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CAMP LOR-RAY

Rules and Regulations

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KIDS MANUAL / STAFF MANUAL / FAMILY CAMPING

 

 

STAFF MANUAL

 AND

 POLICIES

 This manual proposes to set forth the principles on which and the purposes for which Camp Lor-Ray was established in an effort to insure that those principles and purposes will be met.

 

It also proposes to outline in some detail the several positions and “job descriptions” that are essential to the smooth operation of our camp. ALL STAFF MEMBERS SHOULD BECOME FAMILIAR WITH THIS MANUAL.

 

It also sets down the policies under which Camp Lor-Ray will be run in order to insure the utmost safety of each and every camper and staff person.

 

PRINCIPLES AND PURPOSE

 

“These commandments that I give you today are to be upon your hearts. Impress them on your children. Talk about them when you sit at home and when you walk along the road, when you lie down and when you get up. “ (Deuteronomy 6, 6-7)

 

By these words recorded in Deuteronomy 6, 6-7, we understand that God wants us to guide our children every day and in every way. It is to this end that the churches of the Wisconsin and Evangelical Lutheran Synods in the area have established and operate Camp Lor Ray Kids Camp. Therefore, the purpose of Camp Lor-Ray Kids Camp is to give the children of the Wisconsin and Evangelical Lutheran Synod churches in our area an opportunity for Bible study, Christian fellowship and fun with Lutheran Christians who believe as they do.

PERSONNEL

 

In keeping with the principles and purpose of Camp Lor-Ray, it follows that all staff members will at all times be of Christian character and set forth a God-pleasing example. Camp positions will be filled by members of the Wisconsin or Evangelical Lutheran Synods.

 

Since every staff member comes into contact with the camper, it would be well for each one to carefully and prayerfully read the section entitled: GENERAL GUIDELINES FOR COUNSELORS AT CAMP LOR-RAY, which appears further along in this manual.

 

VARIOUS POSITIONS AND JOB DESCRIPTIONS

 

A.     CAMP SUPERINTENDENT:

Will need a police check, and will be a pastor, a male teacher or a staff minister, at least 25 years of age, or some other man who meets the qualifications set down by the state and the Camp Lor-Ray Board.

THE CAMP SUPERINTENDENT’S DUTIES:

1.                 He will examine the state’s requirements regarding the running of the camp and make sure the policies at Camp Lor-Ray comply with the state regulations.

2.                 He will be responsible for making sure that all the policies are followed during the running of the camp.

3.                 He will be responsible for recruiting the staff for the camp, and for screening all the applicants for staff positions, and for overseeing the staff.

4.                 He will be responsible for training and orientating the staff.

5.                 He will be responsible to the Camp Lor-Ray Board and to the state to make sure the camp is run according to the stated policies.

6.                 He will work with the state inspector to make sure the camp complies with the state’s regulations.

 

B.     THE CAMP MANAGER:

Will need a police check. He/she will be at least 21 years of age and shall have a minimum of 8 weeks of full time experience working with children similar to those served by Camp Lor-Ray and a minimum of 4 weeks of full time administrative experience in an organized camp, or related program.

 

The Camp Manager will be on duty or in residence at the campsite, and will be responsible for the day to day administration of the camp and for assuring the care, safety and protection of campers.

 

The Camp Manager will be responsible for the facility of the camp, and for making sure that everything is done according to the guidelines set up by the state. The Camp Manager will work closely with each Camp Director to make sure all the regulations set up by the state and by the Camp Lor-Ray Board are being carried out. The Camp Manager will be responsible to and will answer to the Camp Director for each week. If the Camp Manager sees that the policies set by the state or by the Camp Lor-Ray Board are not being followed he/she will contact the Camp Director to take care of it. If the Camp Director will not adhere to the regulations, the Camp Manager will contact the “Camp Superintendent”.

 

The Camp Manager shall be familiar with the state rules and the administrative rules and policies of the camp. The Manager shall maintain a roster of all current staff members, as well as a personnel file for each staff members.

 

The Camp Manager will work with the Camp Superintendent and with the Youth Committee to secure all staff members needed.

