Troop Registration

Adult in Camp Compliance (background check): The state of Texas requires that the council conduct a criminal background check and sex offender database check on every adult who will be at camp. All adults attending winter camp must submit an Adult in Camp Compliance form on or before December 1, 2019, to allow sufficient time for the background checks to be completed. 

Individual Scout Registration

Scouts may attend winter camp even if their troop isn't attending. Scouts have two options:

1. Scouts attending without a parent/guarding must find another troop with which to attend winter camp. The winter camp staff can help Scouts find a troop. The unit hosting the lone Scout will add the Scout to their winter camp registration. The parent/guardian then pays the registration fee to their winter camp troop.
2. Scouts attending with a parent/guardian should register as a unit. On the online registration form, answer yes to the question, “Do you need to be put in a campsite with another troop to meet leadership requirements?”

Adult Staff Registration

Adult staff (ages 18 or older on December 31^st need to register online (steps 1 and 2), and then turn-in the following forms at the winter camp staff meeting or on the first day of camp.

• BSA Annual Health and Medical Record (part A, B, C) signed by a physician on or after 1/1/2019.
• Copy of Youth Protection Training (YPT) certificate taken online at my.scouting.org after 3/1/18.
• Copy of BSA Hazardous Weather Training certificate taken online after 12/31/18. 
  Login to my.scouting.org, click on My Dashboard, then Training Center, then Other. Program Safety - opens a new window, click on Expanded Learning - Program Safety, then Program Safety, then Hazardous Weather Training.

Registration is a two-step process:

Step 1: Staff Application     Step 2: Adult in Camp Compliance Form

Step 2: The state of Texas requires that the council conduct a criminal background check and sex offender database check on every adult who will be at camp. All adults attending winter camp must submit an Adult in Camp Compliance form on or before December 1^st, to allow sufficient time for the background checks to be completed. 

Youth Staff Registration

Youth staff (younger than age 18 on December 31^st) need to complete a staff application, and then submit the following forms to the camp registrar during early check-in date for camp:

• BSA Annual Health and Medical Record (part A, B, C) signed by a physician on or after 1/1/2019.
• Copy of BSA Hazardous Weather Training certificate taken online after 12/31/18.

Staff Application

Youth under age 18 can not drive to camp.

The highlight of any camp is the program offered at that camp. In addition to numerous merit badge classes offered at winter camp, we have an energetic program staff that is dedicated entirely to planning great activities all week long.

Dozens of different merit badges will be offered including approximately half of the Eagle Scout required merit badges.

Best of all, many of our merit badges are taught by adults with decades of experience in the field the merit badge aims to cover. 

Class periods will be scheduled for Scouts to earn merit badges, work on skills toward the trail to First Class rank or participate in an activity period.

Some classes have extremely limited space due to facilities or equipment (e.g., rifle shooting, shotgun shooting, archery, and welding). Please do not sign up a Scout for a merit badge that they have already started with another counselor or that they have already earned. This is unfair to other Scouts who wish to begin the process of earning the merit badge at winter camp.

In many cases, the merit badges cannot be completed during camp. For example, the Personal Management Merit Badge requires the Scout to develop and maintain a budget for three months. Scouts will receive partial credit for any merit badge showing the requirements they completed. Troops should plan their program to help their Scouts complete the merit badges after camp.

Please keep in mind that, on occasion, merit badge classes may need to be canceled based on lack of interest or due to unavailability of merit badge instructors. Scouts should be flexible in their goals for earning merit badges while at winter camp. While it is rare that we must cancel a class, it has happened.

Once a merit badge class is full, Scouts will not be allowed to register for the class. 

    2019 Merit Badges     Pre-requisites

Merit Badge Add/Drop

The Scoutmaster or designee should advise Scouts before selecting merit badges. Class sizes are limited. Merit badges can be added or dropped online until December 14, 2019. The unit leader that registered the unit will need to log in to Doubleknot to make class changes. Refer to the emailed registration receipt for login information. Only classes that are still open will appear in the online registration system.

The unit leader can log in to the registration system to pull reports of class schedules and advancements completed at camp.

After the merit badge registration system closes, changes can only be made at the winter camp office at Bovay Scout Ranch on December 26^th before 5:00 pm. The following rules will apply:

• Only one form may be turned in per unit.
• The form must be signed by the acting Scoutmaster for the troop
• The form must be filled out completely.
• Schedules will not be reprinted for troops making changes in camp.
• No changes will be accepted after 5:00 pm on December 26^th.

