Board Of Christian Camping Policy
West Michigan Conference Board of Christian Camping consists of clergy and lay volunteers, united in heart and mind, committed to Christian camping. Our mission is to provide Christian Camping built on God’s Word, rooted in Christ, nurtured by the Spirit to all God’s children. I. PURPOSE The West Michigan Conference Board of Christian Camping (BCC) shall be responsible for the provision, oversight and development of all camp properties. The BCC shall cooperate with the District Councils on Ministries (DCOM) in the West Michigan Conference to provide and develop camp program. All camp ministry components shall comply with conference policies and State regulations. Further, the BCC shall provide policies under which all camp programs will be operated and all camp properties owned by the West Michigan Conference will be maintained and utilized. The BCC is a program agency of the Conference Council on Ministries (CCOM). As such the BCC encourages agencies and organizations within West Michigan Conference to develop camp programs to meet the needs of people. The BCC strives to support these programs through providing site facilities and services, and site staff support. The BCC will initiate conference-wide programs as it sees fit. The BCC is structured so as to bring leaders responsible for the upkeep and development of properties together with leaders responsible for camp program. This arrangement will provide opportunities for camp programs to fully utilize camp facilities and settings, and will work to develop camp facilities to best provide for the changing needs of camp programs. II. ORGANIZATION The Board of Christian Camping (BCC) shall be organized in the following manner: A. General Membership 1. Eleven (11) members at large nominated by the Conference Committee on Nominations after consultation with the BCC and elected by the Annual Conference. 2. A representative from each of local site committee appointed by the respective site committee. 3. 1 Lake Louise Camp Committee representative appointed by it. 4. 2 Conference Council on Youth Ministries (CCYM) representative appointed by it. 5. District 6. Ex-officio (voice without vote): a. Camp directors. b. 1 Conference Trustees representative appointed by it. c. 1 District Superintendent appointed by that group. d. 1 CCOM staff person appointed by that group. B. Officers 1. Chairperson. 2. Vice—Chairperson for 3. Fiscal Agent. 4. Promotion Chairperson. 5. Properties Chairperson. 6. Program Effectiveness Chairperson. 7. Secretary. C. Committees 1. Executive. 2. Properties. 3. Promotion. 4. Endowment. 5. Program Effectiveness. 6. Task Forces: a. Task forces may be established by the BCC for specific functions such as master camp schedule, statistics, scholarship, Counselors’ training, media, publicity, new camps, etc. b. Task forces shall plan, implement and evaluate its assigned responsibilities. c. Task Forces are accountable to the parent committee and/or BCC. D. Purpose and Membership of Committees 1. Executive Committee, a. Purpose: 1) Set BCC meeting agendas. 2) Recommend actions for BCC. 3) Make emergency decisions. 4) Develop committee procedures. 5) Act as Finance Committee with financial responsibilities. 6) Function as Personnel Committee. 7) Annually approve camp director compensation packages. b. Membership: 1) BCC Chairperson, a) Convene BCC and Executive Committee. b) Represent BCC on CCOM. c) Maintain current BCC membership list. d) Receive correspondence on behalf of BCC. e) Contact delinquent members of BCC (see section E.3.?). 2) BCC Vice-Chairperson for a) Convene BCC and Executive Committee in absence of chairperson. b) Convene, chair and facilitate Long Range Planning Committee. c) Oversee task forces of Long Range Planning Committee and Endowment Committee. 3) Fiscal Agent, a) Build and Monitor annual budget of BCC. b) Oversee financial audit. c) Assist camp directors in appropriate accounting procedures. d) Act as financial interpreter. e) Recommend financial action as needed. 4) Properties Chairperson, a) Convene Properties Committee. b) Communicate Properties Committee matters to BCC and Executive Committee. c) Oversee task forces of Properties Committee. 5) Promotion Chairperson, a) Convene and supervise work of the Promotion Committee. b) Oversee task forces of Committee. c) Communicate promotion concerns to BCC. 6) Secretary, a) Record minutes of BCC and Executive Committee meetings. b) Distribute minutes within 15 days after meeting—BCC minutes to full board members; Executive Committee minutes to full board members for information purposes. 7) CCOM Ministry Consultant staff person. In addition to the specific CCOM job description of the staff person shall act as supervisor to the camp directors on behalf of the BCC including. a) Communicate personnel matters to BCC. b) Making personnel recommendations to the BCC. c) Coaching, training, counseling Directors as appropriate. 2. Properties Committee, a. Purpose: 1) Establish and coordinate replacement/improvement projects for the conference-owned campsites. 2) Explore building types to maximize efficiency and energy. 3) Present annual replacement/improvement priorities for BCC approval. 4) Supervise adopt-a-cabin/camp ministries. 5) Distribution of the endowment fund annual interest designated for capital purposes in accordance with the endowment fund guidelines. {See section IX F}. 6) Assure compliance of camp director residence with conference parsonage standards. b. Organization: 1) Membership, a) Chairperson. b) Chair or designate form each local camp committee. c) Camp director. 3. Promotion Committee, a. Purpose: 1) Work with Conference Staff is preparing marketing tools for distribution, including and not limited the camp brochure, website, all online and hard copy forms. 2) Resource local churches & camp coordinators, e.g., camper recruitment, Camp Sunday Offering, conference camp program, etc. b. Membership: 1) Committee Chairperson. 2) District a) District Camp coordinator responsibilities: ¨ Serves on the Promotion committee. ¨ Serves as a liaison from the BCC to the respective district local churches. ¨ Assists and encourages local churches to utilize conference camp opportunities. 3) Others recruited by the BCC. 4. Endowment Committee, a. Purpose: 1) b. Membership: 1) Chairperson. 2) Persons chosen by the BCC Chairperson and the Endowment Committee Chairperson. 5. Program Effectiveness, a. Responsibilities: 1) Continual review of the camping program at each site with regard to the mission of the Board of Christian Camping. 2) Work with the camp directors in program goal-setting and evaluation. 3) Report data to the BCC. b. Strategy: 1) The Committee will develop and use a uniform set of questions for evaluation, and engage the camp directors in the goal –setting and evaluation process. All teams will use the same questions and criteria for their visitations. 2) Committee members will visit camps in teams of two (2) or more. 3) Review data collected from parent and dean evaluation. 4) Develop a uniform method of reporting collected data to the BCC in the late fall. c. Membership 1) One dean, one clergy, one local church Sunday School superintendent or education committee member, one local church youth worker and one member of the Board of Christian Camping. 2) The Chairperson of the Program Effectiveness Committee will be a member of the Board of Christian Camping and also serve on the Executive Committee. The Program Effectiveness Committee Chairperson has the responsibility of assembling the visitation teams, developing the standards for the visitation teams and training the visitation teams. 