Family Camp

• You, or your designated representative, will attend all Northern California Unitarian Universalist Camps and Conferences (NCUUCC) Committee meetings prior to your camp.
• Dean selects a registrar, a Head Cook (who selects the their own kitchen staff), a childcare, workshop and evening program coordinator, and a person responsible for facility sanitation. The number of program facilitators (workshop and childcare leaders) will depend on your budget and the projected number of attendees.
• Deans work closely with registrar for a list of campers, camp staff, age of campers, needs of campers, contacting campers, etc.
• Deans will see that the cooks have a list of purveyors and resource persons to help supply the camp and give advice based on our previous experience in the area.
• The Dean will review sample menus prior to the event. There should be a clear understanding between the Dean and the cook as to what items are covered by the food budget; i.e.., paper goods, cleaning supplies, etc. Unless specifically mentioned, wine is not included in the food budget.
• The Dean and the cook decide who will be responsible for checking with the caretaker to see that the kitchen is clean and that the kitchen equipment is complete and in working order. It may be necessary to arrange for the refrigeration to be turned on prior to our arrival.
• The Dean(s) and the Head Cook(s) need to decide how meals will be scheduled; three full meals, brunch instead of breakfast and lunch, etc.
• Pre-event staff meetings should be held. In the past it has been found useful to have one long weekend retreat to work and plan together. Try to create a cohesive and cooperative team.
• Be sure that each staff member’s duties are well defined; check with each staff person to confirm that their duties are clear and unambiguous and determine what their expectations are of you and others.
• Review NCUUCC policies with staff prior to your event and work out a mutually agreed upon way to implement those policies.
• You and the staff should review evaluation forms from the previous or similar event.
• Establish and operate within a projected budget for the event. Contact the NCUUCC Treasurer for assistance.
• Prepare a budget for both a minimum and a full event and prepare a plan to adapt staff and program to the actual registration. Both you and your staff must keep your receipts in order to get reimbursed by the Treasurer for costs advanced. Set and be aware of dates for location reservation deposits. Know how far in advance your cook will need funds. Have your staff submit budgets on their supply needs and/or quote a figure to you up front so that you will know what funds they need to work with.
• Someone from your staff should be responsible for publicity. You will need to send out flyers for your specific event. Contact the Chair of the NCUUCC for publicity resources and suggestions. Flyers should specify that non-prescription drugs, other illegal substances, harassment and violence are not allowed or tolerated at NCUUCC sponsored camps and gatherings. Be sure that individual churches and societies receive some flyers to be passed out. At least one, and preferably more than one article should be sent to church newsletter editors, advertising your event in advance of the opening of general registration.
• About a month before the event: Keep in touch with NCUUCC Board regarding registration and any problems or needs and suggestions. Let all staff members know status the of registration.  Provide program plans and any other useful details. Revise your budget to projected registration as the date for your event approaches. There should be particularly close communication between the Dean(s), the registrar, the cook(s) and the treasurer, so that appropriate advances may be made for food or supplies. Cooperate with the registrar in his/her getting out the final letter to participants before the event. Organize team with Head Cooks and Program Coordinators to recover items from storage. Create a plan for pick-up, organization, drop-off, and clean up of storage at the start and end of the camp.
• At event: Check in with your staff daily. Make appropriate announcements to participants at the commencement of your event, and whenever else necessary. Include: General rules of the facility; Introduction of staff members; Program plans; Sign-ups for job sharing; Handling of first-aid and emergencies; Bulletin boards or other places for messages.
• At event: Post and announce policies regarding drop-ins for all participants to see. Have evaluation forms available for participants at end of your event. Announce and supervise facility clean-up. At end of your event, have your staff evaluate the event. Put in writing. and send to NCUUCC Board. Make sure that either yourself or someone from your staff attends the Evaluation weekend, the end of September or first of October.
• After event: Send a written report of attendance, program problems and successes to NCUUCC Chairperson. Send, or see that registrar sends, a copy of roster, noting new participants and address changes, to NCUUCC Board for use in updating mailing list.
  Staff scholarship as follows:
• 100% Staff

Registrar is responsible for gathering and organizing camper information, responsible for 

communicating with Dean team and Family camp board members in a timely 

manner, one of the earliest campers to arrive  

Skills Needed

email and communication skills needed, basic Excel and math skills needed; 

advanced skills preferred, able to arrive to camp early (insert specific time here) 

to set up registration desk with Deans and stay through week to admit any late 

arrivals.  