 

THE CAMP MANAGER’S DUTIES:

BEFORE CAMP BEGINS -

The Camp Manager and whatever extra staff is required will arrive about 1 week before the opening of camp to open and clean. The manager will stay about 1 week after the close of camp or as long as it takes, to close up Kid’s Camp. The Camp Manager shall also:

 

1.                 Locate-hospital and become familiar with emergency room personnel and procedures:

 -phone numbers for: fire, sheriff and rubbish haulers

-food, dairy and bakery suppliers

-post office, film library and video tape rental

-sport and craft supplies and shopping center.

2.                 become familiar with camp insurance policy and claim procedures.

3.                 Provide adequate housing for campers and staff.

4.                 Read and post state license and camp regulations.

5.                 Inventory, repair or replace athletic and waterfront gear.

6.                 *Maintain a bookkeeping system.

7.                 Arrange for safekeeping of cash.

8.                 Pay all bills and retain all receipts.

9.                 Pay all salaries as set by Board of Directors.

10.             Review the sanitary conditions for the kitchen and bathrooms prior to each week of camp and make any necessary adjustments.

11.             Work with the each of the Camp Directors to help them understand the policies and guidelines that are set up by the state.

12.             The Camp Manager is responsible to and must report to the Camp Superintendent and to the Youth Committee which is designated by the Board of Directors.

 

ON REGISTRATION DAY:

The Camp Manager shall:

 

1.                 Set up and run the registration table.

2.                 Receive balance of camper fee.

3.                 Issue refunds in consultation with the registrar.

 

DURING THE WEEK:

The Camp Manager shall:

 

1.                 Schedule daily trips for kitchen and canteen supplies; camper needs, mail delivery, etc.

2.                 Be available to State inspectors.

3.                 “Trouble Shoot” with family camp help.

4.                 Maintain daily and weekly financial ledger and other required camp records. 5. Oversee the cleanliness of the Camp grounds.

 

FOLLOWING THE CAMP SEASON:

The Camp Manager shall prepare and submit to the Camp Superintendent and to the Youth Committee a final report including: an inventory of supplies, any and all financial records, a copy of the menus and state license, a list of needs and recommendations and any state required changes and improvements as soon as possible.

 

 

C.     THE CAMP HEALTH OFFICER

The Health Officer will be a licensed physician, a registered nurse, a licensed practical nurse, a licensed emergency medical technician, a licensed medical first responder, or an adult who has satisfactorily completed training and certification that is equivalent to the requirements set forth in the American National Red Cross Manual number 656101 (“Responding to Emergencies - Instructor’s Manual” -1996) and will need a current CPR certification.

 

THE HEALTH OFFICER’S DUTIES:

1.                 Be present at registration of the campers.

2.                 Keep medical release forms, which authorize the camp to perform routine medical care and consent to emergency or surgical medical care.

3.                 Keep the health history statement signed by an authorized person. It shall include all drugs and medications (over-the-counter as well as prescriptions), immunization status, physical limitations, allergies and any special health considerations.

4.                 Screen each camper at registration for all of the following:

a.                 The checking in of all drugs and medications.

b.                 A review of the health history statement.

c.                 A discussion with the camper concerning current health needs.

d.                 An observation of the camper’s physical state.

5.                 Maintain a permanent medical record, in which all of the following information is recorded:

a.                 Date of treatment

b.                 Name of camper

c.                 Ailment

d.                 Treatment prescribed or medication dispensed. e. Identification of person providing the treatment.

6.                 Keep all medications in a locked cabinet or drawer.

7.                 Be available to the camper at all times in addition to having “office hours” as noted elsewhere.

8.                 Advise the Camp Director and Manager of whereabouts if required to leave area. 9. Be responsible for maintaining an adequate supply of “first aid” materials and medicines by working through and with the Camp Manager.

10.             Be responsible for the general health and physical well being of the campers, and staff and advise the Camp Director and Manager if this is being endangered (camp schedule, weather, over eagerness, dehydration, etc.)

11.             As necessary consult with the camp doctor.

12.             In an emergency work with the Camp Director or Camp Manager to notify the parents.

13.             Since the Health Officer is a member of the staff, he/she is encouraged to participate in other areas of camp life where possible.