6. Task Forces a. Purpose: 1) Convene assigned task force meeting to plan, implement and evaluate its work. 2) Accountable to parent committee and/or BCC. E. Meetings and attendance 1. BCC meetings shall occur three to four (3-4) times each year, set sufficiently in advance for inclusion in the 12-month conference calendar. III. CAMPING PROGRAMMING A. Summer Camps 1. Scheduling a. The summer master calendar shall be set sufficiently in advance for timely marketing. b. All on-site camp ministries shall be scheduled by the respective camp director. 2. Program Staff shall be registered with the camp dean and camp director in compliance with applicable Conference policies and State regulations. 3. Camper Registration a. All campers attending b. The release authorization shall be in compliance with State requirements and completed by the camper’s parent or guardian stating the manes of persons to whom the camper may be released at the conclusion of the camp event. The camper shall be released to no one other than those listed on the release Authorization. c. The names and pertinent information of campers processed by the Central Registrar will be forwarded to the appropriate deans and local church pastors. d. The camper (or camper’s guardian) must complete a health form due no later than the arrival for the camp event. This form shall include adequate space for the camper’s parent, and/or guardian’s signature permitting emergency medical attention for the camper. e. Only camp deans of specialty camps will be permitted to establish a ceiling on camper registration. f. Registration shall be processed on a first-come, first-served basis. Places for camp staff will not be reserved, unless special arrangements have been negotiated with staff. Campers, including children of staff, are strongly encouraged to register early. g. Balances shall be paid in full no later than May 15th. Campers with unpaid balances may be dropped from the camp registration. If the camper is dropped, paid deposits are forfeited. h. Off site camp registration limitations are determined by the dean according to the setting. i. At the conclusion of each camp event, the camp director and camp dean shall inspect cabins/tents before campers can be released. Upon the mutual approval of both the camp director and the camp dean, the following camper release procedure shall be observed. Assigned camp counselors or the camp registrar shall release campers to person(s) authorized after securing that person(s) dated signature on the release form. These signatured forms shall be returned to the camp dean. 4. Fees a. Fees will be established by BCC sufficiently in advance for timely marketing of the summer camp season. b. Sponsoring agencies will submit the payment for at least 70% of the respective optimum site capacity or number negotiated by September 1 between the director and the sponsoring agency. The rate of compensation will be fees consistent with State camper-staff ratio. The camp director will bill the respective sponsoring agency. c. The BCC recommends that local churches help campers by offering financial assistance. d. A scholarship fund shall be available through the BCC. 5. Refunds of Registrations a. Registration deposit is non-refundable. b. Full refunds of registration fee, minus deposit, shall be made up to two (2) weeks prior to opening of camp. c. No refunds of registration fee shall be granted if cancellation is made less than two (2) weeks, except in cases of special circumstances approved by the camp dean. The approved refund amount may be up top the total funds received minus the deposit. d. Registration fees not refunded shall remain in that sponsoring agency’s account to be applied to that camp budget. e. By its nature Christian camping is rooted in the building of community among campers and volunteer staff. Community is dependent on the consistent and active participation of campers and volunteer staff. In order to keep disruptions to a minimum, campers will not be permitted to leave camp. The only exception may be in emergency cases with camp dean approval and notification of the camp director prior to the departure or on camp sponsored field trips. The camp dean shall record the camper’s departure and return dates and times in addition to securing the signature of the person(s) to whom the camper is released. 6. Cancellations a. A camp may be canceled by and in consultation with the camp dean, the sponsoring agency or designee, and the camp director. b. The sponsoring agency of a camp canceled within 90 days of its start date shall submit an amount equal to the camp operations fee for 70% of the optimum site capacity of the campsite or 70% of the maximum number negotiated by September 1 between the Director and the sponsoring agency or its designee. c. The sponsoring agency of a camp canceled between the deadline for the submittance of summer camp brochure information and 90 days before the start date of camp shall submit an amount equal to the camp operations fee for 25% of the optimum site capacity of the campsite or 70% of the maximum number negotiated by September 1 between the camp director and the Sponsoring Agency. d. The sponsoring agency of a camp canceled within one week prior to beginning of the summer camp season will be responsible for whichever is greater: 100% of the confirmed total number of campers and staff or 100% or the number negotiated for that camp by September 1 between the camp director and the sponsoring agency. e. Cancellation fees may be adjusted or waived at the discretion of the camp director. f. If a camper transfers to a different camp within two (2) weeks of a camp or cancels, that camper will forfeit her/his registration deposit. At the discretion of the camp dean, exceptions for this may include and are not limited to emergencies such as camper illness or a family death. 7. Visitors (all persons not registered with the camp dean and camp director) may visit camping program a. for the following reasons 1) Program resource people. 2) As a camp promotion tour. 3) As possible Mission Outreach. b. All visitors must sign in with the dean and the camp director. c. Any expenses incurred will come out of that camp’s program budget unless other arrangements have been made in advance. d. Visitors shall remain in compliance with applicable policies such as the Conference abuse prevention policy throughout their visit. B. Retreat Centers 1. Scheduling shall be done by the camp director or designate. Scheduling may be done by telephone, facsimile or internet. Registration is not complete until forms and registration fee deposit are received by the camp director. 2. Registration and fees a. Site specific fees shall be set by the camp director. b. All bookings shall require a deposit. 3. Cancellations a. If cancellation is made after the content deadline for marketing publications the booking deposit is non-refundable unless time slot is filled by another party acceptable to the camp director books the same time slot. b. Cancellation fees may be adjusted or waived at the discretion of the camp director. C. Family Camps Shall refer to groups of not less than four (4) families, are multi-generational and sponsored by a United Methodist agency. A family camp must include at least one (1) overnight stay at a camp. 1. Scheduling a. Family camps shall be scheduled through the respective camp director. b. Local churches are urged to schedule 12 months in advance with the camp director. c. Local church bookings are accepted in order received and must be accompanied with deposit as determined by camp director. d. Weekend family camps scheduled back to back with regular week-long camps may be allowed if approved by the dean and camp director. e. Bookings for individual units are done with the discretion of the camp director. 