Duties and Timeline include:

February 1st through June 1st:

• Set up an online registration form with the deans. Update process from previous year, if needed. 
• Send out e-announcement to local UU congregations/flyers to UU congregations.
• Set up a Staff Query sheet for Leadership to approve volunteer staff positions. This Query sheet must be updated during the active registration periods.  
• Respond to registration applications by emailing invoices generated from Excel spreadsheets and documents from the Finance Committee and Staff Query Sheet.
• Bank deposits of fees received should be made frequently (i.e., every 1-2 weeks). The Registrar shall forward funds received to the NCUUCC Treasurer for deposit. The NCUUCC Treasurer will provide instructions and materials needed to each registrar several months in advance of the event and will act as a resource person for registrar’s as desired or needed.

One month before camp:

• Registrar will write and mail a letter of welcome, which includes a description of the physical facility, planned activities, and offers advice on what to bring. Contact workshop leaders and the Dean(s) when preparing the letter to include necessary workshop/programing information before sending out a welcome letter.  Prior year’s letters can usually be easily modified to fit the current year. 
• Update Liability Waiver as needed.  
• Prepare Roster and make copies.
  • The Roster, also prepared by the Registrar, will be finalized shortly before leaving for camp in order to accommodate last minute changes. There should be enough copies to give one to each camper unit or adult with spare copies for staff, NCUUCC and record-keeping uses. It is advisable to post a copy in a central location when at camp, with late additions and deletions penciled in. 
• Tentative cabin or room assignments may be made as registrations are received, noting how many of each type of accommodation remains so that late registrants may be advised whether their requests can be granted. However final cabin assignments will not be made (or made known to campers) until just before an event begins in order to allow for last minute withdrawals and registrations.

During camp:

• Early arrival (1:00pm): Will greet arriving campers, inform the campers of their cabin assignment, collect any balances still due, direct campers to the camp sign-up sheets, and will offer information regarding the opening day activities
• Provides daily headcount information for Woodlands staff on a spreadsheet to be turned in at the end of camp. 
• After the first day, the Registrar will remain available to assist the Dean and other staff members as may be needed. The Registrar will keep a record of expenditures incurred in the registration process for reimbursement and for future budgeting use.
• Post last day chore list for all campers with consultation of family camp leadership and dean team. 
  
  After Camp:

Registrar will send the final camper roster to the database person and NCUUCC Board president  to add new emails and physical addresses to the records.  

Send final camper roster to all attending campers including phone numbers and emails to facilitate post camp communications between participants.  

The head cook recruits the assistant cooks, dishwashers and the kitchen sanitation consultant as provided within the constraints of the budget.

It’s extremely important that all matters concerning the kitchen be made clear before camp begins, such as: the number and composition of the kitchen staff is based on the camper registrations and should reflect changing levels of registration; the food budget and the type of food expected. The food budget is usually based on per capita cost per meal; the kitchen sanitation consultant, in addition to dealing with trash and garbage, oversees setting up and cleaning up the dining halls at mealtimes, and does a lot of the fetching and carrying necessary in a smoothly running kitchen.

The Head Cook should submit sample menus to the Dean for approval prior to event.

There should be a clear understanding between the Dean and the cook as to what items are covered by the food budget; i.e.., paper goods, cleaning supplies, etc. Wine/alcohol is not included in the food budget.

The Dean and the cook decide who will be responsible for checking with the caretaker to see that the kitchen is clean and that the kitchen equipment is complete and in working order. It may be necessary to arrange for the refrigeration to be turned on prior to our arrival.

The Head Cook should have recipes and an itemized list of food items needed for each meal prior to camp. These resources should be checked over by the Kitchen Keepers committee and/or Dean and Registrar for accuracy, cost & waste reduction, sustainability, and food allergies prior to purchasing.

