ANNUAL CATHOLIC SCOUT RETREAT XXVI 2018 October 5-7, 2018 Leader s Guide Patron Saint: St. Kateri Tekakwitha Theme: Brave Veterans Memorial Park 13000 Sayre St. Sylmar, CA 91342 CATHOLIC COMMITTEE ON SCOUTING - ARCHDIOCESE OF LOS ANGELES www.ccsala.org
1 3 2 2
Please read this leader s guide carefully, as it contains important program information. Overview of the program: Our Scout Retreat is held at Veteran s Memorial Park in Sylmar. It is a County Park at the base of the foothills. Continental breakfast (Pavilion 1) and lunch on Saturday will be provided. We will offer a pizza dinner for an additional cost of $3.00 per ticket, only 1 ticket per person, see page 5 for details, dinner tickets can only be purchased the morning of the retreat at the table next to registration. If a unit plans to camp either Friday or Saturday night, each unit needs to bring their own camping gear, cooking gear, and food. The camping area is a grassy area with some trees. We will have portable toilets available. As a Scouting event, each unit (Troop, Crew, Pack, or family) is expected to adhere to Boy Scout/Girl Scout/American Heritage Girls guidelines. At the Cub Scout level (grades 1-5), this means every youth must be accompanied by an adult. Each unit is expected to complete registration for the retreat and complete the permission forms in this packet. Friday, October 5 th is an arrival and set-up day. Units may begin arriving at 5 p.m. Registration will be available Friday evening between 5 p.m. and 8 p.m., and on Saturday morning beginning at 7:30 a.m. There is a leader s information meeting Saturday morning at 8 a.m. On Saturday, we will gather at 8:45 a.m. as an entire group. After the flag ceremony, announcements, all attendees will be divided into small groups. Youth will be paired with other youth of the same age, not necessarily from their own unit. Youth are expected to stay with their group for the entire day, with the exception of lunch. Youth in grades K-5 must be picked up by an adult from the designated area. An adult MUST accompany each youth (all day) in grades K-1. It is recommended that an adult accompany youth in grades 2-3, and optional for adults accompany youth in grades 4-5. Any adults not with youth grades K-5 can join the adult patrol and discussion group or choose to rotate as an adult patrol to each station. Please check the ccsala.org website in early September to preview the retreat schedule of activities. All attendees will be offered a snack in the morning and afternoon and ample water stations will be available. Access All vehicles enter Veteran s Memorial Park from Sayre St. and proceed to registration. Then proceed to the drop off passengers and equipment zone (NO PARKING) and return quickly to the parking area. You will be directed to the camping areas. Cubs/Webelos, American Heritage Girls, Girl Scouts, and family groups will use a different camping area from Boy Scout troops. Upon arrival, present your REGISTRATION sheet(s) showing names and scouting status (School grade, Scouter or non-scout) of all members of your unit(s) and have available for inspection your MEDICAL RELEASES. Please utilize the new Boy Scout medical form. At registration, the unit leader will need to turn in one copy of the permission slip for each and every youth to the registrar, keeping one with the unit leader. There is absolutely no driving on the concrete walkways or grass, even to unload! No cars (other than Retreat staff) are permitted on the road beyond the kybos at any time. Please cooperate with Retreat staff as they direct you to the location to camp, unload, and park. Please move your vehicle to the parking lot BEFORE setting up your campsite. For those who camp, there will be no organized activities on Sunday. At the end of the Retreat, all vehicles may again load at the drop off zone (NO PARKING) noted on the map. Have all your equipment ready to load before driving up. Return to headquarters for camp area sign-out by 10:00 am Sunday. All groups should be ready to leave by 10:00 am. REGISTRATION AND PERMISSION SLIP On the attached registration form, please list the name of each person attending, youth and adults. Each youth (Scout or non-scout) must have a permission slip. A copy of the Medical Release and Parent s Permission Slip (two signed forms per youth) is enclosed. You need one for each youth (under 18 years of age) in your unit to be completely filled out and signed by the minor s parent or guardian. There are two copies on a page. One will be turned in at registration and will be kept at 3
