Property Rental Procedures and Standards - Girl Scouts of ...

Girl Scouts of Minnesota and Wisconsin Lakes and Pines
Property Rental Procedures and Standards
Camp Roundelay, Camp Sanderson, Camp Shingobee Timbers, and Janette Pollay Cabin
Girl Scouts of Minnesota and Wisconsin Lakes and Pines would like to make your property rental simple, safe, and fun.
Please carefully read and follow these Rental Procedures and Standards. Be sure your group knows and understands
them! These standards apply to all groups using Camp Roundelay, Camp Sanderson, Camp Shingobee Timbers, and
Janette Pollay Outdoor Program Center—Girl Scout troops and groups, as well as families and non-Girl Scout groups.
Exceptions cannot be made. Failure to follow these standards may result in forfeiting your rental privileges in the
future and/or incurring charges for damages or cleaning after your group’s rental.
Our staff will be happy to assist you with any further questions or needs.
320-252-2952 or 800-955-6032 program@gslakesandpines.org
We can mail you paper copies of any forms upon request.
How to Rent One of Our Properties
Check rates, availability, and facilities at http://www.gslakesandpines.org/pages/PropertyRental/ . You may also call
us and ask for Property Rental. We will make a tentative reservation for your dates by phone or email; please send in
completed Rental Form and deposit within one week to secure those dates. Failure to comply may lead to
cancellation of reservation. Find the appropriate Rental Form on the Property Rental page of our council’s website
(address above), or you may request a paper copy be mailed to you.
Our Program Year runs October 1 through Sept 30. You can make a reservation anytime for the current
program year. You can make a reservation for the NEXT program year beginning June 1.
Your reservations are not confirmed until the signed Rental Form and deposit are received. Final payment is
due 30 days prior to your stay (or immediately if rental is less than 30 days away). Cookie Dough cannot
be used as payment.
You will receive a confirmation packet with important information via email, typically 1-2 weeks before your
rental.
Cancellations must be made four (4) weeks prior to arrival date to receive a refund. The deposit ($50 or total
fee, whichever is less) is non-refundable. In the event of a camp emergency (e.g. major equipment failure,
fire, severe weather), GSMWLP reserves the right to cancel any property rental. In this case, all fees will be
refunded.
Access and Keys: All of our properties have combination lockboxes on site, containing the key you will need
to access main building(s). Before you leave, PLEASE BE SURE TO LOCK BUILDING, RETURN KEY TO
LOCKBOX, AND CLOSE LOCKBOX, SO IT IS READY FOR THE NEXT USER GROUP. If the key is not
returned to the lockbox, a $150.00 charge will be billed to your group.
We will be expecting your group to stay within the arrival and departure times listed on your Site Permit.
Please call us to make arrangements if you will need to arrive early or stay late!
Maximum Occupancy for each facility must be followed. See chart on p. 2 of Rental Form for each site’s
capacity.
Rental Standards
Group and Behavior
The group leader you list on the Rental Form is responsible for supervising the group and its behavior.
If more than one group is using the property, all users must share the common areas in a polite and courteous
manner. We will make every effort to notify you in advance if there will be another group on site. GSMWLP staff on
duty retain right of entry at all times.
First Aid and Health Care
Girl Scout groups are required and other groups are advised to have a currently certified First Aid and CPR person
in attendance at all times.
Girl Scout groups agree to meet all requirements of the most recent versions of Safety Activity Checkpoints and
Volunteer Essentials, found at http://www.gslakesandpines.org/pages/FormsforVolunteers/ .
Girl Scout groups are required to have in attendance an adult with GSMWLP Basic Outdoor Skills training, if
camping or cooking outside.
Page | 1
GSMWLP #6940 Last Review 1/2014 Authority: Property Manager

