camp
(Union/Utica Park). The following is the tentative departure
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and return times for each location, these times are subject to
change, you will receive detailed instructions with specific
departure times for your session 2 weeks prior to your camp
session.
Bus Stop Check-in & Board Return
Angels Camp 10:30-11:00 AM 1:45-2:15 PM
Modesto 8:30-9:00 AM 3:30-4:00 PM
Sacramento 8:30-10:00 AM 3:30-4:30 PM
Stockton 9:15-9:45 AM 3:45-4:15 PM
To make it easier for the camper, campers should board and
return to the same bus stop. All campers are expected to ride
the camp bus. Special transportation requests MUST be
approved through the council prior to camp. For additional
transportation information, call the Program Center at (916)
452-9181 or (800) 322-4475.
What to expect on the first day
Please be sure that your camper arrives at the bus stop dressed
for camp. She should be wearing a sleeved shirt, closed-toe
shoes with backs and socks. You should plan on arriving at the
camp bus stop thirty to forty-five minutes before the scheduled
departure time. At the bus stop, when you drop your camper
off, you will be asked to sign in with council or camp staff. They
will collect any medications you have for your camper. After
that you will put your luggage in a designated spot. Camp
buses are chaperoned to camp by Camp Staff or Girl Scout
council staff. When your camper arrives in camp she will eat
the lunch she brought from home with the rest of her unit and
her counselors. After lunch, campers spend the day getting
familiarized with camp. They will visit the swimming hole for a
swim assessment, the health center for a health check and go
to the dining hall to learn dining hall procedures. They will also
go to all of the program areas to plan what activities they would
like to do during their camp session. Settling into their unit and
playing “get to know you games” are also a big part of the first
day.
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Bus/Van Safety Procedures
The following is a list of safety procedures to follow when
dropping off or picking up campers:
• Parents and/or Guardians are responsible for the
supervision of their campers and any siblings at all times
at the bus stop areas. Please do not leave until your
camper has boarded the bus.
• Pets need to stay in the comfort of their own home, or
backyard.
• Please refrain from smoking at the bus stops.
• Alcoholic beverages are NOT allowed at the bus stops.
• Drive slowly and watch for pedestrians when you are in
the parking lots and near the bus stop.
A Day in the Life of a Camper
Campers get up about 7 a.m. and go to bed around 9-10 p.m.
depending upon their age. An hour after lunch each day is
reserved for “quiet time” to allow the girls time to relax.
The rest of the day is spent in programs planned by the
campers on the first day with guidance from unit staff. Most
activities are done in their unit groups. Units are split in half, or
in thirds, for some of the activities depending on the size of the
unit and the activities in which they are participating.
A certain amount of time each day is set-aside for “Kapers” –
chores that help the camp stay clean. Some of the Kapers
include tent, trash, and bathroom cleanup, wood gathering,
washing dishes, conducting flag ceremonies, setting the dining
tables and bringing food from the kitchen to the table.
Girls participating in the shorter 4 and 5 day sessions usually
participate in each camp activity one time. Girls attending the
longer sessions often have the opportunity to participate in
some of the activities several times.
During each session we have at least one all-camp campfire, an
all-camp event and a theme meal. Campfires are held at Pine
Haven around dusk. They include songs, skits and laughter.
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The camper council, a group that includes representatives from
each unit, plans all camp events and theme meals. Some of
the events and theme meals we have had in the past include:
dance parties, fairytale dinners, pajama breakfasts, all camp
capture the flag and more.