headquarters. The other copy must be kept in the unit leader s possession at all times while in route to, present at, and returning from the Retreat. For additional copies, you may reproduce the one enclosed. TOUR PLANS/TROOP TRIP APPLICATIONS This is not a BSA or Council-sponsored event. Insurance coverage (travel, accident, etc.) as in any non-council or non-district sponsored event, is that carried by the Scout family, unit and local Council. PROGRAM NOTES We intentionally do not group Scouts from the same unit together. Therefore it is VERY IMPORTANT for those arriving Saturday morning to be at the registration area by 7:30 a.m. so they may all be formed into Saint Patrols on time. The first activity in the small groups is a game designed for the participants to get to know one another. All Scouts and Scouters are requested to be in uniform. Because Mass, Benediction, and assemblies are scattered throughout the day, class A uniforms are requested for Saturday. Jackets, of course, are optional according to the weather. All youth are expected to participate in the full day of program activities, including Mass and Benediction. There will be a leader meeting at 8 a.m. on Saturday at pavilion 2 just below the registration area. This meeting is for adults, Senior Patrol Leaders, and Retreat Troop Guides. It is very important that representatives from all units attend. We will be reviewing some of the changes in procedures from previous years. (Don t forget to pickup your continental breakfast from pavilion 1 and bring it to the meeting.) All adults, Senior Patrol Leaders, Retreat Troop Guides and all staff members are expected to attend the scheduled functions. No one is to be in the campsite areas during the program time. If a parent needs to pick up a Scout during the program, they are to report to the headquarters/pavilion 1. The unit leader will be located, and the unit leader along with Retreat staff will locate the Scout. They will bring the Scout back to the Headquarters pavilion (main pavilion) for release to the parent. Scouts are expected to attend all activities. Scout leaders, this is not a preparation for Camporee or other activities. Scouts are to remain in their patrols except for lunch and after Mass. All small groups, including adult groups, will cover the information necessary for the Rosary patch. Participants who successfully complete the requirements will be given a signed note that they have completed the requirements. The unit leader should collect these along with the money for the Rosary patches and submit one order form for the unit at the time of checkout. Patches will only be sold on the unit level with the order form and the notes indicating the requirements were completed. MISCELLANEOUS Cubs/Webelos must have one adult per youth per national guidelines (BSA) and all Scout units have a minimum of two (2) deep adult leaders present, on-site, and at the scheduled functions throughout the Retreat. Tiger Cubs and Daisies must be accompanied by an adult throughout the day. Each unit camping overnight will be responsible for policing its own area as well as helping to clean the entire Retreat area and exiting the park by 10:00 am Sunday. You MUST provide your own garbage bags to collect whatever garbage and rubbish you generate and take it home with you. We are NOT allowed to use the park s trash containers. If they are used, we (you) may be charged. No fires whatsoever will be allowed during the Scout Retreat. This includes barbecues, hibachis, candles, etc. No charcoal or wood fires will be allowed. Cooking must be done with propane stove only! Please plan your meals accordingly. Because of the fire danger, there will be no smoking allowed. No alcoholic beverages or non-prescribed controlled drugs will be permitted. No radios, portable TV s, stereos, Walkman s, record players, ipods, etc., or unauthorized musical instruments. 4
This retreat will be held on a camporee style. Each unit camping overnight will provide their own food, tents, cooking equipment, utensils, garbage bags (and removal of garbage) and water containers. Water is available at a limited number of outlets. Do not wash dishes or attend to personal hygiene at the faucets. Take the water back to your campsite. Bring a clean one gallon plastic jug for each six (6) people in your Pack, Troop or Crew. On Saturday, there will be containers of drinking water throughout the program area; each person should bring a water bottle and drink plenty of water. All youth (under 18) must use the kybos (portable toilets) only. This is to ensure compliance with BSA Youth Protection policies regarding bathrooms. Lost and Found location is at headquarters (Pavilion #1). Report all injuries to the First Aid area whether or not the injury is treated by the unit s first aid. If you or your child(ren) need reasonable accommodation at this Retreat, please contact the Retreat chair at 818-298-0048 or Diana.campos@ccsala.org as soon as possible or at a minimum 2 weeks before the Retreat. This includes but is not limited to gluten free hosts. ADDITIONAL ITEMS AVAILABLE - Come prepared. The following patches will be available for purchase: Duty to God National Catholic Committee on Scouting... $1.00 NCCS Rosary Patch... $4.00 Additional Retreat XXII Patches (if available)... $2.00 Vintage Retreat Patches will be available... $2.00 Please check the CCSALA website (www.ccsala.org) prior to leaving for the Retreat for any last-minute changes caused by weather or other conditions. Saturday dinner meal tickets can only be purchased at CHECK-IN (7:30 am-8:00 am). 2 slices of pizza, drink, and a cookie. Options: cheese, pepperoni, supreme. REMINDER: All checks must have a phone number and a TROOP #. 5