14.             The Health Officer is responsible to and reports to the Camp Director.

 

D. THE AQUATIC SUPERVISOR

The Aquatic Supervisor will be an adult who has current CPR and qualifications for a lifeguard and a W.S.I. or has satisfactorily completed training and certification that is equivalent to the lifeguard plus waterfront and head guard modules and CPR requirements set forth in the American Red Cross manuals numbers 654112 (“Lifeguarding - Instructor’s manual” - 1992) and 652049 (“Red Cross CPR for Professional Rescuers - Instructor’s Manual” -1993)

 

THE AQUATIC SUPERVISOR’S DUTIES:

1.                 Know all rules and policies governing the water front and enforce them.

2.                 Be totally responsible for organizing and supervising a11 waterfront activities. 3. Approve the swimming area and all waterfront equipment.

3.                 Together with the Aquatic Assistant conducts all swimming classes, canoe instruction and “SPLASH” safety.

4.                 Conduct, according to law, a “lost swimmer’s” drill and insure the swimmers’ safety with a “buddy check” or similar system.

5.                 Maintain swimmer achievement records and award certificates.

6.                 Make every effort to cooperate with the camp schedule; making the beach and themselves available when needed (beach parties, campfires, activities, etc.) 7. Take part in other areas of camp life, as schedules permit.

7.                 For the sake of good order and cohesiveness, the aquatic supervisor shall be in charge of the waterfront area. All aquatic observers will follow the direction and leadership of the aquatic supervisor while on the waterfront.

8.                 Train the entire staff in a11 the waterfront activities regulations and procedures, including:

-lost swimmer drills

-aquatic observers

 -raft regulations

-beach area, swimming areas

-canoe regulations

9.                 Write down a weekly schedule for lost swimmer drills in consultation with the camp manager, which can be made available to the camp inspector and placed in the camp record book.

10.             The aquatic supervisor is responsible to and reports to the Camp Director.

 

E.     AQUATIC ASSISTANT

The Aquatic Assistant will be at least 17 years old, and will have satisfactorily completed training and certification that is equivalent to the lifeguard and CPR requirements set forth in the American red cross manuals, numbers 654112 (“Lifeguarding - Instructor’s Manual” - 1993)

and 652049 (“Red Cross CPR for the Professional Rescuers - Instructor’s Manual” - 1993)

 

The Aquatic Assistant’s Duties:

1.                 Be responsible to the aquatic supervisor and to the Camp Director. 2. Carry out all assignments given by the Aquatic Supervisor.

2.                 Become involved in as many areas of camp life as time and schedule permit.

3.                 Make sure that all campers and staff follow the regulations governing the waterfront.

 

F.     THE CAMP COOK

The Camp Cook will be an adult who will need a TB test within the last 36 months.

 

The Camp Cook’s Duties:

1.                 Plan the menu, order the food stuffs, and prepare the meals.

2.                 The menu and the meals will be sufficient in quantity and will meet our exceed the nutritional allowances recommended in the publication entitled, “Basic Nutrition facts,” (Michigan Department of Community health publication - no. H-808, 1990) 3. Supervise those assigned to assist in the kitchen.

3.                 Advise the Camp Director of any scheduling conflicts with the kitchen. 5. The Camp Cook is responsible to and reports to the Camp Director.

 

G.     THE KITCHEN HELPERS

The Kitchen Helpers will be at least 14 years of age, and will need a TB test within the last 36 months. They will be accountable to the Camp Cook while they are “on duty,” and will be accountable to the Camp Director and Camp Manager during their “off hours.”

 

The kitchen helpers’ Duties:

1.                 Proceed to the kitchen at least one half hour before each meal, to help prepare for the meal.

2.                 Help the cook to serve the meal.

3.                 Assist the cook in cleaning up the kitchen and dining hall after each meal.

4.                 Clean the bathrooms (the staff bathroom and the bathrooms in both shower rooms).

5.                 Do whatever jobs the cook deems necessary.

6.                 Become involved in camp life as schedule and time permits.

7.                 Report to the Camp Director and/or Camp Manager regarding the use of their “free time.”

8.                 Answer to the Camp Director and/or Camp Manager regarding their bedtime.

 

H.     THE CAMP DIRECTOR:

The Camp Director will need a police check. He will be at least 21 years of age and shall have a minimum of 8 weeks of full time experience working with children similar to those served by Camp Lor-Ray and a minimum of 4 weeks of full time administrative experience in an organized camp, or related program.” The Camp Director will be the “Spiritual Head” of the camp, and responsible for the ministry program for that week. Therefore the Camp Director will be a pastor, male teacher, or a staff minister. He is to make sure that everything is done according to the Scriptural guidelines, according to the policies set by the Camp Lor-Ray Board, and according to the policies and guidelines set up by the State. To this end, the Camp Director will work closely with the Camp Manager to make sure that all these policies and procedures are being followed.