2. Deposit, Fees, and Registration a. Deposits are due at time of booking. b. Conference-owned watercraft at family camps may be rented for a nominal fee. c. As campers arrive they must inform director of their names and group affiliation. 3. Cancellation a. If for any reason cancellation or reduction of spaces becomes necessary, refund of deposit shall be made up to within thirty (30) days of day set. The exception is only in cases of death or major illness. IV. CAMP PROGRAM STAFF – DEANS, COUNSELORS, ETC. A. All camp ministry components shall comply with conference policy and State regulations. B. Policies Relating to The dean is recruited by the camp director or sponsoring agency and functions as follows: 1. Only a person with knowledge, experience with the age group involved, administrative skill, and a mature Christian faith, should be invited to serve as dean. 2. The sponsoring agency or designee shall select the dean for each camp(s) it sponsors. The dean shall be accountable to the camp director and sponsoring agency or designee. 3. Before agreeing to serve, the prospective dean shall be given full interpretation of the responsibilities of deaning a camp by the sponsoring agency. 4. The dean is responsible both to the sponsoring agency (i.e. District Council on Ministries) and the BCC for goals, camping standards and policies, curriculum, training sessions etc. 5. The dean is accountable to the camp director regarding local rules, governmental regulations and the camp program/curriculum. 6. The dean shall recruit his/her staff in accordance with the policies and standards of the BCC. The dean shall provide for the training of his/her staff in accordance with the policies of the BCC in cooperation with the conference training enterprises. 7. The dean is to be in touch with the camp director before camp regarding registration, staff arrival, camp schedule and plans. 8. The dean is to contact the camp director upon arrival to negotiate the final camp schedule, departure procedures, etc. 9. The dean is to contact the camp director on the last day of the camp for permission to leave camp. Clearance to leave camp will be given when financial and insurance matters are settled and the grounds have been cleaned to the camp director’s satisfaction. 10. The dean shall submit a post-camp statistical report to the 11. The dean shall submit through the camp director vouchers transferring appropriate funds for camp and BCC fees. 12. More extensive use of qualified laymen and laywomen, especially the use of qualified ethnic persons, as deans, counselors, registrars, and/or business managers is encouraged. 13. Camper/Cabin Request Policy – Camper requests to be housed with another particular camper may be honored at the discretion of the camp dean. 14. Camp deans are not permitted to establish a ceiling on camper registration which is less than the physical capacity of the camp. Exceptions can be made only in consultation with the sponsoring agency or designee, and the camp director. 15. Deans and program staff shall comply with the requirements of conference polices, and applicable governments and agencies. 16. Deans shall be responsible for compiling and giving to the camp director upon arrival on site for camp, all personnel records and related data for her/himself, the volunteer camp and campers as required by conference and government policies. C. Development of Curricula and Leadership for Curriculum and leadership for camp counselors training shall be chosen by the camp director or designee (in consultation with the camp director). D. Policies Relating to The Counselor shall: 1. Be willing and eager to receive training for the job. 2. Be mature. 3. Be a committed and growing disciple of Jesus Christ and be participating actively within the fellowship of The United Methodist Church. However, we recognize the value of using counselors who are committed Christians of other denominations. 4. Be able to relate his/herself creatively to other persons, both staff and campers, and exhibit an ability to work effectively and cooperatively with them. 5. Be convinced that in the Christian faith is found the clearest basis for right relationship with God and one another. 6. Be able to share his/her faith with the campers and staff. 7. Be patient and kind. 8. Have the written recommendation of his/her Pastor on the approved Personnel form 9. Remain in relationship with the campers except when relieved by the Dean. 10. Counselors using illicit drugs or alcohol or having such items in possession during camp, shall be immediately relieved of responsibilities by the Dean. The Pastor of the Counselor shall be informed of the action taken. 11. Counselors and other program staff personnel shall be subject to any employment history and criminal history investigations required by the Michigan Family Independence Agency (FIA). Persons having a known criminal record of child abuse or neglect, or a known criminal record of sexual assault shall not be allowed to hold camp positions. E. Policies Relating to 1. The same policies for counselors apply to Interns employed for program participation in our conference camping program. In addition, the Intern is expected to offer some special skill or gift to provide campers and the camp program staff enrichment, rendering his/her employment desirable. 2. The basis for Intern employment and the selection of an individual for such employment shall be accomplished by the BCC in cooperation with other interested and invested conference agency/ices. F. Minimum Age for Counselors, deans and interns shall be at least five (5) years older than the oldest camper in compliance with the conference abuse prevention policy. G. Staff to Camper Ratios (Reflects FIS Licensing Rule # 111) 1. During waking hours in junior high and Elementary camps, there shall be no less than one (1) counselor for every ten (10) campers or fraction thereof. 2. During sleeping hours in Junior High and Elementary camps, there shall be no less than one (1) counselor for every cabin or tent population of campers up to fourteen (14) campers or fraction thereof. 3. During all hours in senior high camps, there shall be no less then one (1) counselor for every fourteen (14) campers or a fraction thereof. 4. For handicapped campers, during waking hours, there shall be one (1) counselor for every three (3) campers or fraction thereof beyond the first three (3). 5. For handicapped campers, during sleeping hours, there shall be one (1) counselor for every six (6) campers or fraction thereof beyond the first six (6). 6. The minimum number of staff on duty and in camp shall be two (2) adult staff members. 7. In camps with more than fifty (50) campers, the H. Policies Relating to Family Camp Deans Family Camp Deans shall provide a program that expresses Christian community in the design of the purposes, activities and relationships of that camp. I. Guidelines for 1. Camp scholarship funds shall be generated through annually designated amounts of camper registration fees and shall be distributed by conference registrar. 2. Scholarships shall be distributed on a first-come first-serve basis. Two thousand dollars ($2000) of the scholarship fund shall be held for ethnic campers until May 15 of each year. 3. All completed scholarship applications showing financial need shall be considered. A maximum of 75% of the total camp registration fee may be granted. 