CATHOLIC COMMITTEE ON SCOUTING - ARCHDIOCESE OF LOS ANGELES www.ccsala.org Parent's Permission Slip - Required for Youth To be submitted to Unit Leader, and given to small group facilitator I request that my child Grade be permitted to attend the Catholic Committee on Scouting, Archdiocese of Los Angeles (CCSALA) Retreat for Cubs/Webelos/Scouts/Explorers. He/she is in good physical condition. Should any illness or accident occur to him/her on the trip, I will not hold the Boy Scouts of America, Girl Scouts of the USA, the American Heritage Girls, the Catholic Committee on Scouting, Archdiocese of Los Angeles, its officers, leaders, agents or members liable for medical or other expenses incurred in the care of my son. I understand that photographs and videos taken at this event may be published on the CCSALA web site (www.ccsala.org) and used in future promotional event materials, and hereby grant permission for this use of any photo that may include the image of my child. I give permission for him/her to participate in an obstacle course. My child may receive medical attention by a licensed physician. He/she may be admitted to a hospital in case of emergency (Parents will be contacted immediately, if possible). Doctor s Name Dr. Address Dr. Phone Medication my child is currently taking: Parent s Phone Emergency Phone Date Parent/Guardian Signature I request that my child Grade be permitted to attend the Catholic Committee on Scouting, Archdiocese of Los Angeles (CCSALA) Retreat for Cubs/Webelos/Scouts/Explorers. He/she is in good physical condition. Should any illness or accident occur to him/her on the trip, I will not hold the Boy Scouts of America, Girl Scouts of the USA, the American Heritage Girls, the Catholic Committee on Scouting, Archdiocese of Los Angeles, its officers, leaders, agents or members liable for medical or other expenses incurred in the care of my son. I understand that photographs and videos taken at this event may be published on the CCSALA web site (www.ccsala.org) and used in future promotional event materials, and hereby grant permission for this use of any photo that may include the image of my child. I give permission for him/her to participate in an obstacle course. My child may receive medical attention by a licensed physician. He/she may be admitted to a hospital in case of emergency (Parents will be contacted immediately, if possible). Doctor s Name Medication my child is currently taking: Dr. Address Dr. Phone Parent s Phone Emergency Phone Date Parent/Guardian Signature 6
CATHOLIC COMMITTEE ON SCOUTING - ARCHDIOCESE OF LOS ANGELES CATHOLIC SCOUT RETREAT - UNIT REGISTRATION FORM Page of Pack Troop Crew Council Year Select one Unit Number Spell out please 1 2 3 4 5 6 7 8 PARTICPANT S NAME SCOUT YOUTH ADULT (indicate school grade in box) (check box if non-scouter) A. Total number of early-registered participants (adults and children all adults attending must be registered and pay even if they are not staying the night) (Paid & pre-registered postmarked no later than 09/21/18) x $20.00 = $ B. Total number of after-deadline registered participants x $25.00 = $ C. Total number of children under 5 No cost = Make checks payable to: Catholic Committee on Scouting Total $ Mail completed form to: (postmarked by 09/21/18) Mary Ann Moore, Treasurer 277 Sunset Drive Channel Islands, CA 93035-4479 NOTE: If more than one page is needed, sign all pages, but carry total to final page. All checks must have a phone number & TROOP #. I certify that I have in my immediate possession a "Parent's Permission Slip" and Medical Release Form for each minor named above plus a Unit Tour Permit. I and all adults named above hereby release The Catholic Committee on Scouting, the Catholic Archdiocese of Los Angeles, its officers, leaders, agents or members, Boy Scouts of America, Girl Scouts of America, American Heritage Girls, and all municipal agencies whose property and / or personnel are used from responsibility for any injuries or damages we may suffer as a result of our participation in or transportation to/from the Retreat. Unit Leader Position Date Print First & Last Name Address City State ZIP Phone Unit leader Signature [Revision: May 18, 2018] 7