The Head Cook will work with local vendors to coordinate timely deliveries of food items. The Head Cook will report these costs to the NCUUCC Treasurer and Dean prior to the start of camp so that the Head Cook can act as the fiscal signer when necessary.

The Head Cook is responsible for coordination of organization of the walk-in, pantry, and kitchen storage items upon arrival at camp. Pictures of the items coming out of storage at the start of camp is extremely helpful for cleanup.

The Head Cook is responsible for creating a mock schedule of staff prior to camp and reporting this to the Dean/s to assist with the creation of a Chore Chart if needed. Head Cook should have a kitchen staff schedule posted up by noon on Sunday. Head Chef and Head Dishwasher should coordinate prior to camp at least once and at camp for the creation of the schedule and discussion of the menu/cleanup/prep needs.

The Head Cook is responsible for discussing food and personal safety with all staff and for assigning Shift Leads positions to responsible people who will ensure food and personal safety at all times.

The Head Cook is responsible for ensuring that all Shift Leads have the ingredients, recipes, tools, and staff they need to have meals be successful. Head Cook is also tasked with communicating prep needs and other timely task related items to each Shift Leader.

Keep all receipts – gather receipts from other staff when needed to return to the NCUUCC Treasurer for reconciliation.

Staff scholarship as follows:

100% Staff

Knowledge: Reads & understands recipes with knowledge of common food ingredients, weights, measures, & preparation methods.

Skills & responsibilities: Use common kitchen utensils & equipment such as knives, mixers, food processors & gas range. Can prepare quality meals from scratch with a minimum of supervision. Helps put leftovers away & clean-up work area after meal periods.

Personal skills: Follows directions, works well with others, good communication, good personal hygiene, works quickly, efficiently, safely, & works well under pressure.

Safety & sanitation: Helps keep work area clean, safe, sanitary, & avoids wasting food.

Work habits: Knows work schedule, reports to work on time, follows through on work assignments, asks questions when in doubt, no horseplay, checks out with head cook before leaving. Shows capable of performing the job well/safely.

Assists with other camp functions as needed. (i.e., camper greeting & orientation).

Arrives on and participates in Set Up day and attends all staff meetings at camp.

Participates in end of camp clean up / take down.

Shift Leaders will make sure that others show up for assigned shifts and all work gets completed.

Staff scholarship as follows:

30 hours – 80% Staff

15 hours – 40 % Staff

23 hours – 60% Staff

The Head Dishwasher is responsible for working the with Head Chef to create the dishwasher schedule, understand the staff and cleaning needs for each meal, and provide safety and cleanliness training and support to all kitchen staff.

Coordinates and monitors all aspects dishwashing staff. Assists with establishing sanitation checks and in pre-camp/post-camp cleanup.

Knowledge: Knowledge of common items found in a kitchen such as sinks, dishware, utensils, pots, & pans.

Skills & responsibilities: Scrape, rinse, & rack dishes & silverware. Operate a commercial dishwasher. Sort & put away dishes in their proper place in order to maintain kitchen organization. Scrape, wash, sanitize, & put away pots & pans. Wash kitchen towels & hang out to dry. Sweep & mop floors after meal period. Take out trash & recyclables & bring in empty lined cans. Clean work area before leaving.

Personal skills: Follows directions, works well with other, good communication, good personal hygiene, works quickly, efficiently, safely, & works well under pressure.

Safety & sanitation: Helps keep work area clean, safe, sanitary, & assures that all dishes, silverware, pots & pans are clean & sanitary.

Work habits: Knows work schedule, reports to work on time, follows through on work assignments, asks questions when in doubt, no horseplay, keeps work area organized, checks out with head cook before leaving. Show up capable of performing job well/safely.

Assists with other camp functions as needed. (i.e., camper greeting & orientation).

Arrives on and participates in Set Up day and attends all staff meetings at camp.

Staff scholarship as follows:

80% Staff

Knowledge: Knowledge of common items found in a kitchen such as sinks, dishware, utensils, pots, & pans.