4. Local church support and camper family support is expected. Multi-camper family and multi-camper churches (especially smaller congregations) shall be given special consideration 5. Some campers apply for scholarships for more than one week of camp. Priority shall be given to campers applying for only one week of camp and first time campers. 6. Notification of granted scholarships shall be sent to the appropriated camper and dean. V. A. Job Description 1. Principal functions, regular duties and occasional duties (not in order of priority or time required) a. Plan, implement and evaluate dean training to provide: 1) For well informed and trained deans concerning expected procedures and regulations. 2) An inspirational and motivational program for camp deans. 3) A spiritual growth retreat for camp deans. 4) An opportunity for deans to collectively evaluate our conference camp program and offer suggestions of improvement to the BCC. 5) Deans an opportunity to review the camp brochure as it relates to their camp program. 6) An opportunity for deans to network with each other. 7) Recruits Volunteers to serve as leaders for next year’s dean training b. Plan, implement and evaluate Counselor training to provide, 1) For well informed and trained counselors concerning the camp program, procedures and regulations. 2) An inspirational and motivational program for 3) Recruits volunteers to serve as leaders for next year’s counselor training. 4) An opportunity for 5) c. Enforce BCC policies, local, county, State and federal regulations. d. Develop and oversee all programming on site including the recruitment, training, equipping & supervising of camp deans as defined in this policy. e. Provide for the safety of facility guests. f. Market and raise funds for the site g. Oversee distribution of revenue and expenditures according to the established budget. h. Hire, train, and supervise of employed camp staff. i. Store sales and equipment rentals. j. Provide for the security of the camp property. k. Approve camp curriculum developed by the 2. Stewardship and maintenance of camp property including grounds and equipment a. Administrate budgeting, personnel and public relations related to camp. b. Oversee camp development and growth in cooperation with the local camp site committee and consistent with BCC master plan. c. Maintain and protect all real and personal properties of the camp under his/her supervision, in consultation with local committee. d. Attend site, staff and conference meetings including Deans’ Training. e. Recruit, supervise and coordinate work camps. f. Make community presentations/talks as appropriate. g. Schedule site use. h. Provide for the safety and security of facility users and guest groups. i. Pursue marketing and public relations with Local Site Committee. j. Keep accurate financial records. k. Purchase supplies and equipment. l. Collect fees and make deposits. m. Plan, build and monitor short and long term budgets in cooperation with the Local Site Committee. 3. Accountability a. Camp directors’ are accountable to the BCC. The ministry consultant with camp ministry responsibilities shall supervise the camp director on behalf of the BCC. [See II.D.1.b. (8).]. b. All personnel matters shall be addressed in compliance with this policy and the conference personnel policy. 4. The camp director shall have the final authority over the specific interpretation of all program decisions, especially if a. Conditions are threatening to the health and welfare and safety of the campers or to the campsite. b. The program is inconsistent with these policies. c. The program is inconsistent with the Conference or Denominational policy. d. The program violates the State licensing rules which govern the camp. 5. Persons and groups outside the camp organization structure with which the camp director may have responsibilities a. Family Independence Agency (FIA), Fire and b. Groups and persons for marketing purposes of the camp. c. Groups and persons required for camp operation. 6. Specialized knowledge and skills required for the position a. BCC policies. b. County, State and Federal c. Personnel management skills. d. Marketing and public relation skills. e. Administrative skills. f. Maintenance skills including the operation of power equipment, emergency procedures, office and audio visual equipment, waterfront equipment. 7. Continuing Education a. The camp director shall participate in annual training and in-service workshops that will benefit his/her job performance. The BCC and Local Site Committee will provide assistance to enable the Director to participate. Funds shall be provided by both the local camp site budget and BCC budgets. 8. Professional Affiliation a. The camp director shall participate in either the American Camping Association (ACA) or Christian Camping International (CCI). Funds for membership shall be provided by the local camp site budget and the BCC. It is advised that the camp director seek certification as a camp director. B. Employment 1. The camp directors shall be employees of the BCC. The CCOM ministry consultant with camp ministry responsibilities shall have the power to dismiss a director in consultation with the Executive Committee. 2. The respective Local Camp Committee chairperson or designee shall participate with voice and vote in the BCC search for camp directors. 3. Candidates shall be subject to any employment history and criminal history investigations required by the conference policies and/or government entities of C. Compensation 1. The total compensation package shall be negotiated by the assigned Ministry Consultant with each individual Director as the parameters of the established budget allow and approved by the BCC Executive Committee. 2. The BCC will not pay moving expenses incurred in a camp director move. 3. The Local Site Committees may make written salary recommendations to the assigned ministry consultant prior to the annual reviews with the camp director. D. Travel Reimbursement 1. Camp director shall receive travel allowance for camp business. 2. Where a vehicle is furnished by the camp, it shall be used with the gas furnished on the campsite. 3. Where the camp does not furnish a vehicle, the camp director shall be paid by voucher from the local camp budget at the rate set for the annual conference staff. E. Housing 1. Camp directors shall reside permanently on the respective camp site. 2. Housing shall comply with parsonage standards. F. Evaluation of The CCOM ministry consultant with camp ministry responsibilities shall meet annually with the camp director to review the camp directors’ performance in meeting mutually established goals. G. Retirement A camp director may retire with sixty (60) day notice to the assigned ministry consultant and/or the BCC. H. Reports Camp directors shall submit to the assigned ministry consultant statistical reports of family camps at the conclusion of the ministry year. These statistics may include and are not limited to the total number of guests attending family camps, and retreats, number of counselor, number of male campers, number of female campers, number of non-Caucasian campers, and total number of children and youth campers. I. Full-Time and Less Than Full-Time All camp director positions shall move toward full-time positions. The full-time camp director shall comply with the conference personal policy. J. Fiscal Matters The camp director shall adhere to the fiscal guidelines and policies of the BCC and the Conference as related to the office of the conference treasurer. K. Telephone Basic telephone service is furnished. All non-camp business toll calls must be reimbursed to the Conference Treasurer by the camp director. L. Relationship to Local 1. Each camp site shall have an active site committee. 