All groups are responsible for the health care and first aid needs of their own group.
Each group must provide their own First Aid Kit.
All groups are responsible for their own emergency transportation. We recommend you designate an emergency
vehicle.
Personal sports equipment may be used at the participants' own risk and owner must take responsibility for its
use.
Emergency phone numbers are located in the Site Procedure Manual at each property.
All user groups must have available on site the following information:
Names and addresses of all participants
Emergency contact names and numbers
A listing of any persons with known allergies or health conditions requiring treatment, restrictions, or other
accommodations while on site.
For minors without a parent on site, signed permission to seek emergency treatment or a signed religious
waiver.
Firearms and Weapons
The possession or use of firearms or weapons of any kind is strictly prohibited on Council properties.
Alcohol, Drug, and Tobacco Policy
Girl Scouts of Minnesota and Wisconsin Lakes and Pines strives to maintain a drug-free environment for all adults and
girls involved in Girl Scouting. The use, possession, manufacture, distribution, dispensation, sale, or purchase of
alcohol, tobacco, or controlled substances, or any prescription drugs without valid prescription, on council property
(including vehicles), at council-sponsored functions, or whenever Girl Scouts of Minnesota and Wisconsin Lakes and
Pines work or events are being performed, is prohibited.
On occasion, consumption, possession, sale, or purchase of alcohol at facilities or for specific events, but where girl
members of Girl Scouts are not present, may be allowed, but only with the advance approval of the Chair of the Board
of Directors or the Chief Executive Officer of Girl Scouts of Minnesota and Wisconsin Lakes and Pines.
- As approved by Girl Scouts of Minnesota and Wisconsin Lakes and Pines Board of Directors, January 2011
If you would like to have alcohol at your adult-only event, please contact us for an Alcohol Variance Request form.
Telephones
Telephones at each of the properties are provided for emergency use only. If you need to use the phone at Camp
Roundelay, Camp Sanderson, or Camp Shingobee Timbers: dial the area code and phone number and then press the
right arrow button to place the call.
Camp Roundelay has phones in the Dining Hall and Andresen Program Center. 715-220-4687
Camp Sanderson’s phone is located in the Program Center. 320-403-2112
Camp Shingobee Timbers has phones upstairs in the Program Center and in the kitchen. 218-210-2972
Janette Pollay Cabin has a phone in the kitchen. 218-525-4509 For long distance, you must use a calling card
or call collect.
Emergencies
Call 911. Written procedures for medical, fire, severe weather and missing person emergencies can be found in the
Site Procedure Manual at each site. Groups are responsible to review these procedures upon their arrival at the
property. Fire extinguishers are located in each lodge.
Remember to follow appropriate safety guidelines, including ALWAYS using the buddy system. A responsible adult
needs to know where all participants are at all times. Any search and rescue effort expenses will be charged to the
lost participant.
An Accident/Incident Report form must be filled out for all accidents and incidents. The form is located in the Site
Procedure Manual at each site. The form must be returned to the Waite Park Office within one week of the incident.
Council Emergency Numbers:
1. Interim Property Manager, Bruce Patton 218-409-4002 (cell)
2. Outdoor Program Manager, Melissa Garza 218-409-3803 (cell)
3. Chief Operating Officer, Julie Svir-Peters 218-409-2917 (cell) 218-834-5908 (home)
Page | 2
GSMWLP #6940 Last Review 1/2014 Authority: Property Manager

4. Chief Executive Officer, Leigh Ann Davis 320-260-5873 (cell)
Vehicles, Driving, and Parking in Camp
Vehicles must be parked in the designated parking area and driven on established roads only. No vehicles are to be
driven or parked on paths, grassy areas, etc. in camp. Age-appropriate safety restraints must be used in all vehicles.
Firewood and Campfires
Outdoor fires are restricted to established fire areas. At least one full water bucket must be present at all outdoor
fires. Never leave a campfire unattended. Firewood is available for use during your stay. To provide for your safety
and to conserve these resources, please limit the size of your fires. Extreme caution must be taken with fires at all
times. Any fire containment expenses will be charged to the user group.
Safety during Hunting Season
GSMWLP recommends that all users are aware of the local hunting seasons, use caution, and wear blaze orange
when outdoors during these times. Guns are banned on GSMWLP properties; however there may be hunters on
surrounding public or private lands.
Waterfront Usage
Camp Roundelay, Camp Sanderson, and Camp Shingobee Timbers: ONLY GROUPS WHO HAVE MADE SPECIFIC,
ADVANCE ARRANGEMENTS WITH COUNCIL STAFF MAY USE WATERFRONT AREAS. These arrangements will
be in writing on your Site Permit. Girl Scout groups are required and other groups are encouraged to follow all Safety
Activity Checkpoints, including having on duty, at each aquatic event, adults who have current certification as a
lifeguard, first aid, and CPR provider. Waterfront areas are available by arrangement from May 1-Sept. 30.
Waterfront areas are closed for summer activities, i.e. swimming, canoeing, and kayaking, from Oct. 1 through
April 30.
Fishing is permitted away from swimming beaches. Fish must be cleaned away from the swimming and boating areas
and garbage disposed of appropriately. Please help keep camp pests away.
Environmental Statement
We all share the responsibility of preserving our sites’ natural beauty for future users. Observe all state conservation
laws and recommended practices, such as not defacing or carving trees and not picking wildflowers.
Help us keep our utility costs down by using heat conservatively. Dress for the weather and keep doors and
windows closed when the heat is on.
Pets
Only service animals are allowed.
Personal Property
Groups should plan to provide all equipment needed for their activities unless specific arrangements have been
made. Refer to Equipment Information section on the Cleaning Checklist for details. GSMWLP is not responsible for
the loss or damage of any personal property while on our site.
Condition of Property, Cleaning and Damage
All groups will be responsible to pay for any breakage or damage to camp property or equipment, replacement of
missing items, or cleaning required after your group’s stay. This includes both materials and labor. The cost of repair
or replacement will be determined by staff and billed to the troop/group leader listed on your rental form.
Groups may not make changes to GSMWLP properties without advance authorization from council staff. Service
projects are an important part of our properties’ heritage. We will be happy to partner with your group for a project—
contact us to make advance arrangements.
We will do our best to have the property in a clean and orderly condition when you arrive. We expect you will leave it
in a clean and orderly condition so it’s ready for the next group to use. We will provide you with a Cleaning Checklist—
all groups are expected to complete all tasks on this checklist before leaving.
Need an idea for a troop activity Have you thought of scheduling one of our popular “Programs on the Go” All
the information is available on our website at: http://www.gslakesandpines.org/pages/ProgramsontheGo/
Page | 3
GSMWLP #6940 Last Review 1/2014 Authority: Property Manager