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Basic Daily Schedule
7:00 a.m. Bell Rings to wake everyone up
7:45 a.m. Morning Flag (ceremonies are performed
by different units each day)
8:00 a.m. Breakfast (after meals campers help to
clean up by washing dishes, wiping
tables or sweeping the dining hall)
9:00 a.m. Morning Session 1*
10:15 a.m. Morning Session 2*
11:15 a.m. Unit Time
12:00 p.m. Lunch
1:00 p.m. Me Time (time to relax, read a book or
write letters)
2:00 p.m. Afternoon Session 1*
3:00 p.m. Snack
3:15 p.m. Afternoon Session 2*
4:30 p.m. Afternoon Session 3*
5:30 p.m. Unit Time
6:00 p.m. Evening Flag
6:10 p.m. Dinner
7:30 p.m. Evening Program (Campfire, All Camp
Event or special unit activity)
9:00 p.m. Bedtime for younger girls
10:00 p.m. Bedtime for older girls
* Activity sessions include swimming, canoeing, archery (for
Juniors and up), arts and crafts, nature study, meadow games,
horseback riding, and other special activities they have planned
to do as a unit. Each unit plans and cooks out at least one
meal while they are at camp. To conserve water, campers
shower every other day that they are in camp or the day they
return from a trip and every other day before and after that.
If groups are leaving on a trip, some of their time in camp is
spent planning and preparing for the trip and cleaning up when
they come back.
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Health Screenings, Services, Medications and Allergies
Health Screenings
In compliance with American Camp Association standards, all
campers will receive a brief health screening by the health staff
upon arrival at camp. The purpose of the screening is to
identify any evidence of illness and to review health history and
medication(s). Parents will be notified of any unusual findings.
Health Services
Camp Menzies has a qualified health care manager on-site and
staff are trained in First Aid. A doctor is on-call if illness or injury
requires additional medical attention. Parents will be notified in
the event of an emergency. The health care manager
administers routine health care and medications.
If your camper becomes ill or is injured (seriously enough to be
taken to the doctor, or to spend more than a few hours in the
infirmary) you will be notified. If your daughter returns from
camp with complaints of injury, please contact the Girl Scouts
Heart of Central California Program Center within 48 hours.
Medications
The “Patch ‘n’ Go” (infirmary) is staffed by qualified health staff
that administers all medications. The State of California, Girl
Scouts of the USA, and the American Camp Association require
that all medications (prescription and over-the-counter) are kept
locked in the infirmary, including itch relieving creams,
antibiotic ointment, and any vitamins or homeopathic remedies.
The only exceptions are medications that would be needed
immediately such as asthma inhalers and epinephrine. All
prescription and over-the-counter medication needs to be in the
original container with the camper’s name and address, plus
complete directions for use on the container. California State
law DOES NOT allow us to distribute prescription medications to
anyone besides the person listed on the medication. Please list
all medications you are sending and directions for use on the
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Camper Health History and Exam Record. If medication is not
necessary please do not send it. Our infirmary keeps basic
over-the-counter medications such as Tylenol®, Advil®,
Benadryl®, Tums®, cough syrup, throat lozenges, antibiotic
ointment, calamine lotion, etc. on hand.
Allergies
If your camper has food, pollen, insect, medication, or other
allergies, please note these on her health form with specific
information about what the reaction is if she is exposed to the
allergen. If your camper has a food allergy please contact the
camp director at campmenzies@girlscoutshcc.org, at least 2
weeks prior to her session so the kitchen and unit staff can be
prepared.
Mealtimes and Food
Most meals are served family style under a tent. One to two
staff members sit at a table with six to seven campers. Meal
times are approximately 8:00 a.m., 12:00 p.m., and 6:15 p.m.
A healthy snack is served at 3:00 p.m. There may be meals
your camper might not like. Please help her understand that we
try to satisfy many tastes. We encourage campers to try a little
bit of everything. After campers have tried the food and if they
still don’t like it they have the option of having cereal at
breakfast or a sandwich at lunch or dinner.
We strive to provide healthy meals and snacks. Fresh food is
delivered weekly. Our kitchen staff strives to make sure all
meals are fresh, nutritionally balanced, attractive, and tasty.
Special diets can be accommodated on an individual basis.
Please contact the Camp Director regarding any special needs
prior to camp: campmenzies@girlscoutshcc.org.
Please do not send food with your camper.
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Laundry and Showers
We do not have laundry facilities for campers. Be sure to send
enough clothes to last for the entire session. To conserve
water, campers shower every other day while they are in camp.