2. The camp director shall attend Local Site Committee meetings and assist the committee in carrying out its responsibilities. 3. The Local Camp Site Committee shall implement ways to ensure the camp director and his/her families have weekly time off. 4. In cases of site emergencies, the camp director may contact his/her chairperson for advice and counsel. 5. The Local Camp Site Committee shall assist the camp director in carrying out his/her responsibilities. M. Employed Staff 1. The camp director and employed staff shall be responsible for having the camp open for campers to check in Sunday afternoon each week. Sunday evening meals shall be the first meal of the camper week unless other arrangements are negotiated prior to camp. 2. Saturday breakfast shall be the last meal of the camper week unless an earlier closing date is negotiated prior to camp. 3. The employed staff work week shall be determined by the camp director with designated time off. VI. RELATIONSHIPS A. Relationship Between Camp director shall be responsible for the operation and maintenance of facilities, and all matters related to the employed staff as set forth in Section IV. The camp director and staff shall see their primary focus as serving the conference camp program. Camp deans shall design and implement programs that conform to the facilities and the resources of employed staff as determined by the camp director. B. Relationship Between Lease Holders and the 1. At those camps where portions of the camp property are leased (i.e., cottage owners at 2. It is the camp director’s responsibility to regularly communicate appropriate program decisions to the lease holders. C. Relationship Between BCC and State of The West Michigan Conference BCC policies and practices shall be in accord with State regulations. It is the choice of the BCC to exceed the minimum standards called for by the State/ (Example: Minimum age levels for counselors). D. Relationship Between WMBCC and Sponsoring Agencies Each sponsoring agency shall be responsible for planning its own camping enterprises. 1. Evaluation of needs of “camps,” number of “camps,” and types of “camps,” etc. 2. The sponsoring agency shall recruit the dean for each camp in consultation with the appropriate age-level councils and coordinators, and have firm faith and knowledge of the dean. The camp dean shall be accountable to the sponsoring agency and the BCC (See section III.A). 3. Each district camp is self-supporting and must balance its budget. If not, the sponsoring agency is responsible. 4. Camping enterprises shall be under the jurisdiction of either a district camp director or the specialty camp director. E. Procedures Regarding Local Camps Local F. Local Site Committee Job Description (Also refer to section V:L Directors Relations to Local Site Committee, VIII:B Planning and Forecasting, Section VIII:H Capital Improvement Procedures, and Section, IX:E-2 Gifts and Donations,) 1. The principal function of the local site committee shall be to work in cooperation with the camp director in an advisory, co-worker supportive role. 2. Duties of the local site committee in consultation with the camp director include and are not limited to the following, a. Marketing and public relations. b. Identifying program needs. c. Consult with camp director on annual budget development and monitoring. d. Recruiting of work camp groups. e. Expenditure of gift account. (See IX: E.2. Gift Account Expenditures). f. Camp development consistent with BCC master plan. g. Where applicable, assure clear and good communication with the cottage owners. 3. Membership, a. Chairperson (Selected by the b. Members at large selected by the Site Chairperson and VII. CHILD SAFETY AND CAMPER BEHAVIOR A. Swimming Policies 1. General Policies, a. Rules and procedures shall be in compliance with local, county and State regulations Rules shall be posted in the swimming areas. b. The camp dean and camp director shall determine swim periods, taking the age of the campers into consideration. c. For other than family camps, the Aquatic Supervisor, (With qualifications required by the State) shall: 1) Determine whether water and weather conditions make swimming unsafe. 2) Be responsible for governing the use of any swimming equipment (fins, masks, balls, etc.). 3) Be responsible for enforcement of safety rules and procedures governing the aquatic activity. d. The aquatic supervisor shall be accountable to the camp director. 2. Rules governing usage of the pool or lake areas by cottages, a. Swimming is available only when it does not conflict with the camp program, and the usage must be during the normal posted hours of operation of the pool or lake area. b. Individuals using the pool or lake area shall comply with the posted rules. c. Minors shall not use the pool or lake area without adult supervision. 3. Rules for Family Camp, a. The camp director shall determine if water and weather conditions make swimming unsafe. b. Minors shall not use the pool or lake area without adult supervision. B. Boat, Canoe, and Sailboat Policy 1. The Aquatic Supervisor (With qualifications required by the State) shall be responsible for the enforcement of all safety rules and procedures governing the aquatic activity and be in attendance during the aquatic activity. 2. The Aquatic Supervisor shall make sure that all rules and procedures set forth in Public Act 116 of 1973, as amended, and all rules promulgated there under are enforced. 3. There shall be no sail boating in Elementary Camp. C. Smoking – Alcohol – Drugs – Fireworks 1. We do not condone the breaking of State and local laws regarding alcohol, tobacco, drugs, fireworks, etc., and we believe all persons must work toward enforcement and compliance of those laws. 2. The use of alcohol, drugs and fireworks shall be prohibited. 3. Use of tobacco shall be prohibited. 4. Possession or use of narcotics, a. Before search and/or seizure take place, the camp dean is encouraged to: 1) Be certain the drug in question can be identified. 2) Do not try to make the decision alone in these matters, but seek counsel from Camp director. 3) Do not search anyone’s possessions without strong evidence that the drugs in question are in possession of the suspected person. 4) All searching must be done in the presence of the camper and two (2) other parties. b. If it is possible to determine who is responsible for bringing narcotics to camp, for using narcotics at camp, or distributing narcotics at camp, the following procedure shall be followed: 1) If a camper, a) The parents or legal guardian of the camper shall be summoned to remove the offender from camp at once. b) If possible, the offender should be removed from his/her cabin and placed in other quarters until he/she is taken from the campground. 2) If a volunteer staff person or employed staff person, a) The appropriate legal authorities shall be contacted. b) The person shall be asked to leave the campground. 5. In this, as in other matters, camp directors are not responsible for the conduct of programs or of the campers, a. If the camp director or employed staff hears or finds evidence of use or presence of illegal drugs, the camp director shall report the facts to the camp dean for the camp dean to handle. b. All matters shall then be handled by the camp dean. c. If the camp director determines that the camp dean is not responding appropriately, the camp director shall contact the district superintendent or the ministry consultant assigned to camp ministries. 6. Any action taken under these guidelines shall be reported to the appropriate district superintendent. 