Skills & responsibilities: Scrape, rinse, & rack dishes & silverware. Operate a commercial dishwasher. Sort & put away dishes in their proper place in order to maintain kitchen organization. Scrape, wash, sanitize, & put away pots & pans. Wash kitchen towels & hang out to dry. Sweep & mop floors after meal period. Take out trash & recyclables & bring in empty lined cans. Clean work area before leaving.

Personal skills: Follows directions, works well with other, good communication, good personal hygiene, works quickly, efficiently, safely, & works well under pressure.

Safety & sanitation: Helps keep work area clean, safe, sanitary, & assures that all dishes, silverware, pots & pans are clean & sanitary.

Work habits: Knows work schedule, reports to work on time, follows through on work assignments, asks questions when in doubt, no horseplay, keeps work area organized, checks out with head cook before leaving. Show up capable of performing job well/safely.

Assists with other camp functions as needed. (i.e., camper greeting & orientation).

Arrives on and participates in Set Up day and attends all staff meetings at camp.

Participates in end of camp clean up / take down.

Shift Leaders will make sure that others show up for assigned shifts and all work gets completed.

Collect, wash, dry, fold, and replace all dirty linens from kitchen daily in order to maintain a constant supply of fresh linens.

Assists with other camp functions as needed. (i.e., camper greeting & orientation).

Arrives on and participates in Set Up day and attends all staff meetings at camp.

Participates in end of camp clean up / take down.

Must be able to lift and carry up to 35 pounds uphill.

Staff scholarship as follows:

• 30% Staff

Agrees to follow & signs the UUA Code of Ethics for working with youth. Must also comply with AB-506 requirements (Mandated Reporter Training and Fingerprinting).

Plan and coordinate all childcare sessions for both KidZone and Wee Ones.  Duties include supervising and interacting with children/youth, setting-up the day’s activities and cleaning-up afterwards (this will require arrival at your group’s meeting site at least 15 minutes early and remaining there 15 minutes after the session is over). 

Debriefs with Childcare Workers at the end of each session (discussion of activities, attendance, etc.)

Collaborates with Dean(s) on retrieving and using NCUUCC equipment and materials from storage

Assists with other camp functions as needed. (i.e. camper greeting & orientation).  Coordinating the set up and take down of the Wee Ones and KidZone areas prior to the opening of camp and take down at close of camp.

Attends all staff meetings at camp.

Staff scholarship: 30 hours- 80%

Agrees to follow & signs the UUA Code of Ethics for working with youth. If working more than 16 hours, must also comply with AB-506 requirements (Mandated Reporter Training and Fingerprinting)

Attends 2 hour session(s) for assigned age group.  Duties include supervising and interacting with children/youth, setting-up the day’s activities and cleaning-up afterwards (this will require arrival at your group’s meeting site at least 15 minutes early and remaining there 15 minutes after the session is over). Activities appropriate for the age groups will be outlined and prepared for you.

Debriefs with the Childcare Coordinator at the end of each session (discussing activities, attendance, etc.)

Assists with other camp functions as needed. (i.e. camper greeting & orientation).  Including the set up and take down of the KidZone areas prior to the opening of camp and take down at close of camp.

Attends all staff meetings at camp.

Staff scholarship as follows:

4 shifts-  30% Staff

8 shifts- 60% Staff

Responsible for scheduling 32 (four per time slot) adult workshops per week. At their discretion, with childcare and dean consultation, some of the 32 workshop slots can be family and/or child friendly activities.

Work with new and returning campers to identify a good blend of popular returning workshops with new and innovative workshops. 

Respond to and/or reach out to folks who want to lead workshops, as needed. 

Meets with all workshop leaders to identify a schedule that works for all parties. 

Identifies space for the workshops to take place and help and/or delegate helping set up and breaking down each workshop throughout the week.

Helps workshop leaders come up with the description of their workshop for the pre-camp newsletter.

Coordinates with the dean and registrar to keep track of and record the percentage that each person is working.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all staff meetings at camp.

Staff scholarship as follows:

60% Staff 

Plan workshop activity & obtain all supplies prior to coming to camp.