Our merit badge instructors will be advised not to allow any Scouts to take their class unless they are listed on the roster.

Select / Edit Merit Badge Classes        Class Schedules

Rank Emphasis

For Scouts working on requirements toward Tenderfoot, Second Class or First Class ranks, classes designed to teach Scouts the skills necessary to complete these requirements are available. The counselors will not sign off on the requirements, as that is left to the troop Scoutmaster and/or those the Scoutmaster has designated as adult leaders permitted to sign off on rank advancement requirements. Instead, the classes are there to merely teach basic Scoutcraft skills needed to advance in these initial ranks.

Classes are scheduled in such a manner that Scouts working toward Tenderfoot, Second Class or First Class will also have an opportunity to take at least one or two merit badges.

Scout Attendance and Merit Badge Completion

The unit leader that registered the unit can log in to Doubleknot to pull reports and review advancements completed during camp. The winter camp merit badge counselors will input advancements completed in the evenings during free time. Any incorrect information should be discussed directly with their merit badge counselor.

Please resolve any issues or discrepancies with your merit badge report before leaving camp. Counselors are available to help you during camp.

How to Pull Reports

Field Activities

Winter camp isn’t all merit badges and rank advancement. Our dedicated program staff has planned an outstanding array of field activities for Scouts to participate in during their activity period (e.g., dodgeball, ultimate, volleyball)

In addition, an activity tent will have a variety of board games and card games with other Scouts. A geocaching challenge will be held daily with a hint included in the daily newsletter.

Interfaith Service

The Scout Law teaches, “A Scout is reverent. A Scout is reverent toward God. They are faithful in their religious duties. They respect the beliefs of others.” It is important that Scouts be taught to recognize the beliefs of other Scouts and to respect those beliefs. An interfaith service will be held during camp.

Order of the Arrow

The Order of the Arrow is the national honor society of the Boy Scouts of America. The Order of the Arrow (OA) has recognized Scouts and Scouters who best exemplify the Scout Oath and Law in their daily lives. This recognition provides encouragement for others to live these ideals as well. Arrowmen are known for maintaining camping traditions and spirit, promoting year-round and long-term resident camping, developing leaders, and providing cheerful service to others. OA service, activities, adventures, and training for youth and adults are models of quality leadership development and programming that enrich, support and help to extend Scouting to America's youth. 

Learn More about the Order of the Arrow

At winter camp, Arrowmen who are members of Colonneh Lodge, and who have served their troops for at least six months since their Ordeal ceremony, will have the opportunity to seal their membership in the Order of the Arrow by completing a Brotherhood ceremony. The Brotherhood ceremony will take place on the evening of December 28^th. Announcements will be made in camp concerning the time and location of the Brotherhood walk and talk, as well as the time for the Brotherhood ceremony that evening.

Learn More about Brotherhood

Any interested Arrowmen should sign up for the Brotherhood ceremony at the winter camp office. Arrowmen seeking Brotherhood membership should also ensure that their dues are current with Colonneh Lodge, as that is a requirement of achieving Brotherhood membership.

Pay Lodge Dues

As a celebration of the importance of Order of the Arrow to our Scout camps, and to celebrate those Arrowmen who are furthering their commitment to their troops through sealing their Brotherhood membership in the Order of the Arrow, all Arrowmen are encouraged to wear their OA sash with their uniform to evening assembly and at dinner on December 28^th. Any Arrowmen who are Brotherhood or Vigil members are also welcome and encouraged to attend the Brotherhood ceremony that evening to welcome those Arrowmen who seek to strengthen the ties of brotherhood by sealing their membership. 

All Order of the Arrow members are invited to a cracker barrel on December 26^th and December 28^th. The cracker barrel on December 26^th will take place immediately after the leader's meeting, and the cracker barrel on December 28^th will take place immediately following the Brotherhood Ceremony. Come on out and support your fellow Arrowmen!

Skit Night (Wild West Side Show)

Skit night is on December 27^th and isn’t just about being entertained by our program staff and your fellow Scouts – it’s also a competition to show which troop has the best skit! Additional points will be awarded to skits that relate to the camp theme.

Moreover, the program staff will be carefully evaluating skits to determine which are best. Awards for first, second and third place skits on each skit night will be awarded at the closing campfire at the end of the week. In addition, the best skits from each skit night will be asked to perform that skit for the closing campfire. Snacks will be provided so you will have something to munch on while enjoying the skits.