 

THE CAMP DIRECTOR’S DUTIES:

1.                 Be the “spiritual head” and leader of the camp.

2.                 Be responsible for conducting the overall program and be concerned with the spiritual well being of the campers and staff.

3.                 Delegate duties to his counseling staff and arrange for the daily devotions and Bible studies.

4.                 Be the man to whom parents look for accountability and so make every effort to meet these parents, at the Sunday registration.

5.                 Work together with the Camp Manager to make sure the camp is being run according to the policies of the State and of the Camp Lor-Ray Board.

6.                 *Conduct fire and weather drills as stipulated by the state.

7.                 Review the policies, rules, and regulations with the campers and the staff during the week as needed.

8.                 Oversee the administration of any discipline needed during the week, and solve any problems that arise during the week.

9.                 Be a friendly counselor for camper and staff alike.

10.             Demonstrate by word and action the love of Jesus for all, and encourage campers and staff to walk in the way that Jesus wants us to work.

11.             *Be on site at camp and available to staff and campers for the entire week except in cases of congregational emergencies when he may have to leave.

 

I.      THE BIBLE LEADERS:

The Bible Leaders will be at least 21 years old and will be a pastor, vicar, male teacher, staff minister.

 

THE BIBLE LEADERS’ DUTIES:

1.                 Teach the Bible studies that are prepared according to the appropriate age levels of their group.

2.                 Conduct devotions as delegated by the Camp Director.

3.                 Assist the Camp Director in encouraging a Christian life of love among the campers and the staff.

4.                 Take part in other areas of camp life where possible. (We especially appreciate their help on the waterfront to spell the Aquatic Observers - to give them a chance to go swimming.) -

5.                 Be willing to assist the Camp Director in areas of discipline, and to offer their council in areas where the Camp Director needs their help.

6.                 The Bible leaders are responsible to and report to the Camp Director.

 

J.     THE SENIOR COUNSELORS:

The Senior Counselors will be at least 18 years old.

 

THE SENIOR COUNSELORS’ DUTIES:

1.                 Arrive at camp prior to the beginning of camper registration, and stay until camp closes on Saturday.

2.                 Assist the Camp Director in organizing all the activities for the campers.

3.                 Share any suggestions they have for making camp run smoothly with the Camp Director.

4.                 Oversee the campers assigned to them.

5.                 Carry out the assignments given them by the Camp Manager, or the Camp Director. 6. Be willing to do whatever other tasks the Camp Manager or Camp Director may ask of them.

6.                 Be an example of Christian love and enthusiasm to the campers under their care.

7.                 Assist the Camp Director in making sure that all the rules and policies of the camp are carried out by camper and staff.

8.                 The senior counselors are responsible to and report to the Camp Director.

 

K.     THE JUNIOR COUNSELOR:

The Junior Counselor will be at least 16 years of age.

 

THE JUNIOR COUNSELOR’S DUTIES:

1.                 Assist the Senior Counselors in their job of overseeing the campers.

2.                 Follow all of the rules set down for the Counseling Staff.

3.                 Assist the Camp Director in making sure that all the rules and policies of the camp are carried out by camper and staff.

4.                 Be willing to do whatever tasks the Senior Counselors or the Camp Director may assign.

5.                 Answer to the Camp Manager and/or Camp Director regarding their “off time.”

6.                 Answer to the Camp Manager and/or Camp Director regarding bedtime each night.

7.                 The Junior Counselors are responsible to and report to the Camp Director.

 

Junior Counselors will be used as space permits and need exists. The Junior Counselors will usually be used only in the first two weeks of camp when the younger children are being served. If there is a special need, we may use them during the third week. The purpose of the Junior Counselor program is to encourage and prepare young people to become adult counselors, and to assist the senior counselors wherever they can.

 

L.     THE ACTIVITIES DIRECTOR:

The Activities Director will be at least 18 years of age.

 

THE ACTIVITIES DIRECTOR’S DUTIES:

1.                 Plan the activities for the week (e.g. the Sunday evening icebreaker, the evening activities, camp fires, etc.) and get the equipment needed for these activities.