7. The same guidelines shall apply for any non-United Methodist groups using our conference camp facilities. D. Release Forms The camp dean shall obtain the signature of the parent or authorized adult who removes a camper from the campgrounds. E. Anti-Social Activities 1. Each camp dean shall determine what to consider anti-social behavior or activity. 2. The establishment of a strong counselor relationship with the offender is encouraged maintaining confidential information and communication. 3. Those campers or volunteer camp staff responsible for the anti-social activity shall be disciplined by the camp dean and may be removed from the camp or placed on a form or probation. If a camper is removed from the camp, the parents, or legal guardian of the camper shall be summoned to remove that camper from the campgrounds immediately. If employed staff is responsible or involved in the activity, the camp director shall implement appropriate disciplinary measures. F. Policy on Pets 1. Small pets kept on a leash (no longer than ten (10) feet in length) at all times may be allowed in family camps at the discretion of the camp director. 2. Owners shall clean up after their pets at all times. 3. Pets are prohibited in the swimming and beach areas. 4. Pets shall not be allowed at children or youth camps. VIII. PROPERTY AND EQUIPMENT MANAGEMENT, CAPITAL IMPROVEMENTS A. Adequate and Timely Maintenance of all property and equipment is vital to its continued use and availability for supporting the camping program. 1. All major mechanical equipment shall be inspected regularly and maintained properly. Maintenance contracts may be considered on some equipment if cost effective. 2. Records indicating purchase date, cost, and warranty information shall be maintained for all major mechanical equipment and buildings. 3. A maintenance record showing the date, cost and type of maintenance should be kept on all equipment and buildings. B. Planning and Forecasting Needs by the Local Site Committee and the camp director. 1. The continued useful life of operating equipment and buildings shall be estimated annually. 2. Project preventative maintenance on equipment and buildings. C. All Property and Liability Insurance is to be administered through the Conference Treasurer’s office. (See also Section VIII – G). 1. All buildings and contents are currently covered on an “All Risk” basis with a $500 deductible applied to each building. 2. An INSURANCE DEDUCTIBLE RESERVE account has been established by the BCC to provide some limited recovery of the deductible in connection with a loss. A request for reimbursement should be made by the camp director to the BCC’s property committee. 3. Inquiries regarding insurance matters, the reporting of losses and workers compensation injuries shall be made to the Conference Treasurer’s Office. 4. All camp employees shall be covered under the conference workers compensation policy through the conference payroll system. 5. All work related injuries shall be reported immediately to the Treasurer’s office. 6. No workers compensation insurance coverage is provided for volunteers on work camps or for camp leaders. Clergy campers or leaders are expected to have coverage through their local church policy. D. Procedures Concerning Property Damage The camp director shall bill the group responsible for damages. Failure to pay could/may forfeiture of future camp use by that group. E. Naming of The BCC shall make the final decision whether a camp building will be named. Suggestions, with their rationale, will first be submitted to the BCC by the Local Camp Committee. F. Capital Expenditures Approval The BCC will approve capital expenditures for each camp from conference funds by use of a Replacement and Capital Improvement account. This account will indicate the approved projects and the amount allocated to them. G. Capital Improvement Procedures Construction or renovation of structures on camp properties shall be accomplished by the following steps: 1. Local Site Committee develops rational for the project. 2. Local Site Committee develops working drawings. 3. Local Site Committee develops a clear overall placement of the building. 4. Local Site Committee develops a clear and concise cost estimate. 5. Local Site Committee develops a suggestion for financing. 6. Local Site Committee Chairperson presents drawings, placement, maximum cost estimate and method of financing to the BCC’s Properties Committee for approval. 7. If approval is given, the Local Camp Committee Chairperson presents the total plan to the Executive Committee for approval. 8. If approval is given, the Executive Committee presents the total plan to the BCC for approval. 9. If approval is given, the drawings and proposed building site shall be submitted to the Michigan Department of Social Service and the State Fire Marshal for their approvals. 10. If approvals are given, the plan shall be implemented according to the current Rules of Order of the West Michigan Annual Conference. IX. FINANCE AND FISCAL POLICIES A. Relationship of Camps to the Conference Treasurer’s Office All camps shall use the Central Treasury. B. Budget Development 1. The camp director in consultation with the local site committee is responsible for developing the proposed operating budget of each camp, except for the camp director’s salary. The camp director shall work closely with the committee in the budgeting and planning process as required by the BCC. The format used will be in accordance with the Chart of Accounts established for the camp operation. The deadline for reporting the budget to the BCC shall be determined by the BCC. 2. The camp director shall maintain and provide adequate financial records from current and preceding years to assist in the process including statistical information required for the establishing of camp fees. C. Establishment and Revision of 1. Rates for use of campsites are to be established by the BCC upon recommendation of the camp director and ministry consultant. 2. They shall be reviewed and revised annually. 3. Any agency desiring to provide transportation to a specific camp may add that cost to the camper fee if the camper chooses to use the transportation. 4. Off-Site Camps: district camp coordinators and appropriate camp deans shall be authorized to set off-site camp rates. 5. Rates for non-United Methodist groups may differ from United Methodist groups. As camp and retreat rates are revised, non-United Methodist group rates may change proportionately to United Methodist rates. D. Financial Procedures 1. Receipts from use of camp facilities, a. Issue a Paid Receipt – All payments received should be acknowledged by use of a form which is a combined registration form and cash receipts voucher. This from also provides data for the accumulation of statistics on the number of campers and meals served. One copy is given to the user group, one copy goes with the deposit voucher to the Treasurer’s Office and one copy is kept at the camp. b. Payments by Check – User groups are encouraged to pay for use of facilities by check rather than cash. Checks shall be made payable to “West Michigan Conference Treasurer” and sent with a deposit voucher to the Treasurer’s Office. Checks should NOTbe deposited in the local camp checking account. c. Payments by Cash – Payments received in cash should be deposited in the camp checking account and a check written payable to the “West Michigan Conference Treasurer” in the amount of the payment(s) with a notation on the check and the check stub stating the payer and the purpose of payment(s). d. Payments by Voucher – Payments made by use of a disbursement voucher from a Conference or District organization shall be received by the camp director and sent to the Treasurer’s Office with an appropriate deposit voucher. The disbursement voucher is made payable to the proper camp and the deposit voucher should indicate the proper income account into which it is to be deposited. e. Refunds – Refunds of receipts will be charged against the same income account number by suing a disbursement voucher. f. Responsibility for Payments – The Prime responsibility for receipt of payments for all camp usage rests with the camp director. A record system should be developed to keep track of payments and any unpaid balances. g. Advance Deposits: 1) For current year usage – These advance deposit payments should be treated in the same way as a regular payment and deposited in the appropriate income account. 