Movie Night (A Talkie Show)

Movie night is on December 28^th, make your way to the dining hall for some entertainment and watch a movie on the big screen! In addition to a great movie chosen by our staff, participants will also enjoy some great movie theater snacks.

Theme Night (Sheriff’s Shindig)

On the evening of December 29^th, everyone will gather in the activity field for a theme night party. This is always the most popular event at winter camp, as it involves a number of competitions and activities. Just follow the music from our very powerful sound system to the festivities!

Our theme this year is Wild West – think of a variety of historical personalities and situations, to inspire creative costumes and reenactments.

Competition awards for first, second and third place will be announced at closing campfire:

• Costume Competition – Scouts wishing to participate should come prepared with a weather-appropriate costume based on the theme. Scouts are encouraged to use their imagination to determine how best to fit costumes to the theme. This is an individual competition. While troops are welcome to coordinate their costumes, such coordination shall not be taken into account in judging the costumes for prizes. Real weapons are not allowed; plastic toy weapons are fine as long as they have the orange safety tip.
• Patrol/Troop Flag Competition – Come prepared to design a troop or patrol flag based on the theme.
• Patrol/Troop Design Competition –  Troops or patrols are encouraged to build an object at camp using materials on hand based on the theme.
• Scoutmaster Cookoff – This is a competition for the adult leaders in camp. The acting Scoutmaster, with the assistance of any willing adults from their troop, may choose to test their outdoor culinary skills to produce the best dish. Dishes will be judged starting at 8:30 pm sharp at the dining hall, so come prepared to serve your dish to the panel of judges. The identity of the judges will be kept secret until the judging begins. Dishes will be judged based on taste, aroma, appearance, creativity, and relation to the theme.

Closing Campfire (Trailside Fire)

What better way to cap off a week of winter camp than to come together around a campfire for an evening of songs, skits, awards presentation. 

Shooting Sports Competition (Best Shot in the West)

A shooting sports competition is tentatively scheduled for day three or four of camp. Information and rules will be during provided. Awards for winning units will be presented at the closing campfire.

There are various opportunities for a troop or individual to earn additional recognition at winter camp In addition to the awards that a troop may earn at theme night and the individual advancements that Scout may earn.

Iceberg Award

The Iceberg Award is an annual tradition and can be earned by troops that participate in various activities such as service projects, serving as color guard, leading the camp in prayer during assemblies, and performing duties assigned by the camp commissioner. A troop receiving the Iceberg Award has exemplified Scout Spirit and contributed to making winter camp a better place for everyone. Details will be provided by the camp commissioner during camp.

Patch Segments

Scouts can earn various segment patches to go around the event patch. 

• Iceberg – all members of a troop earning the Iceberg Award will receive this segment
• Service – all members of a troop earning the Service Award will receive this segment
• Theme – any Scout completing in theme night will earn this segment based on this year’s theme

Winter Camper Award

Although not part of the winter camp program, it is possible for participants to earn the SHAC Winter Camper Patch while at winter camp if the weather cooperates! Registered Scouts and leaders can qualify for the winter camper patch when they have camped three days and two nights in temperatures of 42.5° or less. Official temperatures reached during camp will be provided in the unit checkout packet. Patches are ordered online.

Order Winter Camp Patches

Early Check-In

Troops may check in several weeks before camp begins. By checking in early, a troop will be provided with a pass that they will present at the security checkpoint they reach when first arriving in camp. Troops that have checked in early will then be allowed to proceed immediately to their campsite, or if they have changes to their check-in information, they will be allowed access to an express check-in line available only to those who have checked in early. This line will be intended only to update an existing early check-in with minor changes to the troop’s roster.

Early check-in will be offered at the following times:

• Wednesday, December 4, 2019, from 5:00 pm - 9:00 pm at the Cockrell Scout Center
• Saturday, December 7, 2019, from 12:00 pm - 3:00 pm at Bovay Scout Ranch
• Saturday, December 14, 2019, from 9:00 am - 12:00 pm at the Cockrell Scout Center

In order to be eligible to participate in early check-in, each troop must have the following:

• BSA Annual Health and Medical Record (including Parts A, B & C) for each person attending camp (youth and adult)
• Copy of Youth Protection Training (YPT) of current certificate for every adult attending camp. The training can be taken at My.Scouting.org.
• Copy of Hazardous Weather Training current certificate for every adult attending camp. The training can be taken at My.Scouting.org.
• An Adult in Camp Compliance Form submitted no later than December 15^th for every adult coming to camp. 