Animals and Insects
We do have animals at Camp Menzies – both large and small.
The peskiest are the mosquitoes. It is recommended that your
camper wear long sleeves and long pants at dawn and dusk
when mosquitoes are most active. They should also bring NON-
AEROSOL insect repellent that contains 10-30% DEET. Camp
counselors will make every effort to remind campers to apply
repellent throughout the day.
All campers receive an animal orientation upon arrival at camp.
The orientation includes educational and procedural
information on bears, cows, mountain lions, frogs, snakes, and
other known inhabitants that have been seen in or around
camp.
Mail
Mail becomes very important to girls away from home. Mail
service to camp can be slow. We suggest you send a letter the
day before she leaves for camp, so that it arrives before she
heads home. Mail is delivered after lunch during the camper
rest period. Because the first day of camp schedule is different,
no mail is delivered to campers on the first day of the session,
except for the Camp Comfort kits sold by the Girl Scout Shop
Please address mail for USPS delivery to:
[Camper’s Name]
Camp Menzies
c/o General Delivery
Camp Connell, CA 95223
Session #: [Program Name]
The Session # and Program Name MUST be on the envelope to
ensure the camper receives her mail.
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Positive, upbeat letters help to prevent homesickness. Save
the less cheerful news until she returns home. Include selfaddressed,
stamped envelopes and postcards in her luggage so
that you will receive mail too!
Packages
We CAN NOT receive UPS packages. If you need to send a
package to your camper please contact camp to make
arrangements or use the bus mail box. Healthy snacks are
provided, so please do not send packages of goodies (our yearround
resident campers, the four-footed variety, like your
snacks too!).
Bus Mail Box
SAVE YOURSELF POSTAGE!
A mailbox will be available on check-in day for your camper’s
mail (name, session # and program name must be on the
envelope). Please make a note on each envelope which day
you want the letter delivered (day 2, day 3, etc.).
eCamp-one-way e-mail and photos
Camp Menzies uses an internet program created and managed
by eCamp, a camp based technology firm. Parents can log on
to a password protected Web site to see pictures and news
from camp for free. Each unit has a camera that camp staff
use to take pictures of their unit daily. Pictures for each unit
are posted on the Web site once a day (times vary for each unit,
but usually new pictures are posted in the evening after dinner
or in the morning after breakfast). There are days that due to
technical difficulties with our computers, or with the cameras,
we do not get photos posted for every unit. We cannot post
photos of campers on our travel sessions until they return to
camp from their trip. Although we try our best, we cannot
guarantee that we will get a picture of every camper, every day.
For a small fee, parents can set up a one-way e-mail account for
their camper through the e-camp web site. E-mails are printed
once a day at 10:00 AM and distributed during mail call after
lunch, e-mails sent after 10:00 AM will not be printed until the
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following day. Girls will not be able to receive e-mails when they
are out of camp on trips. Only parents with campers registered
for camp will be able to sign-up for these services. There will be
a flyer on how to register for eCamp in the second mailing.
Birthdays
We will celebrate your camper’s birthday with other birthdays
occurring during the same session during a special meal on the
last night at camp. We can also arrange for the unit to have a
special celebration on the day of your camper’s birthday if we
are given advance notice.
The Last Day-Check-out procedures
Campers spend the last day packing up, cleaning the camp,
taking photos and reflecting on their session at a “Girl Scout’s
Own” ceremony.
For the safety of all our campers we have very specific checkout
procedures at the bus stops:
• Adults, who arrive before the bus (in Sacramento,
Modesto and Stockton only) can pre-check out their
camper, pick up their patch and year strip and wait in
the waiting zone.
• Adults will need to show photo ID when they are signing
their campers out. Only adults listed on the release
authorization form will be able to pick up campers.
• When the buses arrive and the luggage has been
unloaded, the names of all campers who have been prechecked
out will be read and those girls can meet the
adult picking them up in the waiting zone.
• Adults who have not pre-checked out their camper will
need to check them out. Staff will then release the
camper.