2) For next calendar year usage – Payments for an activity to be held in the next calendar year should be placed in the Yearly Advance Deposit Account. The amount accumulated in the Yearly Advance Deposit should be transferred by voucher to the current income accounts at the beginning of he year. h. Store Sales Receipts – Store sales receipts should be recorded in a journal on a daily basis. Checks received for store sales should be made payable to the “West Michigan Conference Treasurer” and sent to the Treasurer’s Office with a deposit voucher. Cash receipts for store sales should be deposited in the camp checking account at least once a week and a check written to the “West Michigan Conference Treasurer” for deposit on a monthly basis. Purchases for store supplies or any other goods or services SHALL NOT BE MADE FROM CASH RECEIPTS. i. Expense Reimbursement – Reimbursement by check or cash for telephone and/or other expenses by cam users shall be recorded and properly deposited through the camp checking account or directly to the Treasurer’s Office. This type of reimbursement may be deposited directly into a disbursement account line item rather than into an income account. 2. Revolving Fund Account: a. Each camp director will be provided an amount up to $500 to be used as a “petty cash” account to purchase items which cannot be arranged for on regular 30-day terms of credit. b. The Revolving Fund dollars will be placed in a checking account in a local bank with the account in the name of the Camp and the authorized signature being that of the camp director and/or Committee Chairperson. c. The disbursements from the Revolving Fund shall not be used for regular purchases from a vendor except where credit arrangements cannot be made. The Conference Treasurer will assist in making credit arrangements with local vendors. d. Disbursements from the Revolving Fund will be reimbursed by use of a camp disbursement voucher accompanied by paid invoices or cash slips. e. The Revolving Fund account shall not be used for paying wages of employees. f. The camp checking account shall be reconciled MONTHLY on receipt of the bank statement. g. The bank statements and the cancelled checks shall be filed and submitted to the Treasurer’s Office for annual audit upon request. 3. Disbursements, a. All disbursements for camp operation will be made by use of a camp disbursement voucher signed by the camp director or a person authorized by the Local Site Committee. b. The disbursements will be charged to accounts as determined by the budget item guidelines and the Chart of Accounts. c. Disbursements from the Replacement and Improvements account in the BCC’s budget shall be by voucher with an authorized signature after approval of the Properties Committee. d. Documentation – All disbursement vouchers submitted to the Treasurer’s Office for payment of goods pr services shall have the original invoices attached to them. If a copy of the invoice is not available, and if it is necessary for the camp director’s records, a note with the voucher will advise the Treasurer’s Office to return an invoice copy with the voucher copy which is returned to the camp director. e. Timely Payments – All invoices ready for payment shall be submitted with an appropriate voucher so that payment can be made from the Treasurer’s Office will within the normal 30-day period from the date the invoice was received. Any discounts allowed form prompt payment should be noted and taken. f. Acknowledgment of Payments shall be provided to the payee. g. Credit Arrangements – When possible, credit arrangements shall be made with vendors to allow for payment from the Treasurer’s Office by use of a camp disbursement voucher. Minor purchases, pr purchases for which credit arrangements cannot be made, can be paid for by use of the local camp checking account. Reimbursement to the checking account from the Treasurer’s Office shall be made through the use of a camp disbursement voucher. 4. Unexpected Expenses, When unexpected expenses occur after the long-range budget has been approved, the BCC will be responsible for covering such unanticipated expense upon recommendation of the Fiscal Agent. Items related to property or equipment may be authorized by the chairperson of the Properties Committee. In emergency situations, the BCC chairperson shall have authority to make such decisions, done in consultation with at least two (2) of the following: the Ministry Consultant to the BCC, Conference Treasurer, BCC Vice-chairperson or Fiscal Agent. 5. Reports, Monthly Budget Status Reports will be sent from the Conference Treasurer’s Office for each camp to the appropriate camp director and Local Site Committee Chairperson. Copies of the budget status report for the BCC accounts and all five (5) camps will be sent to the BCC chairperson, the fiscal agent and ministry consultant with camp ministry responsibilities. 6. Record Keeping, a. Each camp director shall keep financial records which will include a detailed record of receipts and disbursements for the camp operation. A simple columnar ledger providing for a listing of receipts and disbursements in accordance with the Chart of Accounts will provide useful information for budget development and also provide a means of verifying the information on the monthly Budget Status Report. b. The local c. The camp director shall keep a record of the number of persons who attend each registered camp activity for whom a camping fee is charged. A separate record should be maintained for those for whom only a meal (s) fee is charged. This information will be used for the annual report of the total activity of the camp which includes the total number of camper days of use and for adjusting fees in the user day system. d. A file shall be maintained to keep record of the purchase and maintenance of all major equipment. Other historical information which would be useful in the normal operation of the camp property shall be maintained on file. e. A uniform record system is recommended for all camps. However, each camp director will determine the amount and format of other information which may be advisable to keep in a year-to-year system. 