On-site check-In and Arrival

Troops will not be allowed to enter Bovay Scout Ranch before 2:00 pm on December 26^th. Troops are not to line up on the road before 2:00 pm, as an excessive number of vehicles and trailers causes a line of vehicles to overflow onto the Highway 6 causing a safety hazard.

Upon arriving in camp, troops that have yet to check-in should park and the acting Scoutmaster should proceed to the Safari Room. There will be a line for troops who have not participated in early check-In. Members of the staff will examine your paperwork and ensure that everything is complete.

In-camp Troop Leaders Meeting

On the first evening of winter camp, at 8:00 pm, hold a meeting a mandatory meeting of all Scoutmasters and senior patrol leaders from each troop will be held in the dining hall.

As a residential camp accredited by the Boy Scouts of America, we closely follow all youth protection policies set forth by the Boy Scouts of America. In addition, the State of Texas has enacted statutes and regulations concerning youth protection which also apply to our camp. No exceptions to these policies may be made.

Two-Deep Leadership

It is the policy of the Boy Scouts of America that trips and outings may never be led by only one adult. At least two adult leaders, one of whom must be 21 years or older, are required for trips or outings. It is the responsibility of the chartered organization of any troop to inform the committee and leadership of the unit that sufficient adult leaders are provided on all trips and outings.

While we recognize that winter camp presents many troops with unique challenges concerning this requirement. Adult leaders may rotate in and out as needed so long as there are two adult leaders from each troop on property at all times.

When such rotations occur, adults must check-in and out of the winter camp office so that our staff is made aware of the identity and contact information for all adult leaders for each troop in camp.

Texas Youth Camp Safety and Health Act

In order to protect the health and safety of youth attending residential camps in the State of Texas, the Texas legislature has enacted the Texas Youth Camp Safety and Health Act. While many portions of this statute concern the facilities and staffing of a youth residential camp, portions of this law affect troops directly.

All adults coming to camp, whether working on staff or not, must complete the Adult in Camp Compliance form no later than December 15^th. Completing this form allows council office staff to complete a criminal background check on each adult in camp (regardless of time spent in camp).

Youth Protection Training (YPT)

Every adult in camp must take Youth Protection Training (YPT) online at My.Scouting.org (expires every two years).

A copy of every adult's YPT certificate must be provided to the council office. To obtain a copy of the YPT certificate, go to My.Scouting.org, click on Menu (upper left corner), click on My Training, click on the printer icon next to YPT status. Copies of the certificates are to be submitted at the winter camp staff meeting or during early check-in. If an adult leader attending camp hasn't complete training by this date, please advise the camp registrar when checking-in. 

Health Lodge

The Health Lodge is located along the Breezeway in the administrative building next to the dining hall. The Health Lodge is staffed by personnel trained to handle minor accidents and illnesses. The Health Lodge will be open continuously during camp. For minor injury or illness bring the Scout/adult to the Health Lodge for treatment. The Buddy System should be followed at all times. For a major injury (broken bones, unconsciousness, unsure), send a runner to the Health Lodge and medical staff will come to the Scout or adult. Please do not move a Scout or adult with a major injury!

Special arrangements for treatment of more serious cases have been made with physicians and hospitals in Navasota. If such treatment is required, the camper's parent(s) will be notified by telephone, and their desires concerning further treatment will be respected.

BSA Annual Health and Medical Record

All persons coming to winter camp, whether youth or adult, and regardless of the amount of time spent in camp, must have a completed BSA Annual Health and Medical Record consisting of Parts A, B and C. The form must be completed in its entirety and must contain all applicable signatures. Forms can be downloaded at www.scouting.org/scoutsource/healthandsafety/ahmr.aspx. The form must be completely filled out and signed by a physician. Medical forms are only current for one year and must not expire before the last day of winter camp.