Counselors in Training (CIT) & Wranglers in Training (WIT)
The Counselor in Training (CIT) & Wranglers in Training (WIT)
programs have been designed for girls entering Grades 10-12
who are interested in improving their leadership skills and
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working with younger girls in the camp setting. There are three
levels to the CIT program: CIT, Advanced CIT and Apprentice
CIT. Currently there is one level of the WIT program.
During the first level of CIT/WIT, girls will focus on Girl Scout
and age level appropriate programming, girl characteristics, and
basic knowledge of camp operations, current social issues,
leadership skills, group dynamics and decision-making. They
will have the opportunity to work with our younger units for a
few hours at a time during their sessions. WITs will spend time
shadowing the horseback riding staff.
Advanced CITs will focus on camp management and gain
practical experience in various areas of the camp operation.
Advanced CITs will shadow our maintenance, kitchen,
administrative, specialty and unit staff. They will also have the
opportunity to visit other camps in northern California to see
how they are managed. Finally they will practice leadership and
program skills while working with younger campers in specialty
areas and units.
Apprentice CITs will enhance their knowledge of camp program
and management through individualized participation in an
internship program. Throughout the program specific focus will
be placed on advanced risk management, legal issues,
supervision, career exploration, and diversity awareness.
The Leadership Director and Leadership Assistant supervise the
CITs & WIT’s. They live in their own unit, Forest Hill. CIT’s/WIT’s
spend increasingly more time working with younger units at
each level. CITs/WITs are not counted as ratio and will never be
left alone with a group of girls. They have their own set of
guidelines, which is included in the CITs/WITs information
packet.
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Paperwork and Policies
Payment
The balance of the CAMP FEES ARE DUE no later than 4 (four)
weeks prior to the start of the session. Please see the
Important Dates to Remember flyer for your specific due date.
Your camper will lose her place in the camp session/program if
payment is not received by the due date. With your payment,
include cookie credits and/or financial aid certificate. If you are
paying by MasterCard, Discover, or Visa, complete the credit
card section on your billing statement and mail it to the
Program Center: Girl Scouts Heart of Central California, 6601
Elvas Avenue, Sacramento, CA 95819.
Our council will accept partial payments. Payments must be a
minimum of $50. Full payment still must be received four
weeks before the opening day of the camp session you have
choosen. You must track your own payments, additional bills
will not be sent.
Refunds and Cancellation
If your selected camps are full, and no alternative can be found,
or if the financial aid amount requested is not fully granted, the
total amount paid will be refunded.
A portion of the camp fee (minus $25.00) will be refunded only
if:
• Family plans change and the camper can no longer
attend (in this case, written notification must be received
four weeks before the opening date of the confirmed
camp session);
• The camper does not attend due to illness or injury (A
letter from a physician must accompany the refund
request);
• The camper is sent home from camp due to illness or
injury (refunds are prorated in such cases and will be
made only at the request of the parent).
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No refunds will be made if the camper leaves early for any other
reason. Refund requests must be received by October 1, 2011.
There are THREE ways to cancel from a camp session:
1. Mail your cancellation request to Girl Scouts Heart of Central
California, 6601 Elvas Avenue, Sacramento, CA 95819.
2. Fax your cancellation to (916) 452-9182.
3. E-mail your cancellation to cancel@girlscoutshcc.org
Please verify with the Administration Department that your
cancellation notice has arrived.
Visiting
We ask that parents do not visit while their camper is at camp.
Visits often upset camp routine and trigger homesickness in
campers. We would, however, like to invite you to our Annual
Open House in June. Bring a picnic lunch and enjoy the
beautiful setting. A map to Camp Menzies has been included in
the confirmation packet. When planning your open house visit
please remember the following:
• Pets need to stay in the comfort of their own home.
• Camp Menzies is a smoke free environment. Please
adhere to our “no smoking policy.”
• Alcoholic beverages are not allowed on the property.
• Please wear closed-toe shoes, as the terrain is rocky.