Stays within allotted budget & turns in receipts for reimbursement before the end of the week.

Coordinates 2 hour workshop plus set-up & clean-up of area. Is responsible for maintaining order of own supplies.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all staff meetings at camp.

Staff scholarship as follows:

10% Staff tuition for each workshop session

Obtains all supplies needed prior to camp and stays within allotted budget. (Receipts must be retained and returned before the end of the week of programs)

Collaborates with Dean(s) on retrieving and using NCUUCC equipment and materials from storage

Is responsible for securing additional volunteers at camp to host activities, assist with set up/ clean up, distributing prizes, etc.

Works with workshop coordinator to delegate tasks for silent auction.

Coordinates evening programs on 5 evenings (Monday – Friday) including set-up & clean-up of area. Is responsible for maintaining order of own supplies.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all staff meetings at camp.

Staff scholarship as follows:

80% Staff

Present at & makes brief statement during Opening & Closing Circles. Chaplains set a spiritual tone at opening and closing ceremonies with a poem or reading, and generally make sure people are kind and respectful to each other at camp.

Leads pre-dinner blessing/gratitude.

Performs (short) worship services in morning & evening for a total of 8 services. (Morning Circle/Evening Circle)

Chaplain often spends many hours deciding on a theme and format and collecting materials for that role. The fact that each chaplain brings a different vibe, style, and perspective to worship is a lovely experience for campers and chaplains alike. This is a chance to deeply explore and express your own faith—within UU parameters.

Is available to campers in need of spiritual counseling and interpersonal conflict mitigation. Listening and helping them move through bad feelings or situations to feel better and embrace our community is an important part of the job, 24/7.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all staff meetings at camp.

Staff scholarship as follows:

60% Staff

Empty trash from cabin bathroom areas & shower house daily.

Stocks all toilet areas with toilet paper & sweeps floor in cabin bathroom areas & shower house daily.

Performs check of all toilets areas & cleans up obvious eyesores daily.

Cleans toilets in shower house, Meadow & Far Meadow cabin areas on Tuesday.

Clean the Shower house on Wednesday.

Cleans toilets in shower house, Creekside & Tall Trees cabin areas on Thursday.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all staff meetings at camp.

Staff scholarship as follows:

100% Staff

Teen Advisor contact teens prior to camp (community building, set expectations, etc.)

Front load rules and examples of covenant 

Supports teens and youth facilitators in planning out the week

Available to assist teens and youth with problem solving

AB 506 requirements (fingerprinting and child abuse prevention training)

Agrees to follow & signs the UUA Code of Ethics for working with youth.

Is comfortable with staying up late & walking along Woodlands paths at night.

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all leadership meetings prior to camp and at camp.
Staff scholarship as follows:

% discount varies based of Teen Support Model

Facilitate Teen Orientation Meeting

Facilitates Covenant Creation- UU Principles and Covenant examples provided

Week Schedule and community engagement activity- framework provided

Finding adults needed for specific Teen activities (ie. River trip)

Assists with other camp functions as needed. (i.e. camper greeting & orientation).

Attends all leadership meetings prior to camp and at camp.
Staff scholarship as follows:

% discount varies based of Teen Support Model

Start all fires needed throughout camp

Arrange for sufficient wood to be at the site

Start the fire, and arrange its responsible supervision

Arrange for responsible parties to close down the fire

Assists with Woodlands Sweat set-up and cleaning

Staff scholarship as follows:

30% Staff

Responds to emergencies and urgent health matters and assist with community health at camp

Prepare first aid kits, ensure they are up to date and well stocked before dampers arrive

Is available for first aid & emergencies, triage and provide “public health” support

Before camp: coordinate with deans to make a camp public health plan, including plans for covid testing and our response to disease outbreaks should they occur.

Implements any public health plans

NOTE: Time is highly variable—some years everybody needs a twisted ankle looked at; some years everybody just needs hydration, nutrition and rest; some years it’s a yellow jacket nest; some years a large pot of pasta water gets dumped on someone

Staff scholarship as follows:

30% Staff to 60% Staff