BSA Health and Medical Record

Based on incomplete forms we have seen in the past, the following are the most common errors or omissions made on the BSA Annual Health and Medical Record submitted to our staff in prior years:

• Part A is missing immunizations or is missing dates for the immunizations. Please complete the form rather than attaching an immunization record alone. Incorporating the information into the form speeds up the process of evaluating the form itself at check-in.
• Part B is not signed by the adult participant or by an adult or guardian (for youth). In order to be able to treat youth in camp for more than immediate life-threatening conditions, our medical staff must have signed consent of a parent or guardian of a youth as contained in Part B. Also, adults who cannot otherwise consent due to incapacity must have signed this page in order for our medical staff to provide more than stabilization treatment.
• Part C of the form signed by a physician. The physician’s examination must have been completed since January 1^st. Updated Part C’s will not be accepted, even if signed by the physician. Therefore, ensure that the physician completing Part C dates the form when signing.
• Using an outdated form. To ensure you are using the correct form, use the form available at www.scouting.org/scoutsource/HealthandSafety/ahmr.aspx.

Please carefully review all BSA Annual Health and Medical Records prior to check-in. Give yourself ample time so that any errors or omissions may be corrected by the parents of the youth or the adult to whom the form belongs.

When bringing forms for check-in, please do not bring the form in a binder or plastic sheeting. Parts A, B and C should be stapled for one person. This will allow the staff to efficiently review and file the forms. There is no room in the office to store troop binders.

Do not provide original forms. While we will do our best to return forms to those requesting the return of the medical forms, it is best to provide copies. These forms are destroyed after camp.

Prescription and Over-the-Counter Medication

Scouts and adults who require medication should bring enough of the medication to last throughout camp. BSA National Camping Standards (HS-508) states the following rules apply to storage and administration of medication:

All prescription and over-the-counter (OTC) medications must be stored under lock (including those requiring refrigeration), except when in the controlled presence of Medical Staff or a unit's adult leader who is responsible for administration and/or dispensing medications. Locked refrigerated storage is available in the winter camp health lodge.

An exception to the above requirements may be made for a limited amount of medication to be carried by a camper, leader, parent, or staff member for life-threatening conditions, including epinephrine injector, heart medication, and inhalers, or for a limited amount of medication approved for use in a first-aid kit. The winter camp medical staff shall advise the acting Scoutmaster as to whether a medication falls under this exception.

Special Medical Needs

If you have one or more members of your troop who have special medical needs, such as refrigeration for medicine, please ensure that information is included in the online registration. CPAP machines must be battery powered, as power outlets close to campsites are scarce. We will, however, do what we can to meet reasonable requests to accommodate requests timely submitted through your troop’s registration.

Trips to the Doctor or Hospital

In the event that a camper requires the attention of a doctor or the services of a hospital, the following procedure must be followed:

1. The responsibility of the unit leadership is to provide transportation for unit member(s) requiring services from a doctor or hospital.
2. One adult leader from the unit will accompany the unit member(s) requiring services from a doctor or hospital and is asked to carry insurance forms in for completion. He must obtain the individual's health record from the health officer before going to the doctor or hospital.
3. Parent(s) or guardian(s) will be immediately notified by the winter camp health officer of any serious illness or injury. If parents will not be at home during the week of camp, have them advise you where they can be located.
4. The camp will provide transportation ONLY when a unit has none available.
5. Directions to doctor's offices and hospitals will be available at the health lodge.
6. All cases requiring outside medical care must be cleared by the camp health officer. This is an agreement with the local health services facilities, insurance company, and a claim procedure.
7. Check back in with health officer upon return to camp and return health form.

Any clarification of the above procedures may be obtained by discussing them with the health officers on duty at the health lodge.

Council Insurance

The Sam Houston Area Council Accident and Sickness Insurance plan covers registered Scouts and adult leaders while at camp. (Please register parents staying with your troop as a member of your troop committee). This coverage does not include out-of-council units. Out-of-council units should bring a claim form from their council.

The Accident and Sickness Insurance plan is with Health Special Risk, Inc. and is excess coverage. This means any bill with a remaining balance after it has been processed by the family's medical insurance carrier can be submitted to Health Special Risk, Inc. for additional reimbursement. Families without insurance will receive instructions from Health Special Risk, Inc., but in any event up to $15,000 of coverage for sickness or injury is provided (Special coverage limits cover dental and transportation). For additional information, contact wayne.mcleland@scouting.org.

Special Accommodations

If a Scout has special needs, camp staff will do whatever they can to accommodate. The troop leader should notify the camp staff of any requests during online registration.