Camper Personal Information
On several of our forms we have requested some important
personal information. As seasoned camp professionals, we
want your camper to have a smooth and happy adjustment to
their camp environment – something we know all parents and
guardians want too. It is our experience that some parents
hesitate to provide the requested information for fear the
information may be misused, while others may be concerned
about their child being labeled, singled out, or treated
differently. All adults want to see their camper have a strong,
fresh start at camp, unencumbered by past problems and we
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share these concerns. Children need us to be partners in
providing a safe and successful summer.
Prior knowledge about a learning difficulty, ADHD (Attention
Deficit Hyperactivity Disorder), a bedwetting problem, recent
loss or major change in the family or child’s life makes a
tremendous difference in helping us to be sensitive to your
camper’s need for extra patience, understanding, and
reassurance – especially during the first few days of camp. For
campers who have attention problems or who are nervous
about new experiences this is especially true. Children often
will use behavior rather than words to tell us something is
bothering them. If we have advanced knowledge of areas that
might be difficult for your camper, it will help us to better
understand her needs. The better we understand her, the more
we can assure you of a better program for her.
Our commitment is to use personal information only to help
your child adjust to camp. Please know that we take the privacy
of your daughter’s health issues very seriously, only those camp
personnel who have a need to know will have access to any of
the medical information provided. It will never be used at camp
unless necessary, and then only with the greatest of discretion.
We can help your child have a great summer camp experience if
you help us. We encourage you to make us a full partner in
providing for your camper.
Tips on Forms
All of our camp forms are very important, they help us to plan
for the camp sessions and better prepare for your camper.
Please complete all of the forms and send them in at least four
weeks prior to the start of your camper’s session (see the
Important Dates to Remember flyer for your specific due date).
Because we want forms to have the most current information
they will not be accepted before May 1.
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Camper Forms
Camper forms as well as the Camp Menzies equipment list are
available on our website www.girlscoutshcc.org under Preparing
for Camp in the Resident Camp section, you can also type in the
following link:
http://www.girlscoutshcc.org/gshccadmin/site1/girlscouts/ca
mp/residentCamp_Paperwork.asp#camp. If you are unable to
download the forms and wish to have a forms packet mailed to
you please e-mail campmenzies@girlscoutshcc.org or call (916)
452-9181/ (800) 322-4475. Please use the forms checklist
you received in your first mailing and review the following
information when completing these forms.
Note for campers attending more than one session at Camp
Menzies:
It is not necessary for you to complete all the forms for each
session your camper is attending. You only need to complete
one copy of CM-23-Camper Health History, CM-28-Parent
Handbook Acknowledgement and Contact Information and CM-
29-Horseback Riding Release & T-shirt Size Request. On each
of these forms please include the names and numbers of all the
sessions your camper is attending. Please complete a different
copy of CM 21-Parent Letter to Counselor, CM-26-
Transportation Information and Release Authorization and CM
31-Letter to My Counselors for each session the camper is
attending (photo copies are acceptable but please include a
copy for each session your camper is attending with the correct
session name and number on it).
Camper Health History and Exam Record (CM 23)
Health History
The State of California, Girl Scouts of the USA, and the
American Camp Association require each camper to have a
current Health History on file that is filled out and signed by the
parents no more than 2 months prior to their camp session.
Because of this guideline please do not complete and mail in
this form prior to May 1.
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Immunization History
Please attach a copy of your camper’s immunization history or
provide immunization dates on the Camper Health History and
Exam Record. If you wish to request an exemption to the
immunizations please contact the Program Center to request an
Immunization Release Form (#CM 32).
Physical Exam
Girl Scouts of the USA and the American Camp Association
require each camper to have had a physical exam within the
past 24 months. A licensed physician, physician’s assistant or
nurse practitioner can perform the physical. If your child has
had a physical in the last 24 months you do not need to
schedule a special physical just for camp. You can attach the
school or sports physical record or have the doctor fill in the
physician’s statement on the back of the Camper Health History
and Exam Record with the results of the latest physical. We
have forms on file at the Program Center for those campers
who attended camp last summer, if that physical is still current
we can pull the form for you but you will still need to complete
and sign the health history portion of the form so it is current.