7. Payroll Reports and Records, a. A Payroll Report Form shall be completed for each employee for each two(2)-week pay period showing the total hours worked and the rate per hour or the total amount of pay which was established. b. Payroll information for each new employee shall be provided by the camp director with the first Payroll Report Form. This will include a signed W-4 Employees Withholding Allowance Certificate for both State and Federal Income Tax. c. The normal payroll period covers two (2) weeks ending on a Friday. The Payroll Report Form needs to be in the Treasurer’s Office on the following Monday morning and the checks are then placed in the mail on the next day (Tuesday) at noon. All salaries and wages shall be processed through the conference payroll system to insure the proper handling of tax withholding and to provide for Workers Compensation Insurance for all employees. d. Each employee included in the regular Payroll Report Form is automatically covered by Workers Compensation Insurance. Any person paid for services by a regular disbursement voucher or from the revolving fund account must be self-employed and WOULD NOT be covered by this insurance. Any claim for injury to an employee while on the job shall be called I to the conference treasurer and a written claim filed within seven (7) days of the injury. e. All persons employed at any of the conference camps shall be paid from the appropriate payroll of such camp. f. Authorization for the payment of salary to the camp director shall be made prior to the beginning of each year by the BCC and/or the ministry consultant with camp ministry responsibilities. This shall include the schedule showing variations in the amount of payments for different times of the year, if necessary and the benefits which are provided or offered and deductions required. The pay periods are semi-monthly for salaried employees. g. Authorization for all other camp-site employees shall be made by the camp director annually, or as they are employed. Completion of proper forms to provide required payroll information will be done at the time or employment and sent to the Treasurer’s Office. The pay period for all hourly employees is bi-weekly and the hours and rate of pay shall be provided on the proper forms and sent to the Treasurer’s Office by the required deadline. Pay checks will be sent to the camp director of directly to the employee upon request. E. Gifts and Donations 1. Gifts or donations made by individuals or groups shall be recorded and deposited in the same manner as regular income. Gifts or donations given for current needs of a camp and which will be disbursed during the current calendar year may be recorded in the “Other Income” account in the regular operating budget. The disbursement is them recorded in the appropriate account of the operating budget. 2. Gifts or donations for a specific Capital Improvement or the purchase of a specific item of equipment may be deposited in the Capital Fund account of the individual camp for use at a later date. The Local Camp Committee shall keep a record of such gifts and acknowledge their receipt by an appropriate letter to the donor(s). A Capital Fund and Gift Account shall be maintained for each camp by the Treasurer’s Office to receive all gifts for capital improvements. The Site Committee shall approve all expenditures form theses accounts. 3. Money may be given to specific camps and applied to projects of that camp, approved by the BCC. 4. The acceptance of all gifts to all local camps is subject to approval of BCC, undesignated money gifts excluded. F. Endowment Fund 1. The Camp Endowment Fund shall be managed by the West Michigan Conference United Methodist Foundation. a. Endowment funds shall be invested with the dual goal of current income and long term capital appreciation. b. Interest and dividends shall be distributable income. Increases in market valuation, whether realized or unrealized shall be considered principle. c. Contributions to the endowment shall be accepted at any time. Contributions shall become part of the underlying principal of the fund and may not be withdrawn or distributed. 2. Camp Endowment Fund income shall be distributed to cover maintenance, improvements, and repairs of the five (5) currently owned campsites: Albright, 3. Lake Louise Christian Community may apply annually to receive endowment fund income. 4. Endowment Fund income distributions shall be recommended by the Properties Committee and approved by the BCC. G. Camper Accident and Illness Insurance 1. Each individual is responsible for her/his own primary health insurance. 2. All camp guests are provided secondary insurance coverage only. 3. Claim forms for the treatment of any accident shall be filed by the camp dean or director. 4. Clergy and other employed staff are not eligible for this camper insurance coverage. H. Property and Liability Insurance (See also section VIII C) 1. All camp properties are covered by a general insurance policy administered by the Conference Treasurer’s Office. The Local Camp Committee should periodically review the values listed for the buildings and contents of their camps. 2. Camp-owned vehicles are covered under a fleet policy. Coverage includes Comprehensive Liability, Uninsured Motorists, and Physical Damage (collision). 3. The camp director shall report property damage or vehicle accidents immediately to the conference treasurer’s office. X. BOARD OF CHRISTIAN CAMPING APPROVED PROCEDURES A. Camper Transfers and Cancellations When a camper transfers out of a camp within two (2) weeks of that camp’s beginning date or cancels registration entirely, the Camper will forfeit her/his registration deposit. Exceptions may be considered at the discretion of the camp dean in special cases such as a camper illness or a family death. B. Payment of Camper Fees and Letters of Notification by the Conference Office 1. Full payment of camp fees is due May 15th.The 2. May 2nd a letter will be sent to parents/guardian to remind them of the balance due. No later than ten (10) days later a follow up letter will be sent to the parents/guardian and the local church or sponsoring agency. 3. In the absence of a response, the reservation will be dropped. 4. Dean financial reports provided in May shall include balances due from campers. C. 1. Camp capacity for each individual summer camp is determined by the camp dean as negotiated with the camp director. 2. The camp deans shall notify by October 1st of the previous year the 3. As camp totals for a given camp reach its ratio capacity of girls and boys, the 4. The camp registrar shall accommodate the second and third choice of campers as possible within this policy (Approved April 17, 2004, edited by Conference Staff March 2005). 5. D. 1. Each camp site shall provide a brochure listing resources available on site and off site in the community (Approved November 13, 2004). 2. Each camp director shall host multiple groups simultaneously on site as often as possible. Local camp site policies and procedure with a statement of fees, facilities available and service projects needed at each camp shall be provided as appropriate to potential guest groups. At the discretion of the camp director, the service project might serve in lieu of at least a portion of the fees. Providing this information shall be the responsibility of the camp director (Approved August 18, 2004, edited by conference staff March 2005). 3. The camp directors are expected to have an active Site Committee (Approved by the Executive Committee October 10, 2004). 4. Every camp conference wide, will offer pre-registration at the end of each camp session (Approved April 2005). E. The Camp Promotion Sunday Offering for Capital Improvements will be held during the month of March (Approved September 25, 0224). F. Approved The G. Health and Dean’s Manuals All Deans are encouraged to review the Health and Dean’s Manuals and to send suggestions to the BCC through the H. Board of Christian Camping (BCC) Minutes Copies of the BCC minutes will be mailed to the I. Sending Acknowledgements for Donations The BCC requests that the Conference Treasurer’s Office notify the camp director of any and all contributions fro individuals or other agencies. Acknowledgments should be sent to the donors by the Conference Staff (Executive Board Approved October 20, 2004). J. TB Test