Buddy System

All Scouts should adhere to the buddy system throughout camp. No Scout should ever be found wandering through camp alone. We recognize that this can be difficult if the Scout has not scheduled classes with fellow members of their troop. We encourage troops to attempt to pair Scouts in classes as much as possible. If this is not feasible, the Scout should walk with other Scouts in the class to the location of the merit badge class. Due to the number of Scouts and the short amount of time between classes, this should be a relatively simple exercise.

Lost and Found

Lost and found is located in the winter camp office. Items will be kept in the winter camp office through the end of winter camp. Any items left at Bovay Scout Ranch after winter camp may be disposed of as determined at the discretion of the camp director, including being donated to a non-profit organization, returned to the council office, thrown in the trash, etc. Sam Houston Area Council, nor its staff, shall be held responsible for any lost items not claimed by the end of winter camp.

To assist us in returning items to their rightful owner, please ensure that all items your troop brings to camp have the owner’s name and troop number marked on them.

Smoking / Vaping Policy

"An important way adult leaders can model healthy living is by following the policies on alcohol, tobacco, and drugs. Leaders should support the attitude that they, as well as youths, are better off without tobacco in any form and may not allow the use of tobacco products at any BSA activity involving youth participants. This includes the use of electronic cigarettes, personal vaporizers, or electronic nicotine delivery systems that simulate tobacco smoking.

All Scouting functions, meetings, and activities should be conducted on a smoke-free basis, with smoking areas located away from all participants.

As outlined in the Scouter Code of Conduct, Scouting activities are not a place to possess, distribute, transport, consume, or use any of the following items prohibited by law or in violation of any Scouting rules, regulations, and policies: alcoholic beverages or controlled substances, including marijuana.

In addition, the Code of Conduct specifies that if you are taking prescription medications with the potential of impairing any functioning or judgment, you will not engage in activities that would put Scouts at risk, including driving or operating equipment." Source

Smoking or vaping by youth at any Scouting event will not be tolerated. If a youth is caught smoking at winter camp, the youth’s parents or guardians will be contacted by phone and shall be required to pick the youth up from Bovay Scout Ranch immediately.

Smoking by adults is not permitted in any tent, pavilion or building. Smoking is also not permitted in the dining hall at any time.

While we highly discourage smoking while in camp, adults who choose to do so must not smoke within sight of any youth. Moreover, in the event of a burn ban, smoking may be prohibited on Bovay Scout Ranch property entirely. Please check with the winter camp office to determine whether such a burn ban is in place.

Alcohol, Illegal Drugs or Stimulants

The consumption, possession or use of alcohol or illegal drugs or controlled substances while participating in the program at Bovay Scout Ranch is not permitted. We will enforce all local, state, and federal laws when a violation involving the above substances is reported. Violators will be asked to leave the camp immediately.

Rifles, Ammunition, Bows and Arrows

Personal firearms, ammunition, bows and arrows, and fireworks are not allowed in camp.

Fires, Liquid Fuels and Propane

Fires are to be built only in the designated areas and under proper supervision. Liquid fuels are not permitted. Propane is to be used only under adult supervision. Empty cylinders and cans must be given to the camp quartermaster for disposal. National policy prohibits the use of open flames in tents. This includes mosquito coils, catalytic heaters, gas lanterns, stoves, candles, and smoking material. All tents and flys must be marked with "No Flames in Tents."

Internet Access

Internet and WiFi are not available at camp. If reliable internet access is needed, bring a hotspot.

Trading Post

The trading post will be located in the same building as the winter camp offices. Just look for the signs above the door!

The trading post will be stocked with an assortment of collectible items and camp essentials.

Hours for the trading post can be found on the doors to the trading post.

BSA National Vehicle Insurance Requirements

Each troop is responsible for safe transportation to and from camp and meets the requirements as laid out in the current version of the Guide to Safe Scouting.

Use of Vehicles / Trailers In Camp

Upon arrival at Bovay Scout Ranch, drivers of vehicles will be provided parking passes. Drivers are required to write their name and cell phone number on the parking pass itself and keep it visible on their dashboard at all times the vehicle is present on Bovay Scout Ranch property. The name and phone number on the parking pass will allow our security staff to contact you in the event the vehicle needs to be moved or if any other issues with the vehicle arise.

Vehicles without proper parking permits found on Bovay Scout Ranch property may be towed at owner’s expense.

Under no circumstances should a vehicle or trailer enter the campsite itself at any time. Entry of vehicles into the campsite could leave unsightly ruts in the campsite and could possibly damage plumbing located close to the surface.