Please call the Program Center (916) 452-9181 or (800) 322-
4475 at least two weeks before the camp session if you wish
them to pull your form. If your camper has not had a physical in
the last 24 months try to schedule one at least 4 weeks prior to
their camp session so you can send your paperwork in on time.
Exemption
If you wish to request an exemption to waive the health exam
and/or medical treatment, please contact the Program Center
to obtain a Religious Medical Exemption Form (#CM 33).
Waivers must be signed by a religious official indicating
membership in the religious group named.
Camper and Parent Letter to Counselors (CM 21 and CM 31)
The letters from the parent and camper will help camp staff to
“get acquainted” with each camper prior to camp. This
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information will help us provide a positive camp experience for
your camper. Please complete both sides and feel free to
attach additional sheets if necessary. The more information
you give the staff, the better prepared they are for your camper.
Horseback Riding Release/T-shirt Size Request (CM 29)
Camp Menzies offers basic horseback riding instruction.
Campers can select from two levels – beginning and
intermediate. The one-hour beginning riding sessions is
included in the camp fee. This ride includes a safety orientation
and arena instruction for all ages. Girls in 4 th grade and older
will also go on a short trail ride. The two-hour intermediate
class which includes basic horsemanship safety and an
extended trail ride can be chosen for an additional fee. The
intermediate class is for an experienced rider and is only
available to campers age 10 and older. All campers need to
complete the Horseback Riding Release & T-shirt size request
form even if they are participating in a horse camp session or
are not planning to ride. Payment for intermediate rides must
be included with the form and needs to be received by the
office 4 weeks in advance of the session. (Please note:
Intermediate rides are not available during 4 and 5-day
sessions and that additional riding sessions are not available
for girls attending horseback riding programs).
Camp Menzies Release Authorization (CM 26)
So that we can plan for the appropriate number of buses we
need to know which bus stop your camper will be departing
from and the stop she will be returning to. (More information
on bus transportation can be found on page 12). Each camper
will need to be signed out by an authorized adult when they
return from camp. To ensure that each camper is picked up by
an authorized adult we require you to hand in a Release
Authorization form which includes the names of all adults
(including parents) who are authorized to pick up the camper.
Be sure to include the names of individuals who might pick up
your camper in case of an emergency. A photo ID will be
required to verify that you are authorized to pick up the camper.
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A delay will occur if the camper is being picked up by an adult
not on the authorized list. The camper will not be released until
proper authorization can be obtained. This practice is in place
to ensure the safety of all our campers. Please review the
specific checkout procedures for your bus stop when you
receive the final mailing three weeks prior to camp. Campers
will receive their patches and year strips when they are signed
out.
Parent Handbook Acknowledgement and Contact Information
(CM 28)
Please sign the Parent Handbook Acknowledgement to indicate
that you have received this Parent Handbook and that you
agree to follow the policies and guidelines listed in it. Part of
the acknowledgement includes information about contact
between campers and staff following camp. We recognize that
campers and counselors develop close, trusting relationships
with one another at camp and that these relationships are
healthy, wholesome and beneficial to campers and staff alike.
We also recognize that it is natural for campers to want to keep
in touch with their favorite counselors after camp. As a camp,
we do not encourage or sanction the exchange of contact
information between campers and our staff, nor do we take
responsibility for what may occur as the result of such contact.
Therefore, our guideline is to forbid the exchange of contact
information of any kind between campers and our staff,
whether paid or volunteer. If a parent or legal guardian wishes
their child to exchange such information with a camp staff
member, the parent or legal guardian must sign a written form
expressly granting this permission and accepting full
responsibility for whatever may occur as a result. Please
indicate on the form if you wish your camper to exchange
information with staff or not.