2.                 With the help of the staff, set up the activities and oversee them.

3.                 Get involved in other areas of camp life where and when it is possible.

4.                 The Activities Director is responsible to and will report to the Camp Director.

 

M.     THE CRAFTS DIRECTOR:

The crafts director will be at least 18 years of age.

 

THE CRAFTS DIRECTOR’S DUTIES:

1.                 Plan age appropriate crafts for the week, and get the supplies and the equipment necessary for those crafts.

2.                 Instruct the campers in the planned crafts and, with the help of the other staff, oversee the craft periods for the campers.

3.                 Get involved in other areas of camp life when and where it is possible.

4.                 The Crafts Director will be responsible to, and answer to the Camp Director.

 

N.     ADULT HELPERS:

The adult helpers will be at least 18 years of age. Their duties will be general, and will be assigned by the Camp Director.

 

THE ADULT HELPERS’ DUTIES:

1.                 Be responsible for the area in which they are asked to serve and carry out the duties assigned.

2.                 Will NOT interfere in areas where they have not been asked to serve.

3.                 Follow all the guidelines and policies set down by the Camp Management.

4.                 Offer their help and their suggestions to the Camp Director.

5.                 Be a positive role model for both campers and staff.

6.                 Carry out any other duties the Camp Director or the Camp Manager may ask them to do.

7.                 Get involved in other areas of camp life when and where it is possible.

8.                 The Adult helpers will be responsible to the Camp Director.

 

O.     SHOOTING CLINIC SUPERVISOR:

The Shooting clinic supervisor will be an adult who has the qualifications to teach a hunter safety course, or who has successfully completed a course for shooting clinic supervisors equivalent to the course presently offered by the Boy Scouts.

 

THE SHOOTING CLINIC SUPERVISOR’S DUTIES:

1.                 Inspect the shooting clinic area and make sure it meets all safety precautions.

2.                 With the assistance of the other staff, instruct the campers on how to safely use a BB gun, and a bow and arrow.

3.                 Make sure that all safety precautions are followed and all safety equipment is used by all people in the shooting clinic area.

4.                 Secure all equipment after the shooting clinic, and safely store it away from the campers.

5.                 The Shooting Clinic Supervisor is responsible to and answerable to the Camp Director.

 

 

THE STAFF

 

The Camp Superintendent in connection with the Camp Manager and the Camp Lor-Ray Youth Committee will secure all staff members for Kid’s Camp and will make sure that before assignment, each staff member is evaluated in relation to the duties assigned according to the following characteristics:

 

a.                 Character

b.                 Emotional Stability

c.                 Health

d.                 Ability

e.                 Experience

f.                  Education

 

The personnel record for each staff member shall include the following:

 

a.                 Name

b.                 Prior work history, including camp experience

c.                 Statements of positive references from persons unrelated to the staff member.

d.                 A statement of any convictions other than minor traffic violation.

e.                 Documentation of experience or education if required by the position.

 

The personnel records for each staff member will be kept at the camp during the three weeks of Kid’s Camp.

 

THE STAFF TRAINING PROGRAM

 

The purpose of these training programs is to inform all the staff members of our camp’s policies and procedures, so that they will be able to carry out their responsibilities with enjoyment and with the campers’ safety in mind.

1.                 A staff training workshop will be held to train every staff member in his or her duties. It will be a minimum of three hours.

2.                 Every staff member is asked to attend the workshop as set up by the Youth Committee, or to watch the training video prepared by the Youth Committee, to be able to serve at camp.

3.                 The staff-training workshop will be conducted by the Camp Superintendent, the Camp Manager, or any other qualified person appointed by the Youth Committee.

4.                 The entire staff manual will be discussed at these meetings. Included in the training will be the following:

 

-the Camp Lor-Ray philosophy and objectives

-the camp policies and procedures

-the staff duties

-first aid and medical emergency procedures

-basic water safety and aquatic instruction

5.                 An “in-service training program” will also be conducted during the week of the camp’s operation.

-these will be conducted by the Camp Director, the Camp Manager or any other qualified person appointed by the Youth Committee.

-they will be held as announced. (One particular policy might be reviewed each day.)