Parking areas are provided at designated locations for leaders who drive vehicles. Only camp vehicles are permitted beyond the parking lot on camp service roads.

Immediately after the unloading of troop and Scout equipment on the first day of camp, please remove all vehicles to designated parking spaces. Vehicle Permits will be distributed at check-in along with maps designating parking locations for various vehicles.

Vehicles should not be moved from these parking areas during camp unless the driver is leaving camp or has specific permission to move the vehicle (e.g., staff members given permits to use vehicles to transport equipment each day). This is a necessary measure due to the heavy use of roads by pedestrians, including hundreds of Scouts moving back and forth to merit badges and other activities.

Troop trailers are to be parked off of the service road in the available parking areas in front of each campsite.

The speed limit in camp is 20 mph on blacktop roads (unless otherwise posted) and 10 mph on gravel or dirt roads.

Drivers who continue to violate rules regarding the operation of vehicles in camp will be asked to leave camp immediately.

For the safety of all in camp, procedures have been implemented for leaving and returning to camp while camp is ongoing.

Adults Leaving and Returning

Scouters (aged 18 or older) may leave camp and return as needed, but we do ask all Scouters to make efforts to keep trips in and out of camp to a minimum. Due to the large number of campers, excessive vehicular traffic presents a possible danger to pedestrians using the roads to move between merit badge classes or going to the dining hall. Adults should check-in and out with the winter camp office so that we are aware of who is on the property at all times. In the event of an emergency, we must be able to account for all campers.

Youth Leaving and Returning

We highly encourage parents to allow youth to remain on camp property the entire time camp is in session. This reduces unnecessary traffic in and out of camp and allows youth to have the complete residential camp experience with their troop.

Youth will only be allowed to check out from camp prior to final checkout by an adult authorized on Part B of the Scout’s BSA Annual Health and Medical Record. Please ensure that parents in your troop have included all authorized adults on this form. Without this authorization on the form, only an adult from the Scout’s troop registered for camp or the parent signing the form will be allowed to remove the child from camp prior to final checkout.

No one, including a Scout leader or parent, will be allowed to leave camp with a person under the age of 18 without having checked out at the winter camp office and receiving a ticket which will be taken by security just before you reach the exit of the camp.

During checkout the last day of camp, adult leaders will receive exit tickets for all youth in their troop from their camp commissioner once they have successfully checked out.

All menus have been reviewed by a certified dietician and are designed to provide active and healthy youth with the nutrition and calorie intake needed for low-temperature camping.

2018 Sample Menu

The first meal served will be dinner on December 26^th, so troops should make plans to eat lunch before arriving at Bovay Scout Ranch that afternoon. A grab and go breakfast is served the morning of December 31^st as troops prepare to check out and depart.

Breakfast and Dinner

Breakfast and dinner are served in the dining hall shifts. Shift A eats breakfast and dinner prior to morning and evening assembly. Shift B eats breakfast and dinner after morning and evening assembly. During dinner, a salad bar and soup of the day will be offered. Campers are expected to wear their field uniform (Scout uniform) to dinner.

Lunch

Lunch is picked up from the dining hall between 12:00 - 12:35 pm and taken to the troop campsite. Troops should send only enough people to carry the food back to their campsite. During the lunch period, there is ample time for rest and relaxation, as there are no activities taking place. Scouts are encouraged to take this time to fellowship with members of their troop and other troops in their campsite, get some rest, and perhaps work on some of their merit badge requirements.

Special Dietary Needs

In the event anyone in your troop has special dietary needs, please ensure this information is included in the troop’s registration online registration. All information for special diets must be provided before December 1^st. Tickets for special meals will be given to unit leaders at check-in. Participants will turn these tickets in at mealtime when they pick up their food. Specials meals are ordered before camp starts; additional special meal tickets are not available once camp has begun.

Because of the large number of troops and the compressed time frame in which check out occurs, please read this section carefully to ensure a smooth checkout process. Your cooperation will ensure that we are able to help you get on the road back home as quickly as possible.

Checkout on evening of December 30^th

A number of troops traditionally choose to leave Bovay Scout Ranch on the evening of December 30^th. While we encourage all troops to remain for the entire event, we understand that some troops wish to leave the evening before winter camp ends. There is no discount for departing early.

As soon as your troop has determined that it wishes to check out early, please notify the camp commissioner’s office immediately. This will assist the camp commissioners in coordinating timely checkouts that evening.

