WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 APPROVED/G. SCHNEIDER/CAP/LG Activity Management MANAGEMENT AND USE OF CAMP ROBERT L BOUCHER This Operating Instruction documents the management (both operational and financial) for Camp Robert L. Boucher (CRLB). CRLB is a facility leased and operated by Washington Wing. As such, the Wing Commander has total authority over the use of the facility. This facility may be used by any authorized Washington Wing Activity such as SAREX, ESTA, Professional Development, etc. The Wing Commander has a designated Facility Manager as the on-site individual having direct responsibility for the maintenance and construction activities for the facility. All activities using Camp Boucher are considered tenants of the building having the responsibilities normally ascribed to tenants. The Commander of Columbia Basin Composite Squadron and any properly appointed Activity Director will be considered an agent for the purpose of the Operating Instruction. SUMMARY OF CHANGES This change revises the composition of the Camp Robert L. Boucher Facility Executive Board as well as making several minor editorial changes. Note: Shaded areas identify new or revised material. BACKGROUND Camp Boucher was established in 1971 as the East Side Training Area (ESTA). The building was leased from the Port of Ephrata and was approximately one-half (½) the size it is today. The current building was constructed by CAP volunteers with donations from CAP members and other community resources. The major driving force behind this activity was Lt. Colonel Robert L. Boucher. The building also served as the meeting headquarters for the Ephrata Composite Squadron. The Ephrata Composite Squadron was deactivated over 15 years ago and the building was then primarily used for ESTA (now known as the Emergency Services Training Academy) and the Washington Wing Flight Encampment, now known as the Desert Eagle Flight Academy (DEFA). When the Port of Moses Lake demolished the old terminal building at the Grant County International Airport, the Moses Lake Composite Squadron (MLCS) which had been meeting in the old terminal, the Port Authority informed them there would not be room in the new building. At that time the unit moved to Camp Robert L. Boucher. Most of the cadets of MLCS at the time were from Ephrata, Soap Lake and Quincy so it was logical to move closer to them. The MLCS has now become the Columbia Basin Composite Squadron (CBCS). DEFINITIONS a. Activity Director (AD) Individual designated by the Washington Wing Commander as being the Director of the Activity for the CAP activity that is to take place at Camp Boucher. If the activity is not a CAP activity, then it is the person entrusted and legally designated by the organization using the facility as the person in control and leading the activity. b. Barracks (SF) The barracks are the sleeping facilities (Rooms 300, 301, 302, 304, 306, 308, 309, and 311) located adjacent to the DFAC. Unless being used by the activity, the SF is off limits to all personnel. There are SF rules posted in the CRLB Facility. Individuals using the SF will adhere to the rules. c. Camp Robert L Boucher Facility Executive Board. The Camp Robert L Boucher Facility Executive Board is a wing appointed board charged with the responsibility and goal of ensuring the Replaces WAWG OI 15-07 dated 04 Mar 16 OPR: CC Distribution: Wing Website, Each WAWG Unit Pages: 7
2 WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 sustainably of the facilities value and achieving the Washington and CAP objectives. The Board will monitor the maintenance, usage of structures and the area in the immediate vicinity of Camp Robert L Boucher; formulate and monitor the long range maintenance and improvement needs and schedule; and report to and make recommendations to the Washington Wing Commander. d. Camp Robert L. Boucher (CRLB) The wing training facility located at Ephrata Washington airport. e. Columbia Basin Composite Squadron (CBCS) The current CAP unit based at CRLB. f. Desert Eagle Flight Academy (DEFA) An annual training activity conducted at CRLB. Cadets receive instruction in both powered and glider flight. g. Dining Facility (DFAC) The dining facility encompasses the mess area, food preparation area, pantry, mechanical room and scullery (Rooms 206, 303, 305, 307, and 311). h. Emergency Services Training Academy (ESTA) Previous known as East Side Training Activity. The primary mission of ESTA is planned, structured, and innovative "success-based" instruction in the fundamental and operational components of the Civil Air Patrol Emergency Services Program, leading to the consistently outstanding readiness of Washington Wing s mission-related assets. i. Facility Manager (FM) Officer designated by the Washington Wing Commander as being the individual responsible for operation and scheduling the use of CRLB. The FM will also be responsible for scheduling and completing capital improvements of the facility. No maintenance (other than minor maintenance as would normally be performed by a tenant), capital improvements, or additions/deletions of any kind will occur without the concurrence of the Facility Manager, including hanging of pictures, posters, white boards, permanent furniture rearrangement etc. j. Facility Maintenance Officer (FMO) an individual designated by the Facility Manager to coordinate the performance of all facility maintenance. The FMO is authorized to perform (if qualified) or coordinate contract maintenance of non-minor maintenance on various aspects of CRLB by qualified individuals i.e., electrician, HVAC Technician etc. k. Facility Utilization Scheduler (FUS) Individual designated by the FM as having the responsibility and authority for scheduling activities at CRLB. l. Maintenance, Electrical and Phone Room (MEPR) the MEPR (Room 203) is only to be accessed by qualified personnel as designated by the FM, FUS and/or AD. No Cadets are authorized to be in the MEPR without an Officer unless instructed by the AD or the AD s designated agent. m. Storage Building (SB) the storage building is to be used primarily for storing materials used for capital improvements and maintaining CRLB and equipment that is only occasionally used by an activity. It is also used to store equipment that cannot be used by CAP and is being liquidated. CRLB GOVERNANCE: A. The Camp Robert L Boucher Facility Executive Board is a wing appointed board charged with the responsibility and goal of ensuring the sustainably of the facilities value and achieving the Washington and CAP objectives; defines the long-term goals and the strategies for the management, maintenance, and upgrades to the facility. It coordinates and monitors the most important maintenance and upgrades to the facility, and makes recommendations to the Washington Wing Commander concerning the allocations resources for the facility in conjunction with Washington Finance Committee which acts as the activity financial steering body. 1. The members of this board will be selected and appointed by the Washington Wing Commander.
WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 3 a. The board will consist of the board chairman (selected by the Washington Wing Commander) who will be a voting member of the board and no more than five other voting members. b. The five members of the board in addition to the Chairman, will be selected from the incumbents of the following positions: (1) The Facility Manager for Camp Robert L. Boucher; (2) Vice Wing Commander East; (3) Emergency Services Training Academy Director; (4) Desert Eagle Flight Academy Director; (5) Commander, Columbia Basin Composite Squadron. c. In the event that one of the members listed in 1b above is appointed as the Chairman, a Member at Large, selected by the Wing Commander, may be appointed to complete the board. d. A non-voting board recorder may be selected by the board chairman. 2. The Board Chairman bears particular responsibility for ensuring that all wing and corporate policies are accomplished and for leading and coordinating the board s work. He/she is responsible for: a. Representing the Wing and the facility in dealings with third parties and the facility manager and staff on matters relating to more than one part of the facility. b. The allocation of functions among the members of the Board by the development and publication of a written schedule of areas assigned to the members. 3. The members of the Board bear joint responsibility for managing the facility as a whole. The individual members manage the areas assigned to them by the Chairman on their own responsibility within the framework of the decisions made by the entire Board. The allocation of functions among the members of the Board as defined in a written schedule developed by the Chairman. a. The Board shall meet regularly but no less than semi-annually or as directed by the wing commander. b. Meetings of the Board are convened by the Chairman and may be accomplished by teleconference. Any member of the Board may also request that a meeting be convened. The Board makes decisions on recommendations by a simple majority of the voting members. 4. Board Documentation: a. Minutes of the Board meetings must be kept. A non-voting board recorder may be selected by the Board Chairman. The minutes must be approved by at least the Board Chairman and one other member of the board. The Board Chairman will file the approved meeting minutes the Wing Administrator for retention. b. Coordination between the Board and the Wing Finance Committee will be documented and retained by the Wing, Finance Committee. The documentation may be in the form of e-mails or formal memorandum (see CAPP 1-2 for the correct format). c. Recommendations will be transmitted to the Wing Commander in the form of formal memorandum (see CAPP 1-2 for the correct format).
4 WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 SAFETY B. The day-to-day governance and management of CRLB will be performed by the Facility Manager who will be appointed by the Wing Commander. The Facility Manager will have a staff composed of: a. A Finance Officer to assist Wing Director of Finance (WAWG/FM) in the financial affairs of CRLB. The CRLB FM will coordinate with the Activity Finance Officers to establish rates and fees for use of the facilities. b. A Facility Maintenance Officer (FMO) designated by the Facility Manager to coordinate the performance of all facility maintenance. c. Other individuals as required to help with maintenance and DFAC Operations. All CRLB users are to adhere to generally recognized safe practices while using and while on the CRLB facility. All activities shall have a Risk Management (RM) evaluation performed and the safety requirements/controls resulting from the RM shall be enforced. EQUIPMENT All equipment located in the various rooms at CRLB shall remain at CRLB and not be removed for any reason until the proper accounting process has been applied following Civil Air Patrol procedures. Each Activity will maintain a list of the personnel authorized to use the equipment. Serious safety incidents have occurred in the past with untrained personnel using the equipment. USE OF SPECIFIC AREA Commander s Office The Commander s Office is under the jurisdiction of the CBCS Commander and/or Director of the Activity occurring at the building. Such jurisdiction ends when the activity ends. For example, during the DEFA, the Commander s Office belongs to the DEFA Director. During the CBCS meeting night, the Commander s Office belongs to the CBCS Commander. During ESTA, the Commander s Office belongs to the ESTA Director. Dining Facility This can be scheduled separately from the building. Personnel using the equipment (stove, dishwasher, washer and dryer, etc.) must provide suitable evidence that they are qualified to do so to the FUS. The Facility Manager will establish the qualifications necessary for DFAC use. SUPPLIES: The following consumable supplies will be provided by CRLB: Restrooms/Shower areas: Hand soap; Toilet paper; Paper towels. Kitchen/Scullery: Dish soap; Hand soap; Paper towels; Laundry soap; Propane (for oven); Garbage bags; Plastic gloves for food preparation staff; Matches.
WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 5 Administrative Area: Copy paper; Printer ink; Pencils; (for use by the administrative staff for the activity) Pens; (for use by the administrative staff for the activity) Permanent markers (for use by the administrative staff for the activity) Classrooms: (The following items will be checked out from the Administrative Area and returned at the conclusion of the activity Erasable board markers; Erasers; Cleaning equipment SCHEDULING CRLB FACILITIES: All activities will schedule the CRLB facility through the FUS. If the activity needs the DFAC and SF in addition to the rest of the facility, their use needs to be scheduled also. There is a hierarchy in scheduling priority: First and foremost are Emergency SAR and DR missions to protect property, conduct search and rescue activities and support to other agencies involved in the same activities. These are the only activities that can supersede all other activities scheduled for CRLB facilities. The other recurring activities at CRLB have priority during their usual scheduled time. CBCS uses the facility on Thursday evening from 5 p.m. 10 p.m. ESTA uses the facility on the third full weekend of the month from September through June. DEFA uses the facility generally the last week of July through the first week of August but has priority anytime in July and August. Other activities should normally not be scheduled during this time. If scheduling another activity at the same time as the CBCS, ESTA or DEFA, those desiring to do so must get agreement from the CBCS or the Activity Director for ESTA or DEFA that there will be no interference with the normally scheduled activity. Only one activity will use the DFAC at a time. If use of the DFAC and SF are desired by the additionally scheduled AD, this AD will coordinate with the Activity Director of ESTA or DEFA to provide meals and coordinate SF use. As ESTA or DEFA will be the only ones allowed to operate the DFAC and SF at this time, the additionally scheduled activity will need to add the cost of the meals to the fees paid by their members and reimburse the DFAC activity. See the Finance section for budgeting process for use of the DFAC and/or SF. FINANCE: CRLB must be on a sound financial basis and should be primarily self-funding. In other words, all expenses should be paid for by the receipts taken in from the users of the facility. Major maintenance items or upgrades can be reviewed by the Wing Finance Committee to determine if there are funds available if CRLB funds are not sufficient to cover these expenditures. The Facility Manager will review the current fiscal year s expenditures and establish user fees for the upcoming fiscal year. CBCS will pay a monthly fee/rent for use of the building. They are to leave the building with waste baskets emptied, rooms in the order per the pictures of the facility, etc. They will also follow all of the other requirements that any activity does. For activities other than CBCS, there will be a use fee, charged on a per person per day basis, for using any part of CRLB, DFAC and SF. Currently the fees are:
6 WAWG OPERATING INSTRUCTION 15-07 5 JANUARY 2017 o Commander s Office --. Classrooms, Restrooms/Shower, Administrative Area... $8.00/person/day o DFAC (Kitchen/Scullery)... $3.00/person/day NOTE: Cost of food to be borne by the activity in addition to this fee) o Billeting... $1.00/person/night The fees will be charged for the entire duration of the activity without any prorating. These fees will be reviewed and approved by the Wing Finance Committee. The fee schedule will be published no later than 15 September of the current fiscal year and updated as necessary. Each activity will collect their funds, which will include all CRLB fees, and forward them to Wing as well as any receipts for reimbursement in accordance with WAWG Finance procedures. The CRLB fees will be transferred into the CRLB account by Wing and Wing will pay CRLB s expenditures out this account. Any additionally scheduled activity that plans to use the DFAC or SF will add those fees and the meal fees determined by the primary activity to their registration fees as well as the per person/day fee if they are using part of the rest of facility. Wing will then transfer the daily use fee to the CRLB account and the meal fees to the activity account. DOCUMENTATION: The facility has check sheets and photographs of each room in the facility which note what is to be checked before and after facility use, what equipment is located in each room and where all equipment is located in each room. Each room is to be left exactly, meaning everything is to be in the room and the precise location, as it was when the activity started. PROCEDURE Prior to the start of any scheduled activity: The FUS and the AD (including any additionally scheduled ADs) will perform a walk-through of the facility noting any safety, maintenance, equipment placement discrepancies and general condition of the facility. The AD(s) will be briefed as to the access to equipment manuals, initializing use of the facility, shutting down the facility, location of safety equipment, housekeeping equipment etc. Any discrepancies to the facility are to be noted on the check sheets and initialed by both the FUS and AD(s). The original check sheets will be retained by the FUS with a copy of the check sheets going to the AD(s). The primary AD is accountable and responsible to ensure, at a minimum, the facility is returned to the condition found at the start of the activity. The FUS will release the facility to the primary AD who then accepts accountability and responsibility for the facility by signing the appropriate forms. At the end of the activity, the FUS and the AD(s) will perform a walk-through of the facility noting any differences between the condition of the facility at the start of the activity and the condition of the facility the end of the activity. The FUS will accept accountability and responsibility for the facility when the facility is in condition to be used by another activity. James P. Furlong, Colonel, CAP Washington Wing Commander
WAWG OPERATING INSTRUCTION 15-07 ATTACHMENT 1 5 JANUARY 2017 7 Attachment 1 COMPLIANCE ELEMENTS There are no compliance elements to this publication.