-periodic drills of all emergency procedures will be included in this program. (They will not be announced in advance, but the Camp Director will          consult the Camp Manager, the Aquatic Supervisor, and the Camp Health Officer as necessary.)

 

STAFFING RATIO

 

At any one time from 7 AM until 10 PM there will be 1 adult staff member for every 10 campers or a fraction thereof on duty, on-site.

 

At any one time from 10 PM until 7 AM there will be 1 adult staff member for every 14 campers or a fraction thereof on duty, on site.

 

At no time will there be less than 2 adult staff members on duty.

 

In the event that there are more than 50 campers, the Camp Director, and the Camp Manager can not be included in determining the staff to camper ratio.

 

 

A LITTLE ABOUT THE CHILDREN WE WILL SERVE

Every child is different. They have different personalities, different home lives, different life experiences. So, trying to describe the type of children we serve can be difficult to say the least. As a Counselor, you will get to know “your kids” very well each week. Very early you will learn their personality and their personal traits. The following is going to be a general description of children in the age groups that we will serve at our camp.

 

First of all, the children we serve will be Christian children. They are “holy” but not “perfect.” They have a new man who loves God’s Word and loves to follow His commands, and they have an “old Adam” who looks for every opportunity to sin and go contrary to what God expects and demands. The children will challenge, and they will sometimes defy you and the spiritual leaders of the Camp. Sometimes, they will do it innocently. Sometimes, they will do it defiantly. Their spiritual sanctification will differ from child to child. Our goal is to use both law and gospel to condemn, forgive, encourage, and go on. They will also respond to the Word of God, the preaching of Law and Gospel. The Law condemns us and shows us our sins, and our errors. That is important for our Christian life. But then comes the Gospel which tells them what Jesus did for them, how He saved them even before they were Christians. The Gospel gives them the power to do the things Jesus wants them to do. If you want to motivate and encourage, the law will set the stage, but the gospel is the only power that can motivate, encourage, and help children to follow the way of the Lord.

 

Along with these general statements about all children, there are some other general thoughts that help define the ages of the campers we will serve.

 

WEEKS 1-2 GRADES 4-6

 

At this age, children should be able to do the following:

^ They can use basic reasoning skills.

^ They are beginning to think abstractly

^ Are inquisitive and eager to learn new concepts.

^ Can concentrate for longer periods of time

^ Can work cooperatively in small groups

^ Learn from the words, actions, and opinions of their leaders, and their peers.

^ Are eager to discuss the way Scriptural truths apply to them.

^ May begin to test authority

^ Can independently form personal attitudes and habits

^ Are very highly impressionable

 

WEEK 2/3 GRADES 7-9

 

Children of this age are usually able to do the following:

^Can think abstractly

^Can delve more deeply into the truths of Scripture 

^Can explore applications of Scriptural truths in many different ways

^Can concentrate for longer periods of time.

^Can work cooperatively in small groups

^Learn from the words, actions and opinions of their teaches

^Are greatly influenced by words, actions and opinions of their peers.

^Tend to share less of what they learned with their parents.

^Beginning the process of becoming independent from their parents.

^May test authority

^Becoming quite independent in forming personal attitudes and habits.

^Becoming less likely to share feelings and how Scripture applies to them personally

^Can display irrational mood swings

^Are searching for their own identity and freedom

^Because of different maturity, may be reluctant to shower, or change clothes in front of other campers.

^Want to show they are responsible

 

Keep these thoughts in mind as you are dealing with the cabin of young people the Lord will give you this summer, and respond with a good balance of Law and Gospel from the Word, and a tremendous amount of love and respect for the child.

 

 

GENERAL GUIDELINES FOR ALL COUNSELORS AT CAMP LOR-RAY

 

As a youth counselor you will have duties and responsibilities, but it is also a privilege. To be placed into a position to guide and counsel young people according to the Christian way of life should not be taken lightly. In order that you might know just what is expected of you, the Camp Lor-Ray board has prepared this summary, outlining further your duties and responsibilities.

 

You are to be an example for the camper. The camper will notice everything you do or say or wear. In fact, they seem to have an uncanny way of even guessing what you think and how you feel. They will reflect your attitude. The success of the camp depends not so much on our facilities or even the food or weather, as much as it does on you!

 

What should your attitude be? It should be at all times Christian. This means that your conduct will reflect a love for