• The first step for a troop packing up to leave on December 30^th is to have their camp completely broken down, packed in the troop trailer or otherwise moved to the front of the campsite.
• The troop should also carefully police their campsite to ensure that it is left in better condition than it was found. If any tables or other items were moved by the troop, they should be returned to their original location.
• The troop should send someone to the camp commissioners office to notify them that they are ready for a camp inspection. Also, ensure you pick up your checkout packet at the winter camp office at this point if you have not yet done so. Please be patient awaiting inspection of your campsite, as our camp commissioners are in high demand by troops attempting to check out of camp at this point.
• Once a camp commissioner has inspected the campsite and determined that it is in good condition, he or she will provide you with passes which will allow you to take your vehicles out of their parking areas and drive them carefully to the front of your campsite. You will also be provided tickets for each youth in your troop which will authorize you to remove the youth from camp. You will also need the pass and tickets to exit the camp that evening. Do not attempt to drive your vehicle to your campsite prior to receiving the pass and tickets from the camp commissioner.
• Please be mindful of the fact that camp vehicles and other troops attempting to pack are trying to get past you on the road. Ensure your vehicle is pulled as far off the road as is possible without pulling into your campsite.
• Again, please do not drive into the campsite or move your trailer into the campsite – you must remain on the paved road or in a parking space.
• Once the vehicles are loaded, the troop must return the vehicles to a valid parking area or immediately leave camp.
• Only retrieve medical forms from the Health Lodge once you are ready to depart camp. If you remain in camp, we will not have medical forms for you or your Scouts.

Under no circumstances, however, will a troop be allowed to check out on December 30^th unless they have been cleared by a camp commissioner to load up their vehicles by 5:00 pm on December 30^th. In that event, all vehicles must either be back in the parking lots of out of camp by 5:30 pm in order to ensure that roads are cleared before pedestrian traffic picks up at dinner time.

Troops who have packed and returned their vehicles to a designated parking area may remain in camp through the conclusion of the closing campfire. The troop, at that time, should immediately and safely leave camp.

Check-out on December 31^th

Since most pedestrian traffic will have greatly diminished by the last day of camp, check-out procedures are simplified from the early check-out procedure.

• Breakdown camp, pack the troop trailer, and move items to be loaded in vehicles to the front of the campsite.
• The troop should carefully police their campsite to ensure that it is left in better condition than it was found. If any tables or other items were moved by the troop, they should be returned to their original location.
• The troop should send someone to the camp commissioners office to notify them that they are ready for a camp inspection. Also, ensure you pick up your checkout packet at the winter camp office at this point if you have not yet done so. Please be patient awaiting inspection of your campsite, as our camp commissioners are in high demand by troops attempting to check out of camp at this point.
• Once a camp commissioner has inspected the campsite and determined that it is in good condition, he or she will provide you a pass allowing your troop to exit camp, as well as tickets for the youth in your troop to allow you to remove them from camp property. You may now retrieve your vehicles and load remaining items.
• Please be mindful of the fact that camp vehicles and other troops attempting to pack are trying to get past you on the road. Ensure your vehicle is pulled as far off the road as is possible without pulling into your campsite.
• Again, please do not drive into the campsite or move your trailer into the campsite – you must remain on the paved road or in a parking space.
• If you so choose, you may now pick up medical forms for your troop from the health lodge. Any forms left behind will be destroyed.
• You’re all set to head home – drive safe!

Winter camp is a Boy Scout resident camp run by volunteers designed to:

• Strengthen troops through the patrol method – Many activities and competitions are designed to encourage troops to work through the patrol method to participate in various activities throughout camp and to reinforce through week-long exercise the principles of the patrol method taught at weekly troop meetings throughout the year.
• Provide opportunity for individual advancement – Through an extensive number of opportunities to earn merit badges, while being instructed by Scouters who work in fields related to the merit badge subject, Scouts can expect to receive an in-depth treatment of the subject matter that could lead to a better appreciation for the subject and possibly influence their future education and career decisions. In addition, through instruction in traditional Scoutcraft, newer Scouts are prepared through the rank emphasis program to return to their troop and excel in meeting and exceeding the requirements for the Tenderfoot, Second Class, and First Class ranks.

Scouts and Scouters alike are expected to strive to achieve the above aims while living the principles of the Scout Oath and Law.