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Final Mailing
Three weeks before your camper’s session you will receive a
final mailing. This mailing will include a flyer about how to
register for eCamp, information about CampDoc, luggage tags
and bus stop maps and timetables. For those campers who
have chosen a program which includes an out of camp trip
there will also be more information about the trip. If there is a
special release of liability form required and any special gear
she should bring in addition to the items listed on the packing
list, these will also be included.
Transportation Information and Luggage Tags
Directions to the bus stops, departure and return times, and
color-coded luggage tags will be sent approximately three
weeks prior to departure. Complete the requested information
on the back of the luggage tags and attach the tags to each
piece of luggage. Extra tags are available the day of check in.
Girls on trips that do not go to Camp Menzies will not receive
luggage tags.
CampDoc
We will be using an online service called CampDoc to organize
and track our camper's allergies and medications. Two weeks
prior to the start of the camp session you will receive a log-in
and code specific to your camper. Once you log-in you will be
able to enter detailed instructions regarding any medications
your camper will be bringing with her to camp. Once you have
entered all the medications, you will print a confirmation form to
sign and hand in with your camper’s medication on bus day.
More detailed instructions will be included with your log-in
information.
Release of Liability Forms
In developing our high adventure programs, we have taken
great care to select outfitters who, to the best of their abilities,
can provide a safe and positive experience. Each outfitter has
agreed to abide by the guidelines set forth by the Girl Scouts of
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the USA’s national safety publication, Safety Activity
Checkpoints. Any adventure, sport, or activity contains an
element of risk. Although risk cannot be altogether eliminated,
it can be minimized through participant education, use of
proper safety gear, and trip preparation. Many of our outfitters
require parents or guardians to sign a release of liability form
before allowing the campers to participate in the program. By
signing a waiver you have not signed away the rights of your
minor children. According to legal counsel, waivers are not
effective in protecting against claims related to injuries
sustained by children when negligence is involved.
Unfortunately, in today’s climate, everyone wants to try to
protect themselves against lawsuits. If your camper’s program
requires a form it will be included in the final mailing. Please be
sure to read the form carefully and bring them with you to the
bus stop.
After Camp
Badgework
Each general and specialty unit has a set of goals and
objectives established to provide a well-rounded camp
experience. Badge, Try-It, interest project and journey work is a
part of Girl Scouting and camp. At the end of each session we
will post the names of all awards started and which
requirements were fulfilled in newsletters on our e-camp
website http://menzies.ecamp.net. It is free to register for this
site, a flyer with the code and information on how to register will
be included in the final mailing. If you do not have access to
the site you can e-mail campmenzies@girlscoutshcc.org or call
(916) 452-9181/ (800) 322-4475 to receive an awards listing.
Completed awards can be purchased in the Girl Scout Shop in
Sacramento, Modesto or wherever Girl Scout equipment is sold.
Lost and Found
To prevent lost items, please mark all equipment with your
camper’s name. Lost and found is managed through our main
office. If you discover an item missing at the bus stop you can
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fill out a Menzies Lost & Found Report Form. If you discover an
item missing after returning home please contact the Program
Center at (916) 452-9181/ (800) 322-4475 and ask to speak
to the program specialist responsible for lost & found. Any items
not claimed by October 1, will be donated to charity. Please
remember, Girl Scouts Heart of Central California will not be
responsible for any valuables or items of clothing lost, stolen or
damaged at camp.
Notes from Camp Staff
We often get inquiries from parents and guardians after camp
about how their camper behaved in camp – was she shy,
homesick, outgoing, etc. It is often difficult to answer these
questions after the campers and camp staff have left. If you
know of specific questions you would like answered about your
camper’s experience at camp in advance, please let the camp
staff know on your Letter to the Counselor. You may also e-mail
your request to the camp director at
campmenzies@girlscoutshcc.org and we will be sure that the
camp counselors respond to your questions in their letter home
to you at the end of the session.
Evaluations
Please let us know how we did! Parent/Guardian evaluations
will be available online this year for you and your camper to
complete. These comments will help us plan for next year, so
please respond to our evaluation email as we value your
feedback.
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